Policy FA031: Travel
Recommended for Approval by:
Fawn L. Petrosky, Vice President for Finance
Approved by:
Dr. Dale-Elizabeth Pehrsson, President
Effective Date: 07/01/2022

A. Intent
The policy establishes responsibilities and guidelines for ensuring that travel and business
expenses are valid, necessary, in compliance with University accounting procedures, and
by the most economical means.
B. Definition(s)
Not Applicable.
C. Policy
This policy pertains to travel and business expenses for all sources of University funds. The
Public Funds Regulations and Supplemental Public Funds Regulations also apply to all faculty
and staff who incur expenses while engaged in University business or related travel and who
intend to receive reimbursement from the University. The PASSHE Board of Governors and
Chancellor establish these guidelines, standards, and limits on the spending of public funds.
D. Procedure(s)
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Travel Authorization: All travel must be approved by the appropriate Department Chair, Dean,
and area Vice President. Grants related travel must also be approved by Grants Accounting.
All International travel must be approved by the President’s office.
Travel requests without the required approvals will be considered unauthorized travel. Properly
authorized travel is necessary to protect not only the University, but also the traveler.
Unauthorized trips can result in an employee losing Insurance and Worker’s Compensation
coverage for any accidents that he/she may be involved in while on an unauthorized trip. In
addition, any expenses associated with unauthorized travel will not be reimbursed.

Travel Authorization Timeline – below you will find the minimum suggested time that you
should allow in order to obtain the required travel approvals:
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President’s Signature – minimum of 3 weeks (3 months for International Travel)
Provost’s Signature – minimum of 2 weeks
Dean’s Signature – minimum of 2 weeks
International Travel – minimum of 3 months

Travel Funding – the appropriate funding must be in place at the time the travel is going through
the approval process. No travel should be approved if the required funding (to cover the
estimated travel expenses) is not available, especially if the traveler is requesting payment for
registration fees, booth fees, etc. If, for any reason, travel is approved without the necessary
funding, the traveler will be responsible for any unfunded expenses.
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General: Employees shall be entitled to receive reimbursements for out-of-pocket expenses
incurred while in the performance of their official duties. All reimbursements will be made in
accordance with the guidelines established by Pennsylvania Western University, the
Commonwealth of Pennsylvania (Management Directive 230.10), Board of Governors (Policy
1986-07-A), and Expenditure of Public Funds Policy (PASSHE Board of Governors Policy 2010-01A).
Reimbursements will be based on an employee’s approved Request for Approval of
Travel/Travel Expense Report, which is subject to audit by the Office of Accounting, Accounts
Payable, and the Commonwealth’s Internal Auditors. Employees will be responsible for
payment of any expenses that are disallowed as a result of any travel audit.
Employees will not be compensated or reimbursed for using credits to obtain tickets for official
university travel. Employees will not be reimbursed for expenses associated with unapproved
travel.
Travel expenses (i.e., conference registrations, hotel stays, etc.) totaling $100 or less must be
paid by the traveler who can then submit for reimbursement, provided the required
documentation is attached to their approved travel paperwork.
Travelers who are not employed by the university must follow the same procedures as
employees if the university is paying their travel expenses.

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Travel Prepayments: When requesting prepayment for registration fees, hotel stays, booth
rentals, etc., (in excess of $100) the approved travel paperwork, with all of the required
approval signatures, must reach the Office of Accounting no later than 20 business days before
the required payment is due. In addition, all of the required documentation (registration form,
credit card authorization form – for hotel stays, etc.) must be attached, if the required
documentation is not provided the requested pre-payment will not be processed and the travel
will be returned to the department.
If travel requests are received less than 5 business days before the required payment is due, the
traveler will be responsible for paying the required fees and submitting for reimbursement
following the completion of the approved travel.

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International Travel: International travel must be approved by the President prior to confirming
any expenses (airfare, hotel, conference fees, etc.) associated with the travel. Travelers must
remember to allow a minimum of three (3) months for approval through the President’s Office.
All international travel documentation (i.e., travel paperwork, export control documents, etc.)
must be processed as soon as possible. It is strongly recommended that you process your travel

paperwork, and supporting documents, as early as 6 months, but no later than 3 months, prior
to your anticipated departure date.
A copy of all of your completed documentation must be kept for 5 years from the date of your
travel.
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Sanctions Programs and County Information:
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https://www.treasury.gov/resourcecenter/sanctions/Programs/Pages/Programs.aspx

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https://www.treasury.gov/resource-center/sanctions/SDNList/Pages/default.aspx

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https://www.treasury.gov/resourcecenter/sanctions/Programs/Pages/faq_10_page.aspx

Travel Alerts and Warnings:
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https://travel.state.gov/content/passports/en/alertswarnings.html

Export Control: On October 12, 2012, the Office of the Chancellor enacted a procedure (#201214) entitled, “Compliance with United States Export Control Laws”. This procedure specifies
that, “Any individual intending to travel with or transmit/ship-controlled items outside the U.S.
(or to foreign nationals) should first consult with the appropriate University office to determine
if there are any export control issues or requirements.”
Failure to comply with export control laws and regulations might result in prosecution by the
federal government and the imposition of federal, civil, criminal and/or administrative penalties
or sanctions. It might also result in disciplinary action in accordance with the appropriate
Collective Bargaining Agreement or personnel policies.
University administrators who approve official travel requests must be aware that, when
traveling to embargoed or sanctioned countries, regulations may actually prohibit traveling with
research equipment, a laptop, GPS, smartphone, or similar data devices and prevent one from
purchasing certain in-country business services. In addition, travel advisories containing general
precautions and entry requirements are posted by the Department of State and should be
consulted and followed. Travel to countries with comprehensive embargoes or sanctions,
specifically (as of August 2012) Sudan, Cuba, Iran, Syria, and North Korea, must be reviewed
with the Export Control Officer. In addition, the SDN list identifies individuals and entities with
which the University may not do business. Financial transactions involving SDNs will be blocked,
so advance screening is required.
In general, the majority of international travel can go forward without the requirement of an
export license, provided they do not concern detailed information regarding controlled items or
technologies.
When traveling outside the US, taking encrypted software and/or research equipment, including
a laptop, smartphone, and/or a data storage device, the traveler might require an export license
or certification/documentation of an export license exception.
The university is required to document the export of licensed items, or exceptions, if the items
are owned by the university. Any individual intending to travel with or transmit/ship-controlled
items outside the US should first consult with the appropriate university office to determine if
there are any export control license requirements and/or issues.

BEFORE proceeding with any foreign travel, it is important for the traveler to consider the
following:
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WHAT are you taking with you?
WHERE are you going?
WHO are you meeting/working with?
WHY are you traveling (what is the desired end result of your trip)?

It is important to consider all of the above before each international trip because federal
regulations frequently change.
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Air Travel: Travelers are expected to book the lowest priced coach class airfare for domestic
and international flights. Business and first-class tickets are not reimbursable. It is not
permissible to confirm a higher fare for upgrade eligibility or personal reasons. Upgrades at the
Commonwealth’s expense are not permitted. A complimentary upgrade must be noted on the
travel expense report.
Optional airline fees are not reimbursable, including advance seat reservation fees, travel
protection insurance, Internet, snacks, and any other fees imposed by the airline that are not
essential to air travel.
Travelers who are combining personal travel with business travel may only do so when the
personal portion of the trip does not add any cost to the Commonwealth. Travel arrangements
must be made to accommodate the business duties of the traveler and not their personal
preference.
Travelers who are not employed by the university must follow the same procedures as
employees if the university is paying the travel expenses.
Employees must be mindful of booking the lowest logical airfare available. Travelers on official
business must book the lowest priced coach airfare that meets their approved itinerary and
Commonwealth policy. They are expected to use their best judgment to save on airfare cost.
Lower cost flights must be chosen within two (2) hours before or after the preferred flight time
when the alternative flight saves $200.00 or more roundtrip.
Connecting flights must be chosen over nonstop flights when the connection does not add more
than two (2) hours to travel time and the connection saves $200.00 or more. Travelers are not
required to take a lower fare if a change of airline at the connection point is required.
Domestic flights over $800 roundtrip must be approved, prior to booking, by the appropriate
area Dean, the Provost, and/or the area VP. Alternative options may be offered.
Lower cost fares, as outlined above, that are declined must be justified and imperative to the
job functions of the traveler.
When planning trips, travelers must review alternative airports for additional savings
opportunities. Alternative airports within 90 miles of the home airport should be considered if
the savings is $200.00 or more. When there is a savings of $300.00 or more, the alternative
airport must be used.
Employees will be reimbursed for mileage when using a personal vehicle, or car rental and
gasoline (whichever is less costly), and parking, if necessary.
In select areas, Park-and-Fly (a hotel and parking in one rate) packages have been negotiated
and may be utilized when selecting an alternative airport and a flight departure prior to 8:00

am.
Cancellations - If the ticket is refundable, the travel agency must be notified and a refund
requested. It is the traveler’s responsibility to closely examine the cancellation/exchange rules
and fees before purchasing.
Exchanges - Credits for cancelled tickets should be used as soon as possible. Most airlines
require tickets to be exchanged and used one (1) year from original purchase. Unused tickets
that are not used prior to their expiration lose their value.
It is the traveler’s responsibility to use airline credits prior to expiration. Credits shall be used
for their next trip if the airline serves the destination.
Airport Parking – Travelers will be reimbursed for parking at a rate equal to the Extended
Parking rate when parked overnight at the airport.
Hourly parking (for pick-up and/or drop off) will be reimbursed at the actual ticketed parking
rate.
A receipt is required in all instances.
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Ground Transportation:
University Fleet Vehicles - For campuses that offer fleet vehicles, whenever possible, a fleet
vehicle should be used prior to renting a vehicle or using a personal vehicle. Fleet vehicles
include a Wright Express fuel card and an EZPass transponder. Fleet vehicles are to be refueled
using the Wright Express fuel card.
In order to reserve a fleet vehicle, please contact the Fleet Vehicle Team, via email at
fleetvehiclerequest@pennwest.edu, and request a fleet vehicle, please provide the following
information:
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Departure Date
Departure Time
Return Date
Return Time
Destination
Justification
Driver’s Name
Type of vehicle requested (car or van)
Quantity of vehicles needed

While there currently is no charge for the use of a fleet vehicle, the following charges do apply:
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Cancellation Fee – if a fleet vehicle is reserved but not needed and the traveler fails
to cancel the vehicle reservation or cancels and provides less than 24-hours’ notice
from the scheduled departure date/time, the travelers department will be charged a
$25 cancellation fee. Exceptions will be made at the discretion of the Fleet Vehicle
Team. This fee was rendered necessary due to vehicles being reserved and not
used, often resulting in an additional expense to the university (i.e., mileage
reimbursements, rental vehicle expense) if other fleet vehicle requests are denied
based on vehicle reservations that are made by not used.

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Cleaning Fee – if a traveler returns a fleet vehicle in poor condition which requires
special cleaning prior to re-issuing the vehicle, the travelers department will be
charged a $25 cleaning fee. Exceptions will be made at the discretion of the Fleet

Vehicle Team. This fee was rendered necessary due to vehicles being returned in
very poor condition (interior filthy with food, drinks, grass/mud, animal hair, etc.)
and requiring additional time to clean and detail before releasing back into service.
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Late Fee – if a fleet vehicle is not returned on time and the Fleet Vehicle Team was
not notified of the delayed return, the traveler’s department will be changed at $25
late fee. Exceptions will be made at the discretion of the Fleet Vehicle Team. This
fee was rendered necessary due to travelers returning their assigned vehicle well
after their scheduled return time which impacts other travelers who were assigned
the vehicle but could not leave on time or where forced to take their personal
vehicle in order to make it to their destination on time.

Rental Vehicle - Justification for the use of a rental vehicle must be provided. If a justification is
not provided, or if the justification is not valid, the traveler will be responsible for reimbursing
the university for rental charges that were placed on the university’s corporate account. If the
traveler paid for the rental and is seeking reimbursement and the rental is not justified, then the
reimbursement will be denied.
If the travel in question combines business and personal travel, the justification for the rental
cannot be related to the personal portion of the travel.
Enterprise is the university’s preferred car rental company; please contact
travelrequest@pennwest.edu with questions regarding your campus Enterprise Corporate
Account number. Rentals should be used when it is determined that renting a car is the most
economical form of transportation.
Rental rates do not include fuel and travelers must decline optional fuel offerings. In addition,
travelers MUST make sure that their rental vehicle is returned with a full tank of gas, or at the
very least the vehicle must be returned with the fuel level the same as when they picked up the
vehicle – this information is provided on the rental agreement. If the vehicle is not refueled and
the university is charged a Fuel Surcharge, the traveler will be responsible for reimbursing the
university the full amount of the surcharge. Reimbursement will be in the form of a check
(payable to Pennsylvania Western University) or the traveler’s reimbursement request will be
reduced by an amount equal to the fuel surcharge.
Travelers who are 21 years or older and have a valid driver’s license may operate vehicles under
the agreement. For 15 passenger vans the minimum age is 25.
Approved car rental sizes are economy, compact, or intermediate (midsize) including hybrids.
Other vehicle types require business-related justification.
Personal accident and personal effects coverage is optional and not reimbursable.
The rental receipt and car rental contract must be included with reimbursement submission of
receipts.
If renting from any agency other than Enterprise the traveler MUST purchase the additional
insurance coverage.
Shuttles/Public Transportation/Taxi - Employees who are traveling by air or train should use
shuttle services or public transportation when such options are available and less expensive
than other means of ground transportation.
Taxi - Travelers will be reimbursed for the use of a taxi (to/from airport/hotel) provided it is the
less expensive option. Submission of receipts for taxi service beyond airport/hotel

transportation must be accompanied with a justification for the additional transportation
expense. If the additional taxi service is not warranted, or the justification is not valid, the
additional reimbursement will be denied. Submission of dated receipts is required.
Train - Coach class is the only approved service when traveling by domestic Amtrak train.
Amtrak is encouraged when traveling to/from Harrisburg, Philadelphia, New York City and
Washington DC and a cost savings is realized. Other cities served by Amtrak should be
considered when there is a savings.
Amtrak tickets must be reserved directly through Amtrak at www.amtrak.com or telephone and
paid for with a personal card. Amtrak passes are available for frequent trips.
Personal Vehicles - the University’s mileage reimbursement is equivalent to the rates
established by the U. S. General Services Administration (GSA). The current rate can be found
on the GSA web site (www.gsa.gov) under POV Mileage Reimbursement. The Commonwealth’s
reimbursement rate changes when the GSA reimbursement rate changes.
The mileage reimbursement rate includes depreciation, fuel, insurance, fees, licenses, oil,
repairs, tires, and all accessories.
Mileage Reimbursement Calculation is based on the mileage traveled between an employee’s
residence and their official headquarters is considered commuting mileage and is not
reimbursable.
Each claim for mileage reimbursement must include a “from” and “to” street address or location
specific enough for an auditor to validate the distance traveled via an online mapping
application such as Google Maps or Map Quest.
When an employee travels to a work site other than their official headquarters, either the
distance from their residence to their temporary work site, or their headquarters to their
temporary work site – whichever is shortest – will be used to calculate their mileage
reimbursement. Local travel while at the travel destination must be documented if requesting
reimbursement.
If there are multiple routes to a destination, the shortest distance should be used to calculate
reimbursement. Only if there is strong justification, such as an accident which caused the
person to be rerouted, can a longer distance be used.
This is backed by the Board of Governors and Commonwealth policies that state the most
economical means must be used when traveling on Commonwealth business.
If an employee is required to work on a holiday or scheduled day off, the employee may be
reimbursed for mileage from their residence to a point of public transportation or designated
worksite, other than their headquarters. An employee may never be reimbursed for mileage
between their residence and headquarters.
The use of ground transportation at a higher cost will require justification and may result in an
audit review. Employees will be responsible for any expenses disallowed as a result of any
audit.
When using a personal vehicle for business travel, the employee’s own insurance is primary, in
all cases.
The employee should notify his/her insurance company that they are using their personal
vehicle for business travel. This may result in an increase in the employee’s insurance premium;
however, if the employee is receiving reimbursement for mileage, there is a built-in factor for

insurance expense to possibly cover the additional premium.
If an employee chooses to drive their personal vehicle, then their personal auto insurance would
be considered primary for repair/replacement expenses. The Commonwealth provides excess
“liability” insurance coverage (liability coverage addresses claims against the individual that may
result from their actions) when the employee’s policy limits are exhausted. It is strongly
recommended that employees seek prior approval from their department head before they take
their own vehicle.
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Lodging: Travelers should expect services and accommodations that are safe and comfortable,
not lavish, or extravagant.
Employees traveling on university business are allowed lodging expenses when their destination
is located more than 50 miles (one way) from both their headquarters and residence. Written
justification and pre-approval from the area Dean/Vice President must be obtained when
lodging is required within 50 miles from both the employee’s headquarters and residence. The
Dean’s/Vice President’s approval must be submitted with the traveler’s receipts when
requesting reimbursement. Employees will be personally responsible for paying hotel expenses
that are not pre-approved.
Lodging expenses are reimbursed at actual cost within travel policy limits. Detailed receipts,
showing a zero balance, are required from the hotel. Travelers must obtain a detailed Final
Guest Folio upon checkout.
Upgraded accommodations that are an additional charge are not allowed. A complimentary
upgrade must be noted on the expense report.
Booking - When booking a hotel, travelers are required to request the hotel’s state/government
rates. If state/government rates are not requested, resulting in a higher rate, the traveler will
be responsible for reimbursing the university for the difference between the state/government
rate and the rate that was paid.
Please note that some states will extend their state employee lodging rates to Pennsylvania’s
state employees who are traveling on Commonwealth business. When making your reservation
please ask if the hotel offers a state rate and if so, if they will extend their discounted rates to
Pennsylvania state employees. If the rate is extended, please make sure to check and see what
form of identification may be required (at check in) in order to obtain the discounted rate.
Travelers are not required to stay in tourist class properties to obtain a lower rate.
Maximum Allowable Lodging Rate - The Commonwealth’s maximum per night lodging rates
follow GSA per diem rates. GSA rates can be found at www.gsa.gov. Travelers will only be
reimbursed for actual expenses incurred and may be subject to reimbursement of the lesser of
the actual expense or the maximum allowable rate.
In instances where a GSA rate is not obtained in the area, specific business justification is
required. If an audit determines that the maximum allowable rate could have been obtained,
the traveler may be responsible for the additional cost. Justification for booking must be
imperative to the employee’s official business, must be given at the time of booking, and must
be submitted with reimbursement.
Tax Exemption - (42 Pa C.S.A. 8522) The Commonwealth is not subject to hotel occupancy or
sales taxes imposed by local or county governments. The Commonwealth is subject to state
hotel occupancy tax, which is 6% (72 P.S. 7210). Travelers will be reimbursed for this 6%.

Travelers must present the completed REV1220 form for tax exemption to the hotel upon checkin. These tax provisions apply only to lodging within Pennsylvania as lodging outside of
Pennsylvania is not tax exempt and all taxes are reimbursable.
Cancellation - Travelers should avoid nonrefundable rates. It is the traveler’s responsibility to
understand the cancellation rules of the room confirmed. Nonrefundable rates cannot be
changed or cancelled; therefore, the traveler is accepting the risk of a non-reimbursable
cancel fee.
Travelers must cancel lodging arrangements according to the property’s cancellation policy. Noshow charges and penalties will not be reimbursed when the traveler does not cancel
reservations within the allotted time.
In the case of an emergency, when all efforts have been taken, and a fee is still charged, the
traveler must provide a written explanation for the Cancellation Fee so that it can be
determined if the fee will be reimbursed.
Conference Lodging - Conferences are not always confirmed at the lowest rate or a government
rate. Travelers are required to attempt to find lower cost lodging when the conference rate is
higher than the maximum allowed rate. Efforts to obtain lower cost lodging shall consist of
attempting to obtain a lower rate at the same property or obtaining a lower rate at an
alternative property within close proximity to the conference location. When required to book
with a hotel directly, and the rate is in an acceptable range, the traveler may book through the
conference or hotel directly.
When the conference does not have an official hotel, travelers are required to obtain a property
within reasonable proximity to the conference at or below the maximum allowed rate, using
preferred properties when possible. Additional transportation cost, if not staying at the
conference headquarters, should be considered in the evaluation.
When a conference/event requires an attendee to stay at a particular property and/or confirm
their accommodation through the organization, the traveler’s Request for Approval of Travel
form must include documentation (such as the registration form and/or instruction sheet).
Failure to provide documentation may result in a reduction in the traveler’s reimbursement
request.
Extended Stay - Employees who are required to work away from their residence or primary
worksite for 60 days or more may enter into an extended stay lodging agreement. Requests for
extended stay authorization must be approved in advance through the appropriate Dean, VP,
and the Provost. If the extended stay requires a lodging/housing contract, the contract will
need to be approved through the Accounting Office.
Failure to obtain approval prior to entering into an extended stay agreement will result in the
employee being liable for all lodging costs.
Detailed justification comparing regular travel reimbursement and alternative lodging costs
must be provided.
Reimbursement will be limited to lodging, necessary utilities (cable and phone are excluded),
and mileage or transportation costs for a biweekly roundtrip between the worksite and the
employee’s permanent residence or headquarters. Subsistence expenses are not allowed.
Mileage is not paid between lodging and temporary worksite.
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Subsistence: Allowances for subsistence are based on rates provided on the GSA website
www.gsa.gov/perdiemReimbursement is subject to the limitations set forth in this section.

Subsistence is not allowed for employees who have been granted extended stay lodging
agreements.
Reimbursement for alcoholic beverages is prohibited.
Reimbursement Amounts - Employees who are not in travel status should refer to their
collective bargaining agreements for guidelines with regard to when and at what rates
subsistence reimbursement may be available. Employees who are not a union member may be
reimbursed for a meal up to $8.00 if they are 50 miles or more from their residence and
headquarters and work more than two hours past their regular shift. Employees who are less
than 50 miles away may be reimbursed for a meal up to $8.00 if they are required to work two
hours past their regular shift and are given less than two hours’ notice of the requirement.
Employees in overnight travel status while on official business may be reimbursed for meals,
including tax and tips; the maximum reimbursement is not to exceed maximum GSA overnight
subsistence allowances for a 24-hour period. The 24-hour period begins upon departure from
home or headquarters, whichever is applicable.
Current GSA subsistence rates can be found on the GSA website: www.gsa.gov/perdiem.
Subsistence allowances include tips and tax.
Employees who are provided meals during the course of their travel must deduct a
corresponding meal rate from their subsistence reimbursement claim for each meal provided:
22% breakfast; 22% lunch; 56% dinner or the corresponding equivalent in a high-cost area.
Meals include those provided by hotels, meetings, conferences, or any other source. Meals
classified as continental breakfast do not need to be deducted. When a meal is provided in the
cost of the hotel room and the employee opts to eat elsewhere, reimbursement for that meal
will be made within the prescribed maximum daily meal reimbursement rate.
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Tip Allowances
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Meals/Transportation - 20% or less
Baggage - $1.50 per piece of luggage
Hotel - $5/night

In circumstances when a receipt cannot be provided, such as a tip for hotel maid service or valet
service, the traveler can use the Declaration of Missing Receipt form and provide an explanation
in the designated field.
High-Cost Area - Increased subsistence allowances are available in locations designated as highcost areas. Subsistence allowances for these areas follow the GSA Meals and Incidental
Expenses table (www.gsa.gov). The Commonwealth will only reimburse the meal portion of
these allowances and will not reimburse the incidental amounts as defined by the GSA.
Incidental amounts are defined on the GSA web site.
Meetings - Luncheon or dinner meetings sponsored by the Commonwealth will be paid under
contract; therefore, no claims for such expenses may be presented on the travel expense report.
Employees on official business attending luncheon or dinner meetings, not sponsored by the
Commonwealth, are entitled to receive reimbursement for actual costs incurred. Provided that:
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The luncheon or dinner meeting is planned in advance and includes persons not
employed by the Commonwealth.
The meal is an integral part of the meeting.
The meal is served at the same establishment that hosts the meeting.

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The purpose of the meeting is to discuss business and the nature of the business is
stated on the travel expense report.

Employees and members of boards, commissions, and councils who are required to attend nonCommonwealth-sponsored luncheon or dinner meetings will have actual costs reimbursed.
Detailed receipts and justification are required and must be attached to the employees
approved travel paperwork when submitted for final reimbursement.
Subsistence Expense Incurred on Behalf of Others - Employees are authorized to incur
reasonable* subsistence expenses on behalf of others and to approve reasonable subsistence
expenses incurred by their deputies on behalf of others when the expenses are incurred as part
of a business meeting under the following circumstances:
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The purpose of the meeting is to discuss official business.
The meeting includes either persons not employed by the Commonwealth or
employees of other Commonwealth agencies whose attendance is relative to the
official business being conducted.
The meal is an integral part of the meeting.

Complete justification for incurring expenses must be included with the travel paperwork.
Justification shall include:
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A list of names, positions, and agencies of individuals for whom the expenses were
incurred.
An explanation of the circumstances requiring expenses to be incurred on behalf of
others. Itemized receipts for expenses incurred are required and must be attached
to the approved travel paperwork when submitted for final reimbursement.

Employees will be personally responsible for expenses that are not allowed.
* Reasonable Subsistence – when incurring meal expenses on behalf of others, the reasonable
meal expense is not to exceed the GSA Meals and Incidentals rate for the traveler’s location.

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Travel Credits:
Ethics - The Governor’s Code of Conduct, 4 PA Code 7.151, and the State Ethics Law, 65 PS401,
prohibit the acceptance, retention, or use of personal travel/products/services by
Commonwealth employees and appointed officials of promotions and offers including; but not
limited to, frequent flyer credits, discount car rentals, hotel promotions, award certificates,
bonus flights, reduced fare coupons, denied boarding compensation, cash, merchandise, or gifts
obtained in the course of official Commonwealth business.
Frequent Traveler Programs – Employees traveling on official business may open and maintain
frequent flyer/guest accounts with airlines, hotels, car rental companies, train service and other
travel suppliers. Any credits, promotions, certificates, or other considerations earned in these
programs must be used for university travel.
Travelers may not select a travel supplier based on the benefits of the frequent traveler
program.
Other Compensation - Employees traveling on official university business who receive vouchers
for denied boarding must use those vouchers for future university travel. If the voucher is
transferable, the voucher can be used by another university employee who is traveling on
official university business.
Employees traveling on official university business who receive compensation for any customerservice-related issue must use that compensation in the course of conducting their official
university business.

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Reimbursement: Employees are expected to exercise good stewardship of funds when traveling
on official university business. Any expenditure disallowed by Accounting, Internal Audit, etc.,
will be the responsibility of the employee.
Individuals traveling on official business will receive reimbursement of actual expenses incurred
in the performance of their duties within prescribed maximums. Complete justification for
travel expenses must be included when the travel is submitted for audit/reimbursement.
Justification includes matching receipts and, when required, explanations for expenses incurred.
Reimbursement Claim - For many travelers, meal reimbursements will be managed using the
per diem model. In those cases, the traveler will not be required to submit receipts, but instead
will be reimbursed based on the per diem rates established by the U.S. Department of General
Service Administration.
Any employee traveling using a travel card or purchasing card will be required to submit
receipts; please see related policies. Additionally, upon VP approval departments can require
actual receipt reimbursement instead of using the per diem rate. Grant travel may require the
traveler to submit receipts as well.
It is the traveler's responsibility to verify which method of reimbursement is required for their
travel.
Upon completion of their travel, employees must submit their completed Travel Expense
Report, along with all of the required documentation attached, within 30 business days
following the completion of their travel. Incomplete travel documentation and/or insufficient
funds will delay a traveler’s reimbursement.
PASSHE Travel Regulations, in conformity with the Internal Revenue Code, require that travel
reimbursements be made within 60 days after the completion of the travel. Any

reimbursements made after that time period must be reported as taxable income to the
employee and included on the employee’s W-2 as compensation. Please ensure that all Travel
Expense reports are submitted to the Accounting office no later than 30 days after the end of
your travel to allow sufficient audit/processing time prior to the 60-day deadline.
Employees are responsible for ensuring that expenses claimed in the travel expense report are
proper, accurate, and incurred in official university business. A traveler who knowingly presents
a false or fraudulent claim may be subject to penalties under criminal statutes.
Supervisors must review and approve travel expense reports submitted by employees to ensure
the necessity, propriety, and accuracy of the travel expense. Supervisors should ask for receipts,
even those not required to be submitted, when necessary. Failure to exercise care in the review
and approval of travel expenses may result in disciplinary action.
Travel reimbursement requests that are received after the close of the fiscal year (during which
the travel took place) will be denied.
Third Party Reimbursement - Travelers must indicate on the travel expense report that a thirdparty reimbursement is expected. All travelers that are reimbursed by non-state funds must
have the vendor remit payment to Pennsylvania Western University. Checks received are not to
be cashed but must be endorsed payable to Pennsylvania Western University and submitted to
the Office of Accounting for proper processing.
Travelers must include a copy of the invoice being sent to the vendor or some official form of
documentation showing the reimbursement agreement along with their receipts. Accounting
will audit for the receipt of the reimbursement due.
Receipts - Travelers must always obtain receipts, itemized receipts for travel expenses must
include:
o
o
o
o

Name and address of the vendor
Date of service
Description of service
Amount paid for each individual item

Credit card slips and statements are not acceptable in lieu of receipts.
Travel expense reports may be selected for audit and all receipts must be retained provided.
Receipts are required for:
o
o
o
o
o
o
o
o
o

Hotel expenses.
Meals.
Commercial transportation.
Car rentals.
Breakfast, luncheon, or dinner meetings.
Expenses incurred on behalf of others.
Gasoline for rental and state vehicles.
Excess baggage fees.
Any other receipt the university determines to be necessary.

The Declaration of Missing Receipts (Exhibit 1) form should be use when it is impossible to
obtain a receipt (i.e., vending machine subsistence, parking meters, or unmanned tollbooth
expenses when a receipt is not provided).

No expense will be approved if a required receipt is missing.
•

Audits: Travel and Subsistence expenses are subject to audit by:
o
o
o

Comptroller
Accounting
Commonwealth Auditors

As part of the audit process, travelers may be asked to provide additional
documentation/justification for claimed expenses.
Justifications for expense will be reviewed and may be subject to clarification.
The audit will include reviewing the propriety of the expenses incurred. Additional approvals
and/or documentation may be required for future travel when patterns of unusual claims are
observed.
•

Miscellaneous Expenses:
Baggage - Baggage handling and gratuities are limited to reimbursement of $1.50 per piece.
Fees for baggage check with airlines will be reimbursed at the actual expense and are limited to
the first checked bag. Any additional baggage is conditional on a traveler’s job function and less
expensive alternative avenues of transportation (such as sending the supplies ahead via
shipping). A receipt and explanation are required with the travel expense report.
International Travel - With proper documentation, justification, and approval the university will
reimburse:
o
o
o
o

•

Commission for currency conversion or traveler checks when deemed necessary.
Services of guides, interpreters, packers, or drivers when deemed necessary.
Fees for the issuance of passport or visa, inoculations, and affidavits when required
for business international travel.
Other optional airline fees are not reimbursable, including advance seat reservation
fees, Internet, snacks, and any other fees imposed by the airline that are not
essential to air travel.

Non-reimbursable Items:
Parking Fines/Traffic Citations – Pennsylvania Code §39.95 (f) states “Operators of state
automobiles shall be responsible for the immediate payment of all parking and traffic
violations.” This extends to parking fines and traffic citations received while using a personal (or
rental) vehicle while in the pursuit of University/Commonwealth business.
Provided Meals/Lodging – Employees are not eligible for reimbursement for meals, or lodging,
that is provided (without charge) by friends, relatives, or any other source. Meals and lodging
that are provided at no charge must be noted on the employees Travel paperwork.
Alcoholic beverages – Reimbursement for alcoholic beverages is strictly prohibited.
Hotel Incidental Expenses – Fees charged by hotels for movies, room safe, etc.
Early Bird/Seat Reservation Fees – Fees charged by airlines for early boarding and/or seat
reservation.

E. Related policies

•

FA029 Purchasing Card Policy

•

FA032 Travel Card Program

•

Expenditure of Public Funds Policy (PASSHE Board of Governors Policy 2010-01-A)
Expenditures of Public Funds, Guidelines, Standards, and Limits.pdf (passhe.edu)

F. Contact Information
Office of Finance
G. Policy Review Schedule
All policies will be reviewed every two years or on an as needed basis if a change in BOG, PASSHE or
Pennsylvania law would create the need for an immediate change.