University Travel Policy

Applies to:	Original Policy Date:	Date of Last Review:	Approved By:
All Travelers	03/13/2017	January 2025	Dr. John Nicklow, President

Policy Owner: Administration and Finance

I. Policy Purpose

The purpose of the Travel Policy (“Policy’) is to establish and provide comprehensive guidelines for business-related travel and reimbursement of travel expenses for all Florida Institute of Technology (“Florida Tech”) travelers and to ensure compliance with all Federal, State of Florida Statutes and policies, as well as with relevant requirements for International Travel. All travel must be for the benefit of Florida Tech and have a business purpose supporting the academic programs and activities of Florida Tech and its various organizations.

II. Policy Scope

This Travel Policy applies to all authorized Florida Tech travelers, including students, staff, faculty, visiting scholars, candidates for employment, consultants, and Board of Trustees members. This policy encompasses both domestic and international travel authorized by Florida Tech, regardless of the source of funds.

III. Policy Statement

It is the policy of Florida Tech to reimburse employees for allowable and properly documented expenses incurred when authorized to travel on official university business. The terms of any gift, grant, or contract take precedence if they are more restrictive. Federally funded travel is subject to the Federal Uniform Guidance: 2 CFR Part 200 and the Green Book administered by the Florida Department of Education. To remain an accountable reimbursement/prepaid plan under IRS rules and avoid taxation of reimbursements made to all employees, Florida Tech is required to ensure that all travel has a business purpose and is documented within a reasonable period subsequent to the travel and/or expenditure. The university will not reimburse travelers for any expenses that will be reimbursed from another source, any expenses of a personal or political nature, or any expenses not actually incurred by the individual with their own personal funds.

IV. General Information

This Policy sets forth the authority, policies, and regulations governing official travel for Florida Tech travelers, including students, staff, faculty, visiting scholars, candidates for employment, consultants, and Board of Trustees members. The policies outlined in the travel statements apply to reimbursements or use of our travel partner from Florida Tech funds and sponsored funds, unless the sponsored agreement specifically states otherwise.

Authorization to travel must be obtained prior to travel from the dean/department head or their authorized designee by entering a spend authorization in Workday. Travel is for official Florida Tech business and is contingent upon the availability of funds. Employees required to travel are entitled to reimbursement for reasonable, necessary, and allowable incurred expenses if not using the Florida Tech travel partner. Additional expenses incurred for personal preferences or convenience are the responsibility of the traveler.

Questions regarding travel policies and procedures should be directed to Travel Services within Business Services by submitting an email to travel@cesametal.net. In the case of a dispute of reimbursable expenses, the Controller will make the final decision regarding the allowability of expenses.

V. Definitions

Traveler - The Traveler is responsible for ensuring the travel is to perform business duties on behalf of Florida Tech, the appropriate spend authorization is accurately completed, supporting documentation is submitted, and appropriate approval is obtained 10 days prior to travel. The traveler is also responsible for ensuring the appropriate travel class is reserved and for ensuring any personal or external professional activities have been excluded from the request for reimbursement or use of the travel partner. The traveler is responsible for declaring any external professional activities or vacation associated with a business trip.
Expense Preparer - An expense preparer may book travel reservations on behalf of the traveler and is responsible for ensuring appropriate spend authorization and that all required supporting documentation is obtained prior to the first day of travel. The expense preparer is also responsible for ensuring appropriate travel class is reserved and for verifying the traveler excludes any personal or external professional activities from the reimbursement. The expense preparer should also verify the traveler has not declared any external professional activities or vacation associated with such travel.
Approvers - Managers and supervisors, or their delegates, are responsible for:
1. Verifying the business purpose or the trip.
2. Verifying the trip is allowable.
3. Verifying the reasonableness of the cost of the trip.
4. Verifying the travel class is compliant with Florida Tech policies.
5. Verifying all required supporting documentation is submitted.
6. Verifying any personal or external professional activities are excluded.
7. Verifying any external professional activities declared by traveler.
Travel Cost Reconciling
1. Reimbursement – Traveler will be reimbursed for any authorized out-of-pocket expenses incurred.
2. Travel Partner – Traveler will get a notification within Workday requiring an expense report be built without reimbursement because these expenses are direct billed to Florida Tech when using our travel partner.
  
  Travelers who are in violation of this Policy are at risk of not receiving reimbursement for travel expenses or can be banned from future travel as determined by the President or their appointee.
In-State Travel - Travel within the borders of Florida.
Out-of-state Travel - Includes any travel outside the state of Florida, including foreign travel.
IRS Accountable Plan Rule for Official Florida Tech Travel - Expense reimbursements to employees by Florida Tech are not taxable to an employee if the reimbursements are made under an accountable plan. The accountable plan for IRS purposes is Florida Tech's travel policy. Employee reimbursements that comply with Florida Tech’s travel reimbursement policy are not reportable as income. Reimbursements that exceed Florida Tech’s travel reimbursement policy may be reportable as income and reported on the employee's annual W-2 or 1042-s form. Information regarding the IRS policy for reimbursements that do not comply with Florida Tech’s accountable plan rules can be found in IRS Publication 15-B: Employer's Tax Guide to Fringe Benefits Publication 463: Travel, Entertainment, Gift, and Car Expenses provides information regarding the tax issues related to these topics.
Foreign Travel and Special Export Control Policies - Includes any travel outside the border of the United States - International travel regulations include special export control compliance policies. Florida Tech export control policy can be found here: http://ef3k.cesametal.net/policies/research-and-sponsored-programs/policies/export-control/
Employee Travel & Expense System - All travel authorizations and expense reimbursements or travel booked through our travel partner for employees are to be submitted through Workday. This system includes travel policy compliance edits and electronic approval workflow. Each campus department is responsible for assigning appropriate administrative and financial approvers for their unit.

VI. Air Transportation

Travel by air carrier must be in the most cost-effective manner and utilize the lowest possible coach fares consistent with scheduling requirements, unless cost exceptions meet the requirements outlined in this Policy.

Business Class Airfare - Business Class Airfare is not reimbursable/permitted for domestic flights except for travel to Alaska and Hawaii. Business Class Airfare using Florida Tech funds (unless specifically restricted) is only permissible in the following circumstances:
1. For international flights with appropriate travel authority approvals.
2. There is no other space available on the needed flight (supporting documentation from our travel partner must be included with the travel reimbursement request).
3. A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Florida Tech officials to obtain necessary medical certifications for any employee who requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such conditions would have an impact on travel needs. Supporting documentation must be retained within the department.
Business class airfare for international flights that are pre-approved by the appropriate unit officer in accordance with Florida Tech’s Authorization of Travel policy may be processed through Florida Tech. An expense report is used for reimbursement or to complete the travel with appropriate receipts and approvals. Direct billing is available through Florida Tech’s travel partner.

These exceptions are approved in advance and noted on the “justification” of the spend authorization and the “comments” of the expense report.
First Class Airfare - First Class travel is only permissible if approved, in the following circumstances:
1. There is no other space available on the needed flight (supporting documentation from our travel partner must be included with the travel reimbursement request).
2. A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Florida Tech officials to obtain necessary medical certifications for any employee who requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such conditions would have an impact on travel needs. Supporting documentation must be retained within the department.
3. The US Department of State certifies that specific air travel arrangements are necessary for security reasons.
4. For international flights with appropriate travel authority approvals (please see First/Business Class Airfare – International Travel section below).
These exceptions should be approved in advance and noted on the “justification” of the spend authorization and within the “comments” of the expense report.
Airline Frequent Flyer Programs - Travelers may retain loyalty and frequent flyer program benefits if purchasing airfare with their own funds. However, participation in these programs must not influence flight selection, which would result in incremental costs to Florida Tech beyond the lowest available airfare, as defined in the policy. Florida Tech does not reimburse for the value of any rewards or benefits used by travelers from loyalty programs.
Payment of Airfare - Travel expenses are reimbursed upon completion of the trip and submission of an approved expense report. Airfare can be directly billed to Florida Tech through our travel partner. In either case, an itinerary showing the dates of travel, seat assignment, and method of payment, including purchase price and receipt must be presented when submitting an expense report. Airfare reimbursements involving study abroad, student group travel, and extended research/employment assignments may be reimbursed prior to the trip under certain circumstances. Requests to be reimbursed prior to the trip must include the following documentation:
1. Explanation for using a travel agency other than Florida Tech’s travel management company; and
2. Price quotes from Florida Tech’s travel management company and the travel agency from which the tickets were purchased.
Direct Billing of Airfare for Travelers - Florida Tech has an agreement with a travel partner to arrange for the prepayment of air travel for travelers. Travelers must use direct billing prior to reserving airline tickets.
Direct Billing of Airfare for Students/Visitors - Direct billing of airfare is available for official guests, visitors, students, and independent contractors who travel on behalf of Florida Tech. The department is to contact Florida Tech’s travel management company to make the travel arrangements for the direct billing. Approval of the spend authorization in Workday to travel must be obtained prior to booking reservations for any airline ticket.
Refunds - Travelers must not accept refunds for airline tickets unless they have personally paid for the tickets. Refunds for tickets issued by Florida Tech’s travel management company and charged to Florida Tech must be refunded directly to Florida Tech. A credit will be applied to the original department’s account used to purchase the ticket. Travelers that receive payment or reimbursement for airfare from a third-party, sponsor, or conference, must not seek reimbursement for airfare from Florida Tech. If the traveler is reimbursed for an airline ticket after the traveler has been reimbursed by Florida Tech, the Traveler must write a personal check (made payable to Florida Tech) in the amount of the ticket reimbursement and send it along with a copy of the expense report summary sheet to the travel coordinator. The travel coordinator will deposit the funds back into the appropriate department account.
Private Aircraft - The use of aircraft owned, rented, or operated by a traveler on Florida Tech business is strongly discouraged. If it is determined that the use of this type of aircraft is advantageous to Florida Tech, an explanation must be noted in the comments section of the expense report. The use of private aircraft is subject to prior approval by the President and must be specifically noted on the spend authorization. In the comments section of the Employee Travel Expense Report the employee should add the following comment “traveled by private aircraft” and provide the registration number of the aircraft and mileage as calculated from U.S. Department of Transportation website. Transportation expenses for the use of private aircraft will be at the mileage reimbursement rate determined by the U.S. General Services Administration (GSA). Lodging and meal expenses en route will not be reimbursed if the expenses are a direct result of the decision to take a personal aircraft, rather than commercial aircraft. If a Traveler opts to use a personal aircraft when use of commercial aircraft would be the most economical and cost effective for Florida Tech, the traveler will be reimbursed up to the value of the commercial airfare (lowest coach fare) as quoted by Florida Tech’s travel management company.
Transaction Fees / Service Fees - The transaction or service fees associated with booking airfare are authorized items for reimbursement unless booked through our travel partner. Additionally, baggage fees, change fees, etc., associated with official business are reimbursable unless booked through our travel partner.
Fly America Act - All federally funded travel must comply with the U.S. “Fly America Act” (49 U.S.C. 40118). The Fly America Act mandates the use of U.S. flag carriers for federally funded international travel to/from the United States. This includes United States federal employees, their dependents, consultants, contractors, and others.

VII. Authorization of Travel

Travelers must have prior authorization to travel for the performance of official duties from their manager, department head or Dean (or their respective delegates) at least 10 days prior to the date of travel. Authorization of travel is required for any travel, including international travel on behalf of Florida Tech. Authorization is obtained by the completion of a spend authorization through Florida Tech’s financial management system (Workday) and must be approved by the employee’s manager and cost center manager (or their delegate) prior to the first day of travel. The approval of a spend authorization serves as an attestation to the necessity of the travel and that the anticipated travel expenses are reasonable in nature and amount. In no case is a subordinate authorized to approve a spend authorization for travel for their superior.

No-Cost-To- Florida Tech Travel - In situations where there are no charges to Florida Tech, but the purpose of the trip is official business, a spend authorization must be submitted denoting a cost of 1 (one) cent to facilitate an appropriate review of travel.
Itinerary Changes - If the itinerary of the trip fundamentally changes (location or business purpose) from what has been stated on the original spend authorization, and the original spend authorization has been approved, a new spend authorization should be completed and the original should be canceled.
Declaration of External Professional Activities or Vacation - All Travelers traveling on behalf of Florida Tech must declare any external professional activities or vacation associated with the business trip. Leave time for external professional activities or vacation, which coincides with the business trip, will be approved in advance in Florida Tech’s time management system. Travelers should indicate any leave time for external professional activities or vacation when completing the travel authorization in Florida Tech’s financial management system (Workday).
In-State Travel - Campus units will require that a spend authorization be completed for all in-state travel within their unit to meet their business needs. Approval to travel within the State of Florida, or just beyond the state borders, on a regular or continual basis may be given as a blanket routine travel authorization. This may be maintained as an internal list in department files or may be granted based on the employee’s primary job duties that include a business need to travel in-state.
International Travel - Travelers must comply with U.S. laws and regulations when traveling internationally on Florida Tech business. International travel being sponsored by the federal government must be ticketed by U.S. Flag carriers. As part of the spend authorization process for international travel, the Traveler must complete the export control questionnaire in Florida Tech’s financial management system, Workday. This questionnaire must be submitted to the Office of Legal, Risk, and Compliance no later than thirty (30) days prior to the desired departure date for travel to a foreign country and 45 days for travel to countries under travel advisories or involving the shipment of equipment or biological materials.

Florida Tech strongly discourages but does not prohibit, travel for the performance of official duties to countries where the U.S. Department of State has issued an official Travel Warning (a Travel Warning is distinct from a State Department issued Public Announcement), or where there is other reliable information of significant health or safety risks. The final decision about making a trip to such a country is up to the traveler; however, Florida Tech reserves the right to require the execution of an appropriate release or waiver before permitting such travel. This recommendation is directed toward all individual travelers visiting a foreign country.

Prior to international travel, travelers must become aware of applicable export laws, regulations and risks associated with international travel. The Office of Legal, Risk, and Compliance will provide each traveler with information from Crisis 24 about the location regarding health, safety, political security risks, travel disruptions, and US Department of State risk levels. Travelers are also responsible for checking their destinations for any State Department Travel Advisories, (http://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html/).
1. Currency Exchange (International Travel) - When expenses are incurred in foreign currencies, travelers must:
  1. Submit foreign expenses in U.S. dollars using the exchange rate provided at Currency Exchange Rates Converter Tool | U.S. Treasury Fiscal Data.
  2. Once conversions are completed, save a PDF of the current conversion sheet, and submit it along with the expense report in the attachments.
  3. Hotel and dining bills paid with a credit card will be charged in the foreign country’s currency, and the credit company will convert the bill to U.S. dollars before billing the traveler.
2. Travel Insurance - Individuals traveling on behalf of Florida Tech are covered by the university’s blanket insurance, including international travel and internal travel services with a 24/7 crisis management team and international health care for students, employees, trustees, and volunteers. Once your travel has been approved, the Office of Legal, Risk, and Compliance will provide further details via email about Crisis 24, which can be found online with an associated mobile app.
3. Student Travel - University non-Graduate Student Assistant (herein GSA) students who travel on behalf of Florida Tech for official business, either as students or as university employees, if Florida Tech financially supports their travel, are required to follow this policy. Students must work with their direct supervisor, manager, or professor in completing the Spend Authorization and Expense report mentioned above to submit in Workday. For GSAs who travel, GSAs are set up in Workday to enter their own Spend Authorizations and Expense Reports which still must be approved in Workday by their manager or supervisor. If the student is not paying for their own travel, the person paying should enter the Spend Authorization and Expense Report on the student’s behalf.
4. Contract and Grant Travel - If a Florida Tech employee's travel is funded by a contract or grant, that employee should obtain guidance from the Office of Research and Sponsored Programs. Florida Tech’s federal contract and grant funds may not, by federal law, be used to fund business entertainment expenses incurred during official travel. Contract and grant travel is required to follow this policy. In completing the Spend Authorization and Expense Report, additional worktags should be used for grants.

VIII. Conference Registration

Conference registrations must be business-related and permitted by the department. Workday approvals validate the need for the traveler to attend the conference requested.

Registration Fees - Registration fees are reimbursable when required for participation in a workshop, seminar, convention or conference, which an employee is authorized to attend as an official representative of Florida Tech. Fees for activities such as sightseeing, field trips, or banquets are not reimbursable. Any fees representing official activities must be justified in writing as to the business purpose of the event/activity.
Registration Payment - Payment for registration fees will be made in one of three ways:
1. Procurement Card (P-Card).
2. Reimbursement to the traveler via the submission of an expense report in FIT’s Financial System.
3. Payment through accounts payable using an SIR.
Reimbursement Requests - Reimbursement requests made via thfe submission of an expense report must be supported by a paid receipt. A registration form/brochure indicating the conference name, dates and cost must accompany the request. Any part of a registration fee applicable to meals will be reported as a meal expense if the cost can be identified. Otherwise, if meals are included as part of the registration fee, those meals should not be claimed as per diem meal allowances. Prepayment using the P-Card should be supported by a copy of the completed registration form and a copy of the e-receipt.

Prepayment of registration fees is supported with the submission of an Expense Report in Workday for payment via check/Direct Deposit, or payment should alternatively be made via P-Card. In situations where the P-Card cannot be used or prepayment is out of pocket, and submitted for reimbursement in advance of the event, department financial administrative managers are responsible for ensuring employees participate in the event. Reimbursement for employees will be via EFT direct deposit for all employees who have direct deposit set up through Workday.

The direct deposit of employee reimbursement will be made to the primary bank/credit union account as designated in Workday. Bank account information will be maintained by the employee via Workday. Employees who are not enrolled in direct deposit for expenses, including affiliate employees do not receive payroll, will receive a check. Employees who make a change to their direct deposit may receive a check until account information is verified by their financial institution.

IX. International Travel

International travel must be business-related and permitted by the department. Workday approvals validate the need for the traveler to travel.

The Fly America Act
1. Use of U.S. Flag Air Carriers - The General Services Administration issued an amendment to the Federal Travel Regulations in the November 13, 1998 edition of the Federal Register (Vol. 63, No. 219). The amendment relates to the use of U.S. flag air carriers under the provisions of 49 U.S.C. 40118, which is commonly referred to as the Fly America Act. Any air transportation to, from, between or within a country other than the U.S. of persons or property, the expense of which will be assisted by federal funding, must be performed by, or under a code-sharing arrangement with, a U.S. flag air carrier if service provided by such a carrier is “available” (see Comp. Gen. Decision B-240956, dated September 25, 1991). Tickets must identify the U.S. flag air carrier’s designator code and flight number. For the purposes of this requirement, U.S. flag air carrier service is considered “available” even though:
  1. comparable or a different kind of service can be provided at less cost by a foreign-flag air carrier;
  2. foreign-flag air carrier service is preferred by or is more convenient for federal funding or travelers; or
  3. service by a foreign-flag air carrier can be paid for in excess foreign currency.
  The following rules apply unless their application would result in the first or last leg of travel from or to the U.S. being performed by a foreign-flag air carrier:
  1. U.S. flag air carrier shall be used to destination or, in the absence of direct or through service, to the farthest interchange point on a usually traveled route;
  2. if a U.S. flag air carrier does not serve an origin or interchange point, a foreign-flag air carrier shall be used only to the nearest interchange point on a usually traveled route to connect with a U.S. flag air carrier; or
  3. if a U.S. flag air carrier involuntarily reroutes the traveler via a foreign-flag carrier, the foreign-flag air carrier may be used notwithstanding the availability of alternative U.S. flag air carrier service.
2. Use of Foreign-Flag Air Carriers - Travel To and From the U.S. - Use of a foreign-flag air carrier is permissible if the airport abroad is:
  1. the traveler’s origin or destination airport, and use of U.S. flag air carrier service would extend the time in a travel status by at least 24 hours more than travel by a foreign-flag carrier; or
  2. an interchange point and use of U.S. flag air carrier service would increase the number of aircraft changes the traveler must make outside of the U.S. by 2 or more, would require the traveler to wait four hours or more to make connections at that point, or would extend the time in a travel status by at least six hours more than travel by a foreign-flag air carrier.
3. Travel Between Points Outside the U.S. - Use of a foreign-flag air carrier is permissible if travel by:
  1. Foreign-flag air carrier would eliminate two or more aircraft changes en route;
  2. U.S. flag air carrier would extend the time in a travel status by at least four hours more than travel by a foreign-flag air carrier and the travel is not part of the trip to or from the U.S. or;
  3. U.S. flag air carrier would require a connecting time of four hours or more at an overseas interchange point.
Business Class Airfare - Business Class Airfare is not reimbursable/permitted for domestic flights except for travel to Alaska and Hawaii. Business Class Airfare using Florida Tech funds (unless specifically restricted) is only permissible in the following circumstances:
1. For international flights with appropriate travel authority approvals.
2. There is no other space available on the needed flight (supporting documentation from our travel partner must be included with the travel reimbursement request).
3. A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Florida Tech officials to obtain necessary medical certifications for any employee who requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such conditions would have an impact on travel needs. Supporting documentation must be retained within the department.
Business class airfare for international flights that are pre-approved by the appropriate unit officer in accordance with Florida Tech’s Authorization of Travel policy may be processed through Florida Tech. An expense report is used for reimbursement with appropriate receipts and approvals unless our travel partner or P-Card are used. Direct billing is available through Florida Tech’s travel partner.

These exceptions are approved in advance and noted on the “justification” of the spend authorization and the “comments” of the expense report.
First Class Airfare- First Class travel is only permissible if approved, in the following circumstances:
1. There is no other space available on the needed flight (supporting documentation from a travel agency must be included with the travel reimbursement request).
2. A licensed medical practitioner certifies that because of a person's mental or physical condition, specific air travel arrangements are required. It is the responsibility of Florida Tech officials to obtain necessary medical certifications for any employee who requires special air travel arrangements due to a medical condition. Information should also be obtained specifying the expected length of time such conditions would have an impact on travel needs. Supporting documentation must be retained within the department.
3. The US Department of State certifies that specific air travel arrangements are necessary for security reasons.
4. For international flights with appropriate travel authority approvals.
These exceptions should be approved in advance and noted on the “justification” of the spend authorization and the “comments” of the expense report.

For all short-distance travel, regardless of origin and destination, use of a foreign-flag air carrier is permissible if the elapsed travel time on a scheduled flight from origin to destination airport by a foreign-flag air carrier is three hours or less and service by a U.S. flag air carrier would double the travel time.

Rental Cars - Employees shall request all available insurance for foreign rentals, as standard Collision Damage Waiver (CDW) and Liability Damage Waiver (LDW) coverage may not be included. Insurance on foreign rentals is fully reimbursable.
International Meal Allowances - Meal expenses will be reimbursed according to the federal per diem rate (minus the incidentals) established for the travel destination. Reimbursement for alcoholic beverages is not permitted without prior Presidential approval.
Conversion Rates - When requesting reimbursement, all amounts claimed should be in U.S. Dollars. Each receipt should have the conversion to U.S. dollars clearly noted next to the foreign charge. Conversion rates can vary, the rate used should be included with the backup documentation. Travelers may submit documentation for currency exchange centers, and web currency conversion rates (oanda.com, xe.com, etc), or may calculate the conversion used by credit card providers on the traveler’s statement.
State Department Travel Advisories - Information regarding travel warnings, consular information sheets and public announcements can be found on the U.S. State Department website http://travel.state.gov/.
Emergencies When Traveling Overseas - The University has contracted with Crisis 24 to provide worldwide access to emergency and medical assistance services 24 hours a day. Crisis 24 services are designed to help you with access to medical, personal, travel, security, and legal services when away from home. Call Crisis 24 or utilize the Crisis 24 app at any time to gain assistance with simple or critical matters. For additional information, please visit the University’s Travel Abroad page on the insurance and compliance website. International travelers will receive a notification email about Crisis24 and the login information upon travel approval.

X. Ground Transportation (Mileage, Parking, Taxi and Rail)

Authorized travel must be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered. Only authorized business expenses compliant with Florida Tech policies will be reimbursed. If receipts are not available, an explanation must be given from the departure location to the destination location for each such item requested for expense.

Personal Vehicle
1. Use of a Personal Vehicle for on-campus travel is not reimbursable.
2. Use of Personal Vehicle for Travel - Travel within and outside of Florida will be reimbursed based on the lower of: (1) the lowest available coach airfare, or (2) the actual mileage rate. Meals and lodging en-route to the destination may not be claimed for reimbursement during the period when the traveler would not be en-route if they were traveling by a common air carrier. See Personal Vehicle Mileage Reporting below for additional information.
3. Use of Personal Vehicle for Travel to an Airport - Reimbursement for the use of a personal vehicle to travel to/from the home airport will be limited to mileage reimbursement for one round-trip to and from an airport. Mileage is calculated from Florida Tech, 150 W. University Blvd., Melbourne, FL 32901. If the traveler is dropped off at the airport, only a one-way mileage reimbursement from Florida Tech may be claimed on the day of departure and day of return. See Personal Vehicle Mileage Reporting below for additional information.
4. Personal Vehicle Mileage Rate - Transportation expenses incurred for the use of personally owned automobiles will be reimbursed at the rate per mile as provided by the U.S. General Services Administration (GSA). Reimbursement will only be allowed for actual miles traveled in the performance of official duties. The official rate is tied to the U.S. General Services Administration (GSA).
5. Personal Vehicle Mileage Reporting- Travelers will be reimbursed for the mileage incurred from point of departure to travel destinations as listed below:
  1. If a traveler departs from campus, mileage is calculated from campus to the destination point.
  2. If a traveler departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. For the return trip, if a traveler returns to campus, mileage is calculated based on the distance to the campus.
  3. If a traveler returns to his/her residence, mileage is calculated based on the distance to the residence, with a reduction for normal one-way commuting miles.
6. Claims for mileage more than the most direct route from the point of departure to destination (due to field visits, picking up passengers, etc.) must be explained in the comments section of the expense report. When traveling with a personal vehicle, reimbursement for mileage to the travel destination should not exceed the equivalent total cost of transportation (i.e. airfare, airport parking, ground transportation, etc.) at least two weeks in advance of the trip. A quote for the total cost of transportation is to be obtained from Florida Tech’s travel partner for comparison with mileage for the trip. Reimbursement for mileage is limited to the official travel miles up to the total cost of transportation. All mileage will be reimbursed by including a Google Map attached to the expense report line in Workday.
7. Other Expenses - In addition to the mileage reimbursement, a traveler may be reimbursed for costs associated with official use of the vehicle. These costs include tolls and parking. Actual toll expenses are allowable for reimbursement. A receipt should be provided when possible; if not, a written explanation should be in the comments section of the expense report for these items. Actual parking fees are allowable for reimbursement. A receipt should be provided when possible; if not, a written explanation should be included in the comments section of the expense report for these items.
8. Point of Departure - If the date of departure is a weekend or holiday, the initial departure point will be the traveler’s actual point of departure. If the date of departure is during a traveler’s normal work week (regardless of time of day), the initial point of departure shall be the individual's residence or campus, whichever is nearer the destination.
Shuttle / Taxi / Ride Share / Other Public Transportation - Shuttle service, taxi, ride share, or trolley fares will be reimbursed when actually incurred in connection with common carrier transportation to and from the railroad, plane, bus terminals or meeting places if necessary. These type of expenses related to personal travel are not reimbursable. All transportation expenses should be itemized in the expense report in Florida Tech’s financial system.
Travel by Railroad - Florida Tech will reimburse Travelers for the actual cost of rail transportation, provided the appropriate personnel authorize the travel expense in advance. Travelers must obtain the lowest possible fare.
Rental Vehicles - Authorized travel will be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered. Fuel should be purchased during the trip as well as at the end of the trip prior to returning the vehicle to prevent increased charges at the rental facility.

XI. Lodging

Accommodations - Reimbursement is limited to the actual cost of lodging expenses supported by itemized receipts. Reimbursement for lodging within a 50-mile radius of a person's residence or when the person is away 12 hours or less is not allowable. Travelers staying overnight are responsible for ensuring the most reasonable and economical lodging rates are obtained. To accomplish this, travelers must:
1. Make reservations in advance, whenever practical.
2. Take advantage of conference hotel rates to obtain economical rates.
3. Obtain corporate/government rates, whenever possible.
Overnight lodging rates that exceed $300 per night greater than the lowest cost lodging within a 25-mile radius, requires approval from the Supervisor of Strategic Sourcing, or the Director of Business Services, prior to the submission of the spend authorization. A detailed email with the justification of the expense must be sent prior to making the reservation.

Florida Tech prohibits the use of domestic lodging in any private residence including Airbnb (Air Bed and Breakfast), VRBO (Vacation Rent By Owner) and/or similar services as a lodging option even when it presents cost savings, and regardless of the funding source, unless approved by the Director of Business Services. If an exception is approved, the traveler does so with the understanding that they are working with an individual host and any disruption to their itinerary is at their own risk. In order to select an Airbnb, the cost must be cheaper or comparable to that of a hotel stay. In addition, a traveler may only book an Airbnb with a host rating of 4+ stars and ten or more reviews. A brochure or screenshot must accompany your request.

Travelers on international travel status are exempt from this requirement, provided there is not an actual or perceived conflict of interest.

Travelers who stay at a hotel that is holding a scheduled meeting or seminar may incur lodging expenses that exceed the rates generally considered reasonable. The higher cost must be justified to avoid excessive transportation costs between a lower cost hotel and the location of the meeting.

When a room is shared with other travelers, and there is an incremental cost related to the extra traveler, reimbursement will be calculated on a pro rata share of the total cost and must be claimed separately by each Traveler. Each traveler's (if both are Florida Tech employees or are Florida Tech students) expense report should indicate the name of the traveler with whom the room was shared and the appropriate work-tags of the other traveler. If the incremental cost for additional persons is not significant, one traveler can claim the entire room expense.
State of Florida Sales Tax Exemption - All Faculty, Staff, Students and visitors of Florida Tech are exempt from Florida Sales Tax when the payment method being used for lodging is direct bill to Florida Tech or P-Card.
Payment - Payment for hotel accommodation will be made after the trip in the form of reimbursement to the traveler as requested on a travel expense report. Claims for reimbursement should be reported by date, hotel name and amount for each day of lodging claimed. Claims for reimbursement must be documented by a "paid" copy of the bill. Credit card receipts or canceled checks are not acceptable receipts. A travel advance can be obtained through Florida Tech spend authorization for all lodging pre-paid by an employee.
Rental Vehicles - Florida Tech employees traveling on official business with rental vehicles in compliance with the travel policies. Authorized travel will be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered. Fuel may should be purchased during the trip as well as at the end of the trip prior to returning the vehicle to prevent increased charges at the rental facility.

XII. Meals and Incidental Travel Expenses

General Meal Per Diem Guidelines - Meals are reimbursable on a per diem basis (not actual expenses) for overnight official business travel outside the traveler’s primary work or educational location. Domestic per diem rates can be found at Per diem rates | GSA and Foreign per diem rates can be found at http://aoprals.state.gov/web920/per_diem.asp.
Daily meal allowances are divided into breakfast, lunch and dinner amounts, and include taxes and tips. Travelers should deduct specific meals where required, as outlined in the “Required Meal Claim Deductions” section below. Per diem expenses do not require receipts to be provided. A formal written agenda which includes session times and any meals provided is required as supporting documentation for conferences, meetings and training.

The mixing of actual receipts and per diem is not permissible. For all travel, both in and out of state, travelers are eligible for only 75% of the total day's per diem rate on the first and last day of travel. Reimbursement for meals per diem within a 50-mile radius of a traveler’s primary work or educational location is generally not allowable, unless in conjunction with a Florida Tech-sponsored event or approved to provide support during a campus emergency.
Required Meal Claim Deductions - If meals are provided at a conference or event, or if meals are part of a registration fee, the meals must be deducted from the per diem reimbursement for each meal provided. Meal deductions include those provided by hotels, meetings, conferences, or any other source.
If breakfast, lunch, dinner, or reception is offered as part of the travel event and the quantity of food and event timing is sufficient to serve as a meal, the traveler must reduce the per diem by the appropriate allowance amount. If a meal is offered as part of a conference and the traveler has medical restrictions, dietary, or religious convictions that restrict or prohibit consumption, the traveler should make every effort to have the conference facilitate his/her needs by the deadline specified by the conference. If the conference does not honor the request, the traveler is not required to deduct the applicable meal allowance from the per diem. However, the traveler must include a note or other documentation with the travel expense report to document this information.
Meal Per Diem Expenses Associated with Overnight Travel outside Florida - Meal expenses will be paid by using the United States General Services Administration established rates for the travel destination, found here: Domestic Per diem rates | GSA, International U.S. Department of State | Home Page Travelers are eligible for 75% of the total per diem rate on the first and last day of travel, and deductions must be made for any meals that have been provided as outlined in the Required Meal Claim Deductions section.
Meal Per Diem During Non-Overnight Travel - Travel less than 12 hours does not qualify for per diem. Travelers are entitled to 75% of the prescribed meals and incidental expenses for one day travel away from your official station if it is longer than 12 hours. This also applies to Travelers whose primary work or education location are based out of the State of Florida. Each department head or their delegate is to determine the reasonableness of when an overnight stay is justified.
Per diem Calculation - For overnight travel, the calculation is based on the location of lodging for each night of travel. For the final return date, the meal per diem is based on the location of the prior night’s lodging. For trips involving multiple travel destinations, base the reduction on the per diem rate in effect where the night was spent as follows:
1. Departure Day: Where you spend the night.
2. Return Day: Where you spent the night before returning to your residence or primary work or education location.
Special Approval for Meals Associated with Campus Emergencies - Meals may be allowable for extraordinary situations when Florida Tech employees are required by their supervisor to work more than a twelve-hour workday or six hours on a non-scheduled weekend, to meet crucial deadlines or handle campus emergencies, such as weather events. All special meal (and associated hotel) needs must have prior approval from the President’s Office (or designee), unless specific authority for approval has been delegated to a department head for a period not to exceed one fiscal year.

XIII. Miscellaneous Travel Expenses

Miscellaneous expenses must be in the most cost-effective manner and utilize the lowest possible costs consistent with scheduling requirements, unless cost exceptions meet the requirements outlined in this Policy.

Reimbursable expenses while on official travel status include, but not limited to, the following:
1. Airfare change fees, if change required by business needs
2. Baggage handling services
3. Business office expenses (copy services, postage, supplies < $500)
4. Business related phone calls, faxes, and internet usage charges and fees
5. Transportation costs from lodging or businesses to restaurants
6. Conference/Registration fees
7. Costs related to passports and travel visas when necessary to accomplish the official business purpose of the trip
8. Costs related to vaccinations required and/or recommended for international business travel
9. Currency conversion fees, including lost currency value associated with exchange trade-in value
10. Hotel maid service tips for international lodging, when required by custom
11. Insurance: Personal Accident for rental cars (international destinations only
12. Insurance: Emergency evacuation/repatriation (international destinations only)
13. Insurance: Trip cancellation (only for situations where a non-refundable airfare was booked for a trip where interruption/cancellation is likely and insurance coverage is less expensive than a fully refundable airfare)
14. Laundry and cleaning expenses on trips lasting seven calendar days or more
15. This list is not all-inclusive
Non-reimbursable expenses include, but not limited to, the following:
1. Airline, car, and card membership dues and club fees, including daily club fees.
2. Air travel/TSA Pre-Check expedited security clearance memberships
3. Travel upgrade fees, when fees are for personal choice rather than business need
4. Alcoholic beverages without prior presidential approval
5. Bank charges for ATM withdrawals, except during international travel
6. Check cashing fees
7. Childcare and dependent care costs
8. Clothing and toiletry items
9. Commuting between Residence and Primary Work Location/campus
10. Country Club dues
11. Expenses related to vacation or personal days taken before, during, or after a business trip
12. Gas/fuel charges for personal vehicles (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
13. Expenses that are not paid out of pocket or paid with gift cards
14. Haircuts and personal grooming
15. Insurance: Personal Accident for rental cars-domestic (PAI, SLI, PEP, PEI) and other personal expenses such as rental of child car seats, additional driver (unless on official Florida Tech business), and roadside assistance
16. Laundry, cleaning, pressing costs for trips of less than seven days
17. Lost Baggage
18. Loyalty or reward points including SkyMiles
19. Luggage or briefcases
20. Medical expenses while traveling (Exceptions may be made to accommodate ADA compliance)
21. Mini-bar charges
22. Movies and pay-for-view entertainment
23. No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related)
24. Non-insured loss of cash/personal belongings
25. Personal reading materials (magazines, newspapers, etc.)
26. Personal vehicle maintenance (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
27. Personal entertainment
28. Personal pet care
29. Personal business gifts (except when required by international business custom, if allowable funds are used)
30. Recreational expenses including fitness center access and spa treatments
31. Traffic citations, parking tickets, court fees, or other fines
32. Travel accident insurance premiums
33. Travel expenses for dependents that accompany employees on official business trips
34. Valet services for parking, when self-parking options are available, unless there are valid security reasons
35. This list is not all-inclusive

XIV. Non-Employee Travel

Non-employees (official guests/visitors) traveling on official Florida Tech business are required to follow the same travel policies/procedures used by employees. All travel reimbursements to non-employees must be submitted via the Florida Tech’s one-time payment form found here: http://ef3k.cesametal.net/controller/business-services/accounts-payable/

Non-employees must follow Florida Tech’s accountable plan for travel, which requires original receipts to be submitted for reimbursement. Travelers should submit all expenses for reimbursement and reconciliation within 10 days of the completion of the event or trip. Reconciliation should not exceed 30 calendar days.

For the purpose of travel reimbursement, any students who are active on Payroll must submit their travel reimbursements via Workday with a spend authorization prior to travel and an expense report within 7 days of the end of the travel. This policy applies to all units of Florida tech.

Prospective Employees / Students / Official Guests - Travel reimbursement for official Florida Tech business is allowed for students authorized to travel for participation in academic programs and sanctioned student events, students enrolled to take classes at Florida Tech, and individuals being recruited as potential students. Also included is research, academic conference, or academic event travel funded by a grant awarded to Florida Tech which authorizes non-employee travel.

Job applicant travel associated with an interview is also allowable as specified by Florida Tech policy. To reimburse job applicants one of the following situations must apply:
1. Interview expenses are included in the contract with an external search firm; or
2. A job applicant is required to deliver a presentation on a subject matter applicable to the position applied.
Transportation - Non-employees will be reimbursed for either (a) the actual cost of the coach/economy airfare from their home to Florida Tech or (b) mileage at the rate allowed by US GSA as indicated above. Original receipts must be submitted. Direct billing of airfare is available through Florida Tech's contracted agency. Contact the Florida Tech’s Travel Management Company to make travel arrangements.
Lodging - Lodging expenses for prospective employees and other official guests will be reimbursed after the trip. If the lodging is paid directly by Florida Tech through direct bill the hotel should not collect any taxes associated with the lodging expenses. The list of hotels in the Melbourne area that accept direct billing can be found on the Business Services website.
Meals - Non-employees will be reimbursed for the federal per diem rates, or if visiting other locations outside of Florida, the federal per diem rate (minus incidentals) for that location. Receipts are not required.
Miscellaneous Expenses - The miscellaneous travel expenses of non-employees will be reimbursed according to the employee travel guidelines.
Reimbursing Travel Expenses - When requesting reimbursement for travel expenses, non-employees need to itemize the actual cost of transportation, lodging (daily), meals (daily), and miscellaneous expenses. Itemized folio receipts for lodging expenses and original receipts for all other expenses (with the exception of meals) are required in order to be reimbursed.
Student Travel - Undergraduate students that are not active on Payroll traveling in support of a student activity (sport, club, academic, research) will report expenses to the Student Affairs department on an expense report via Florida Tech's Financial Management System.
Consultants / Independent Contractors - An independent contractor must include travel expenses in the fees they charge to the Institute, unless specified otherwise in the contract.
Reimbursement for Independent Contractor Travel - Individuals providing independent contract service will be compensated for associated business expenses such as travel. Documentation for payment must be either a fully executed professional service agreement or an invoice. The professional service agreement may state a fee plus expenses, or simply a fee. If the service agreement states a fee plus expenses, the expenses should be listed separately on the invoice and will be reported on the IRS Form 1099-Misc. Meals will be reimbursed at the current daily per diem rate set by the State of Georgia, unless specified differently in the contract.
IRS Tax Reporting - Original receipts should be retained by the independent contractor, all appropriate payments will be reported to the IRS as compensation on the form 1099-Misc. All non-employees traveling on behalf of Florida Tech are to adhere to the Non-Employee Travel Policy or are at risk of not receiving reimbursement for travel expenses incurred.

XV. Reimbursement for Travel Expenses – Employees

All Travelers seeking reimbursement for travel expenses incurred for the performance of official duties must seek reimbursement via Florida Tech’s financial management system. Travelers must obtain authorization to travel via Spend Authorization, prior to traveling on behalf of Florida Tech.

Expense Report- Travelers are required to submit an expense report via Florida Tech’s financial management system and to attest to the accuracy and completeness of their claim for travel reimbursement. Travelers must exclude any personal or outside professional activities. A spend authorization must be associated with the expense report in Florida Tech’s financial management system to facilitate reimbursement for out of state travel.

The traveler’s manager, cost center manager (or their delegate) must approve or deny all expense reports. Travelers may not process or approve their own expense report. Approval of the expense report indicates that the travel expense was authorized, reasonable, allowable, and that the claim is complete and accurate. In no case is a subordinate authorized to approve an expense report for their supervisor or manager.

Receipts and Supporting Documentation include:
1. An official or formal written agenda which includes session times must be submitted with expense reports for conferences and seminars.
Itemized receipts are required for the following:
1. Air, lodging, and rental cars
2. Visa/Passport fees
3. Conference registration fees
4. All single expenditures of $25 or greater
5. Receipts are not required for meals if using per diem rates
6. Itemized receipts are not required for the following expenses, if individual amounts are less than $25
7. Gasoline purchased for rental vehicles
8. Parking
9. Highway tolls
10. Mass Transit tickets
11. Taxi fares
12. Airport vans
13. If every effort has been made to obtain a lost receipt from a restaurant, hotel etc. you may use the last receipt from found on the Business Services Website. http://ef3k.cesametal.net/controller/business-services/accounts-payable/
Attestation - Travelers must attest that they are eligible for the requested reimbursement for performance of official business on behalf of Florida Tech and have not received nor will seek reimbursement from any other source for any of the expenses claimed. Approval of expense requests attests to the necessity of the travel and ensures that travel expenses are reasonable in nature and amount.
Expense Reimbursement Submission Timeliness - Travelers should submit all expenses for reconciliation within 7 days for domestic travel and 10 days for international travel of the completion of the event or trip but no later than 30 calendar days. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, may be considered taxable income. See IRS publication 5137 for further details. Expense reports submitted in excess of six months after the date of travel will not be reimbursed and may require traveler to reimburse Florida Tech for any costs incurred by Florida Tech.. Travelers should consolidate expense claims for local parking, mileage, and supply purchases into a monthly claim reimbursement.
Travelers with Physical and/or Medical Conditions - The impact of travelers with physical and/or medical conditions, while on Florida Tech travel, will be considered on a case-by-case basis. Florida Tech requires full compliance with the Americans with Disabilities Act (ADA). Each department has the authority to provide reasonable accommodation for travelers with disabilities.

All travelers are to be afforded equal opportunity to perform travel for official business even if the travel costs for travelers with disabilities will exceed what would normally be most economical to Florida Tech. Examples include, but are not limited to:

1. When a traveler uses a wheelchair, it may be necessary for the traveler to fly on a larger airplane that accommodates the wheelchair. In this case, there may be an increase in the cost of the airline ticket.
2. When a traveler has hearing or vision impairments, there may be a cost of providing auxiliary aids and services to enable the traveler to successfully accomplish the purpose of the travel.

The extra travel costs required to comply with ADA shall be documented and kept on file by the approver.

XVI. Retreats and Campus Workshops for Faculty and Staff

Florida Tech funds may not be used for food and lodging for employees, except as noted below, unless the employee has traveled beyond a 50-mile radius from their residence and will be away more than 12 hours.

Day Workshops - If a single invoice that is all-inclusive (meeting space, meals, equipment, etc.) is provided from the conference location, the payment may be classified as a registration. Meals included as part of the registration of an event should not be itemized. If food is itemized, per diem rates will apply. A copy of the conference, meeting, training or workshop agenda should be submitted with an approved invoice and forwarded to Accounts Payable for payment.
Workshops That Include Overnight Lodging - Training sessions or workshops that include overnight travel are allowable if the workshop location is over 50 miles from the employee's residence and they are away for more than 12 hours. Employees should pay for lodging and meals and submit reimbursement. Daily meal per diem limits must adhered to as stated above in the travel policy. If an all-inclusive meeting price is billed on a summary invoice, that invoice should be approved and submitted to Accounts Payable with the following documentation:
1. Copy of the workshop agenda, including time of arrival/departure, and a list of participants.
2. Classify the total, all- inclusive meeting expense as a registration. A purchase order number is required.

XVII. Reimbursement for Lodging and Meals within 50-Mile Radius of Residence for any personnel working the event

On occasion, Florida Tech sponsors conferences, trade shows, and other functions that require personnel to work at the event. Florida Tech may sponsor employee workshops that require groups of employees to be present at an off-site location. In most cases, the employees involved in these activities work less than 50 miles from the scheduled event site, therefore food and lodging would not be reimbursable to the employee. Employees should use the distance from their residence to the event in determining eligibility for overnight lodging. Exceptions will be granted if the conference or workshop requires an employee to work more than 12 hours, be present on site the following day, and the employee plays a key role in the set-up, breakdown or presentation of the conference or workshop.

The Director of Business Services is authorized to approve overnight travel for employees who are engaged in activities as described above. A detailed email and an agenda of the conference or workshop must be directed to the Director of Business Services for approval prior to the event. In addition to lodging, impacted employees will also be reimbursed for meals and mileage in accordance with this policy. Daily meal per diem limits will still apply. Personnel deemed to be essential personnel or emergency personnel may also utilize this exception process in times of inclement weather or Florida Tech emergencies. It should be noted that this provision only applies to conferences and other Florida Tech-sponsored events that occur. This provision does not authorize persons to claim travel reimbursement for activities that are part of their normal responsibilities, nor does this exception apply to persons who are required to attend evening meetings, or local conferences, as part of their normal responsibilities.

XVIII. Travel Advances

Travel Advances for Non-employees - Travel advances are not offered through Florida Tech using Florida Tech funds. If travelers do not want to wait until after they return from a trip to be reimbursed for airfare, they can use direct billing via Florida Tech’s travel partner (see "Air Transportation").
Florida Tech Travel Advances for Employees

Travel advances are available to support personnel in the performance of their professional responsibilities. Our travel partner’s direct billing should be used to minimize requests. Because of the large amount of funds required for travel advances, the following procedures must be observed:

1. Requests for travel advances are made on the request form must be approved prior to preparation and release of travel advance checks/direct deposits by using the advance in Workday’s spend authorization.
2. Requests for travel advances should be submitted to AP at least 7 business days before departure. Please avoid special "last minute" requests.
3. Travel advances may not include airfare. Airfare should be directly billed via Florida Tech’s travel partner.
4. Travel advance checks/direct deposits will be available no later than 3pm on the last working day before departure.
5. Repayment of unused travel advance funds must be made in full no later than 15 working days after the employee's return to campus, or upon reimbursement of travel expenses - whichever comes FIRST. Repayment may be made in cash, personal checks, debit/credit card payable to Florida Tech. Please keep the 15-day reimbursement in mind when submitting expenses.
6. Reimbursement will be made to the traveler for the full amount of the travel expense submitted in the T&E System. The traveler is responsible for repaying the travel advance, in full, to Florida Tech.
7. Only one travel advance may be outstanding from any individual at any time unless there is a sound, mitigating circumstance (for example, trip spaced less than 15 working days apart). Only a maximum of 2 open travel advances are allowable in Workday.
8. Each month, Florida Tech will provide each department head with a list of accounts that are significantly past due. If these accounts are not cleared within 10 working days, no advances will be issued to personnel of that department until the delinquent account is cleared. The individual involved will be issued no further advances for the next 12 months.

XIX. Trips Which Include Annual Leave / Personal Travel

As a rule, employees taking annual leave while away from headquarters home on official business are to keep travel expenses pertaining to official business separate. Only expenses incurred during and pertaining to the official travel will be reimbursed, or which would reasonably be expected to be incurred if only the official travel had occurred.

The beginning and end trip dates should be included in the travel authorization. Personal travel dates should be noted and added in the “detailed trip description” field. Reimbursement for airfare is limited to the least expensive round-trip airfare to the official destination point(s). Quotes for round-trip airfare for the dates with and without annual leave should be obtained from the Institutes contracted travel management company, as a cost comparison, to reflect the most economic airfare at least two weeks in advance.

Transportation, meals lodging, and other expenses are not reimbursable for the time the employee is on annual leave or personal travel. Reimbursement for a rental car and associated expenses are limited to the expenses associated with the official trip. Reimbursement for mileage is limited to the official travel miles only. If the rental amount includes personal travel, the total amount due should be prorated according to the number of days on official Florida Tech business. When traveling with a personal vehicle, reimbursement for mileage to the travel destination should not exceed the equivalent cost of airfare at least two weeks in advance. A quote for airfare is to be obtained for comparison with mileage for the trip.

Any travel expenses for travel time that exceeds one day will not be reimbursed.