POLICY #10.13
SUBJECT: University Travel

I. PURPOSE

The purpose of this Policy is to ensure that all University Travel is conducted in a safe, efficient, and cost-effective manner, while also aligning with the University's financial and operational objectives. This Policy promotes accountability and the responsible spending of University resources by providing guidelines and establishing requirements for travel authorization, conduct and safety, insurance, and expense verification/reimbursement.

II. REFERENCES

Fly America Act
Internal Revenue Service Publication 463 Travel, Gift, and Car Expenses
Southern Utah University Policy 5.27 Non-Discrimination / Anti-Harassment
Southern Utah University Policy 5.30 University Authorized International Travel
Southern Utah University Policy 5.37 University Motor Pool
Southern Utah University Policy 5.60 Sexual Misconduct
Southern Utah University Policy 5.64 Minors on Campus and at University-Sponsored Events
Southern Utah University Policy 5.67 Clery Act
Southern Utah University Policy 6.28 Faculty Professional Responsibility and Due Process
Southern Utah University Policy 8.3.5 Termination of non-Academic Staff Employees and Disciplinary Sanctions
Southern Utah University Policy 11.2 Student Conduct Code
Utah Code § 58-37 Utah Controlled Substances Act
Utah System of Higher Education Policy R212 Chief Executive Office Travel Oversight

III. DEFINITIONS

Accompanying Adult: An individual 18 years of age or older who is not a current University employee or student but has been approved through this Policy to accompany an individual who is traveling as part of a University Travel Program. This term does not apply to adults who are formally registered to participate in extracurricular (noncredit) Travel Programs.
Allowable Expense: A necessary, reasonable, and appropriate expense that is incurred by an approved Traveler in accordance with University policy and is therefore eligible for reimbursement or an advance. Expenses covered by Per Diem are not allowable expenses for reimbursement or advance.
Business Meal: A meal purchased for the purpose of conducting University business. If a Business Meal is not purchased with a University purchasing card, the University will reimburse the employee based on a Proper Receipt. A Business Meal paid for by the University must be deducted from that day’s Per Diem request.
Learning Abroad Advisory Board: A group composed of appointed faculty and staff representatives. This board reviews requests and makes recommendations for International Travel Programs.
Per Diem: The daily allowance for meals and incidental expenses. A Traveler is not eligible for Per Diem without documented authorization of travel prior to departure.
Program Director: A University employee designated to supervise a student group participating in a Travel Program. (Includes athletic coaches, designated advisors, official chaperones, etc.)
Proper Receipt: A receipt, invoice, registration form, or other qualifying documentation provided by the vendor or lodging establishment where an eligible business expense was incurred. Proper Receipts must contain the name of the business, date of purchase, itemization of charges, amount paid, and method of payment. For more details see the University Travel Guidelines.
Travel Program: A University-authorized, domestic or international, faculty or staff-led short-term study program, which, as determined by the University may include University Travel required for an academic course.
Traveler: An individual authorized through this Policy to travel on bona fide University business (including educational and intercultural Travel Programs and travel to conferences, but excluding internships in which the University is not the employer), the expenses of which are paid, in full or in part, by University funding, including grants, contracts, cooperative agreements, etc.
University Travel: Authorized Travel on University business that requires the Traveler to be away from home or normal place of employment. Commuting between an employee’s home and regular place of employment is not University Travel. If a Traveler departs for University Travel prior to receiving documented authorization for travel, they are in violation of SUU policy and may be subject to disciplinary action.
1. Domestic Travel: Travel within and between any of the states, territories, and possessions of the United States of America.
2. International Travel: Travel outside of the United States, its territories and possessions, or as specifically defined by contracting or granting agencies. See SUU Policy 5.30.

IV. POLICY

1. Scope
  1. The requirements established within apply to all individuals who participate, in any capacity, in University Travel.
  2. In order to ensure that Travelers are compensated fairly for University Travel and that risk to the University and individual is minimized, documented authorization to travel is required prior to departure.
  3. If travel is not authorized and executed under the requirements of University policy, individuals do so at their own risk, assuming all responsibility for costs incurred, harm, complications, detention, and/or death, thereby absolving and releasing the University from all risk, liability, and responsibility for, or associated with, the unauthorized travel.
2. Conduct and Safety
  1. Conduct
    1. Travelers must comply with all applicable University policies and codes of conduct, Travel Program stipulations, and with the local, state, federal, and international laws of the areas to which they travel. The University shall neither intercede on behalf of Travelers who violate any law nor attempt to protect violators from the legal consequences of their actions.
    2. Travelers who violate University policy shall be subject to immediate disciplinary action, including but not limited to warnings, restricted or limited participation in travel activities, revocation of approved travel status, and/or mandatory return to campus. Travelers who must return before their originally scheduled departure as a result of disciplinary action may be required to reimburse the University in full for the costs and fees associated with their return.
    3. Travelers who violate University policy may also be subject to additional disciplinary sanctions up to and including termination/expulsion, as outlined in Policies 11.2, 8.3.5, 6.28, and/or other applicable University policies.
    4. Any activity, event, excursion, etc. organized by a University program shall be considered an extension of the University, and shall therefore be governed by the same policies and codes of conduct.
    5. Non-prescription narcotics, illegal drugs, or other controlled substances may not be in the possession of, or used by, any person engaged in University Travel except as permitted by the Utah Controlled Substances Act.
  2. Mandatory Reporting
    1. As mandated by federal law and in accordance with SUU Policy 5.60, University employees who are traveling with students are required to promptly report Clery-reportable crimes (as outlined in Policy 5.67) to the Chief of SUU Police or the Clery Compliance Officer. In addition, University employees who are traveling with students shall promptly report instances of sexual harassment, discrimination, and/or misconduct that they become aware of to the Title IX Coordinator, in accordance with Policies 5.27 and 5.60. Reports may be made through the University Reporting webpage.
    2. A vehicle accident while on University business must be reported immediately to local law enforcement agencies, car rental companies (if applicable), University Motor Pool (if applicable), and to University Risk Management.
3. Personal Guests
  1. Supervisors may allow personal guests to accompany students or employees on University Travel under certain circumstances and as determined on a case by case basis. The University shall not be responsible for the travel itinerary, arrangements, or expenses of a personal guest.
  2. A minor accompanying a parent or guardian on University Travel should, for the duration of the trip, be under the direct supervision of the parent or guardian.
  3. Personal Guests on Travel Programs
    1. Program directors may allow personal guests to accompany students or employees on Travel Programs under certain circumstances and as determined on a case by case basis. A personal guest may be required to register for the Travel Program as determined by the Program Director. The University shall not be responsible for the travel itinerary, arrangements, insurance, or other expenses of a personal guest not registered for the Travel Program.
    2. Upon approval of the Office of Learning Abroad, a minor may accompany a University employee or approved Accompanying Adult on a Travel Program that includes an SUU student or students. A minor accompanying a parent or guardian on a Travel Program must, for the duration of the trip, be under the direct supervision of the parent or guardian. The Program Director must be available at all times to respond to student needs and emergencies; for this reason, it is recommended that minors not accompany Program Directors.
4. Travel with Students
  1. Students who are planning to participate in an academic, credit-bearing Travel Program must be enrolled and registered with the University during the academic semester in which the program occurs to earn credit. If travel occurs outside of a registered semester, students must be enrolled in an adjacent or bordering semester.
  2. Designated Program Directors supervising travel groups shall be responsible for the enforcement of University policies, codes of conduct, and Travel Program requirements.
  3. University employees shall not share sleeping quarters with students when traveling for official University business or activities, except under limited circumstances and with prior written approval for an exception. A written request for such an exception shall be submitted by the University employee to their supervising dean or director for approval at the time the proposed travel is requested.
    1. If the exception is approved, the Program Director (for International Travel) or applicable University Unit (for Domestic Travel), must clearly communicate in writing to potential participants if sleeping quarters are to be shared, as well as provide a description of the possible combinations of sleeping arrangements available to participants, before participants book travel and pay program fees.
    2. If an exception is requested for the purposes of sharing sleeping quarters with a relative or family member, the Program Director or University unit need not notify potential participants of the fact.
  4. As approved by each program, students participating in University sponsored trips are permitted to have an Accompanying Adult travel with them as long as the student and Accompanying Adult sign all required waivers and other forms, participate in required training, and pay for all travel-related costs associated with the Accompanying Adult’s travel. For international destinations, Accompanying Adult travel must be approved by the Learning Abroad Advisory Board.
  5. For University athletic team travel, see the Athletic Team Travel Guide.
5. Insurance
  1. Liability Insurance
    1. University general liability insurance covers employees and duly appointed individuals (e.g. volunteers, approved interns) for liabilities that may be incurred directly from the scope of their employment or assigned activities on Domestic Travel.
    2. University general liability insurance does not cover employees on International Travel. See SUU Policy 5.30.
    3. Students and personal guests are not covered by the University general liability insurance.
  2. Property Insurance
    1. Damage to or loss of SUU owned property is covered by the University’s property insurance (subject to deductible).
    2. Damage to or loss of personal property is not covered by the University’s property insurance.
  3. Workers Compensation Insurance
    1. Only employees and duly appointed individuals, while acting within the scope of their employment or assigned activities, are covered by the University’s workers' compensation insurance, including activities undertaken while on University Travel.
  4. Auto Insurance
    1. University fleet vehicles are covered by the University’s auto insurance policy. Depending on the circumstances of the auto accident, the department may be responsible to pay the insurance deductible.
    2. Personal vehicles, when used for University Travel, have limited insurance coverages by the University’s auto insurance policy.
      1. The owner of the personal vehicle assumes all responsibility for collision insurance.
      2. The owner of the personal vehicle assumes primary insurance coverage for liability. The University’s auto insurance policy may cover liability in excess of the owner’s liability insurance coverage.
      3. Travelers using personal vehicles on University Travel should abide by applicable driving policies and procedures included in SUU Policy 5.37.
    3. Rental vehicles used for Domestic Travel are covered for liability and collision insurance if reservations are made with a state contracted car rental agency using the SUU Rental Car Procedure. Car rentals which are not on state contract are not covered through University insurance and are subject to a $5,000 deductible payable by the Traveler. For International Travel, additional insurance should be purchased and is eligible for reimbursement.
    4. Insurance coverage for charter transportation contracts must be reviewed and approved by SUU Risk Management.
    5. Additional insurance requirements for International Travelers are outlined in SUU Policy 5.30.
    6. Insurance coverage for Accompanying Adults shall be specified by an approved contract or agreement.
6. Authorization
  1. It is the responsibility of department administrators to determine when travel is authorized. It is the responsibility of the Traveler to certify via electronic approval that all expenses are correct and incurred in performance of University business.
  2. Documented authorization of travel is required prior to departure for all University Travel outside of Iron County. The official University travel authorization process is the method through which University Travel is to be approved, although other methods of written approval for Travel may be permitted on a case by case basis for unusual and extenuating circumstances.
  3. A travel authorization is required for all Travel Programs. However, meeting at an off-campus location reasonably close to the SUU campus for an academic requirement does not necessarily constitute University Travel, and a student may be expected to arrange their own transportation.
  4. A University waiver is recommended for any student University Travel not under a travel authorization.
  5. A student employee or official student volunteer operating within the scope of their assignment does not need a travel authorization or waiver beyond what is required for an employee to participate in University Travel.
  6. Travelers or their designee shall submit travel authorizations and obtain required approvals as necessary. For group travel, the Program Director/supervisor is responsible for submitting the travel request(s) on behalf of their travel group. Travel authorization requirements for the University President are stipulated by Utah Board of Higher Education Policy R212.
  7. Travelers using a rental or Motor Pool vehicle while driving on University business must be authorized and must abide by driving policies and procedures included in Policy 5.37.
  8. Departments should work with appropriate groups on campus to identify required information and waivers for Travelers based on the nature of the trip. Required information and waivers shall be gathered by sponsoring departments and may include, but are not limited to, medical waivers, emergency contact information, and waivers of liability.
  9. Non-employee travel shall be pre-approved by a dean, department head, or vice president. Travel expenses for individuals who are not employees of the University but who are providing services to the University, such as consultants, speakers, lecturers, and visiting professors and students (scholars) are reimbursed as independent contractors.
  10. Additional International Travel requirements are outlined in Policy 5.30.
  11. Unauthorized departure: If a Traveler departs for University Travel prior to receiving authorization for travel, they are in violation of SUU policy and may be subject to disciplinary action. See SUU Policy 6.28, 8.3.5, and 11.2.
7. Travel Expenses
  1. The University is accountable for how public monies are spent and expects that travel expenses will be scrutinized, no matter how the travel is funded. Those who travel on behalf of the University hold a position of trust and authority, requiring the demonstration of integrity by judicious use of such funds.
  2. The University operates an Internal Revenue Service (IRS) Accountable Plan for reimbursing University business related travel expenses. When IRS criteria are met, amounts reimbursed are considered non-taxable to the employee.
  3. When University funds are not available to reimburse all Allowable Expenses, an individual is not obligated to travel. However, if the individual chooses to travel, it is expected that the Traveler will assume the remainder of the cost.
  4. A University purchasing card is the preferred method of payment for all University Travel expenses where circumstances allow.
  5. Transportation Expenses
    1. Travelers are expected to choose the most prudent method of transportation for their situation. Travelers may use private or rental vehicles in lieu of reasonably available air transportation when such method of travel is more advantageous to the University and with the approval of the Traveler’s appropriate supervisor.
    2. Mileage shall be calculated from the Traveler’s normal place of employment, unless it is more prudent to calculate mileage from the Traveler’s personal residence. For more detail please see the University Travel Guidelines.
    3. Eligible Travelers may rent University vehicles through the University’s Fleet Operations in accordance with University requirements and procedures and Policy 5.37. Chartered transportation can be coordinated by contacting the Purchasing department.
    4. Travel funded, in part or in full, through federal grants or contracts must comply with the Fly America Act by using a US air carrier even when a non-US carrier would be more cost effective or convenient. Exceptions to this rule may be allowed under certain circumstances as permitted by law and must be well documented and approved in advance. Travelers may direct questions pertaining to this stipulation to the Office of Sponsored Programs, the principal investigator, or the project director of the specific federal grant or contract.
    5. Travelers are expected to use the most economical parking option that reasonably meets their travel needs.
  6. Lodging Expenses
    1. For expense verification or reimbursement, lodging expenses must be documented on travel expense reports and supported with a Proper Receipt. The maximum reimbursement per Traveler is the standard occupancy rate. University funds shall not be used to pay any additional cost associated with personal guests lodging with a Traveler.
    2. Hotels and other commercial properties are the recommended lodging option for University Travel, although Travelers may choose to use vacation or property rental services such as Airbnb or VRBO. Any such agreement is between the service and the Traveler, not the University. The Traveler is responsible for any and all liability associated with the use of such services.
    3. Travelers may use and be reimbursed for non-conventional lodging (e.g., personal recreation vehicles, lodging with friends/relatives, overnight camping, etc.) in accordance with University Travel Guidelines.
    4. Travelers are expected to use the most economical lodging option that reasonably meets their travel needs.
  7. Per Diem Allowances
    1. Without documented authorization prior to departure, the Traveler is not eligible for Per Diem.
    2. Meal and incidental expenses incurred during authorized University Travel are reimbursable. The Traveler’s supervisor may determine whether the Per Diem rate is available for the trip or if the Traveler should be reimbursed for actual expenses (not to exceed the current per-diem rate). If the Per Diem rate is offered, the Traveler may choose to use it or be reimbursed for the actual expenses (not to exceed the current per-diem rate), but not both. If a University purchasing card is used to pay for a Business Meal, Per Diem cannot be claimed for that meal, and must be repaid if Per Diem was taken.
    3. The University reserves the right to set Per Diem and mileage allowances at or below the applicable current Federal rates.
    4. The Per Diem allowance is all-inclusive. Additional expenses associated with a meal, such as sales tax, tips, etc. are considered part of the allowance. Current Per Diem rates will be specified and adjusted according to University Travel Guidelines.
    5. Service tips and other expenses not included on a receipt are considered incidental expenses and are included in the current Per Diem allowance. These amounts will not be reimbursed individually.
    6. Departure and arrival days qualify for 75% of the daily Per Diem rate regardless of the departure or arrival times.
    7. When there is no overnight stay, a Traveler does not qualify for Per Diem, but meals may be reimbursed for actual out-of-pocket cost up to the meal Per Diem rate with a Proper Receipt.
  8. Unsubstantiated/Unallowable Expenses
    1. Travel expenses not directly related to and required for official University business, or that are incurred for the personal use of convenience of the Traveler, shall not be reimbursed. Examples or such expenses include but are not limited to:
      1. Personal entertainment expenses such as pay TV, movie or game rentals, health club fees, sightseeing tours, hospitality events, etc.;
      2. Damages or losses of personal property;
      3. Expenses incurred by an Accompanying Adult or personal guest during travel;
      4. Program loyalty credits used to pay for airline travel, lodging reservations, upgrades or discounts, and/or other travel expenses;
      5. Expenses for travel associated with typical employment duties, such as commuting between home and place of employment;
      6. The purchase of alcohol, tobacco, or other recreational substances unless otherwise approved by the University President or another authorized individual.
  9. University Travel With Leave Time Included
    1. It is best practice to refrain from combining personal leave with University travel. All University Travel with leave time included must be approved through the travel authorization process as well as the appropriate procedure to request leave. See Section 9 of SUU Policies.
    2. The University only pays for Allowable Expenses that directly support the business purpose of University Travel. In the event that personal leave is taken in conjunction with University Travel, reimbursement is limited to what the costs would have been without the addition of personal leave. Any cost savings from the addition of personal leave benefit the University.
    3. Vehicles rented by the University may only be used for University business. For more information see the University Travel Guidelines.
  10. Reimbursement
    1. Without documented authorization prior to departure, the Traveler is not eligible for reimbursement.
    2. Allowable Expenses verified by a Proper Receipt and directly associated with University business may be eligible for reimbursement.
    3. A completed travel expense report along with all receipts must be submitted within 30 calendar days of return from travel. Travel expense reports that are not submitted within calendar 30 days will not be accepted by the University and the Traveler will be penalized as determined by the employee’s supervisory AVP-level administrator and the University Travel Guide.
    4. Miscellaneous expenses, baggage fees, parking fees, and transportation costs (including public transportation fares, ridesharing/taxi/limousine services), shall be reimbursed for actual out-of-pocket costs. Such expenses shall include a Proper Receipt or be well documented in accordance with University policy and Travel Guidelines.
    5. Travel expense reports must include a Proper Receipt for each individual out-of-pocket expense. Expenses without a receipt shall be itemized and explained in order to receive a reimbursement. For further information on reimbursement of expenses without a Proper Receipt, see the University Travel Guidelines.
    6. A Proper Receipt shall be included for the expense verification for lodging accommodations, including campground and trailer parks if applicable.
    7. If the approved University Travel was for a seminar, conference, convention, or similar function, a copy of the agenda/schedule of events must be included with Proper Receipt for reimbursement.
    8. Travel expense receipts that include guest charges should be itemized to reflect only the charges of the authorized Traveler on travel expense reports. All guest-incurred expenses shall be deducted from the reimbursement request.
    9. Any amount of travel advance granted to the Traveler shall be deducted from the final reimbursement amount.
    10. When paying for expenses in foreign currencies, Travelers are reimbursed in US dollars at the actual exchange rate for the travel period. A foreign-currency exchange receipt or credit card billing statement can be used to evidence the exchange rate.
    11. Travel expenses sponsored/reimbursed by a third party cannot also be reimbursed or paid for by the University.
8. Advances
  1. In accordance with University Travel Guidelines, certain eligible Travelers may request a travel advance through the submitted travel request for Per Diem, mileage reimbursement, cash required activities, baggage fees, and public transit/ridesharing. Advances only apply to, and must not exceed, out-of-pocket expenses. Expenses that are not allowable for an advance include anything that can be paid with a University purchasing card.'
  2. Travel advances are considered personal loans. Funds advanced to the Traveler must be accounted for within 30 days of returning from travel. Travel advance payments exceeding actual bona fide travel expenses shall be returned to the University in the amount of the overpayment through the Cashier’s Office.
  3. As required by IRS regulations, travel advances not accounted for within 30 days of the return date shall be deducted in full from the Traveler’s payroll check in accordance with Utah law.
9. Verification of Travel Expenses
  1. All University Travel expenses paid, or to be paid, with University funds shall be subject to verification and approval through the appropriate forms and documentation. Travelers are responsible for ensuring that such travel expenses are permitted under this policy, are for bona fide University business, and are fully documented in accordance with University policies and Travel Guidelines.
  2. When travel expenses are to be paid in part by non-University sources, only eligible expenses not paid from other sources shall be paid/reimbursed by the University, subject to the provisions of this Policy. Travel expenses incurred on sponsored funds or grants must also follow the sponsor’s/grant’s rules and guidelines.
  3. Individuals who authorize travel or verify travel expenses on behalf of the University are responsible for ensuring that proposed travel is justified for the operation of the University and its mission and for verifying that all travel expenses comply with University policy and are a prudent use of University funds, adequately documented, and submitted and accounted for within the required timeframes established by University policies and Travel Guidelines.
  4. Tickets or any portion thereof that go unused, have future value, and were paid for by the University remain property of the University. The Traveler should make every effort to apply any credit, coupon, or voucher to another University business trip.
10. Discretion in Application
  1. The University retains discretion to interpret and apply this Policy in a manner that is not clearly unreasonable, even if the University's interpretation or application differs from the interpretation of the affected individual.
  2. Nothing in this Policy is to be understood or construed to create contractual or legally binding obligations outside or beyond the responsibilities and obligations set forth in federal and state law, rules, and regulations, as well as the policies of the Utah System of Higher Education.

V. RELEVANT FORMS/LINKS

VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Vice President for Finance and Administration. For questions about expenses, advances, and reimbursement, contact Accounting Services. For questions about conduct, safety, and insurance, contact the Office of Enterprise Risk Management.

VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: February 28, 1991

Amended: December 2, 2002; March 25, 2020; August 25, 2025

POLICY #10.13 SUBJECT: University Travel