MSUMAcademic AffairsFaculty GuideTravel Management

Travel Management

Employee Travel
Insurance/Risk Management
Student and Faculty/Staff Travel Policy
Student Travel

Employee Travel

The employee is responsible for complying with Minnesota State Colleges and Universities travel policy and procedures, the employee's respective bargaining agreement or compensation plan, state laws, federal laws, and IRS guidelines and for accurately completing all required forms for reimbursement of authorized official business travel expenses. The employee's supervisor is responsible for reviewing and approving all travel requests and expenses. Refer to MnSCU Travel Management Policies and MnSCU Travel Management Procedures for additional information.

Advances
The Travel Requisition [PDF] and Employee Expense Report [PDF] must be submitted at least two weeks in advance of the trip. If approved, a check will be issued. To obtain a travel advance anticipated out-of-pocket expenses must be in excess of $50. Travel advances for expenses incurred before a meeting, such as airfare, are possible. However, if you do not go to the meeting, you will be responsible for returning the funds advanced. Contact Carol Lindquist in the Business Office if you have questions with regard to travel and advance policies.

If an employee receives a travel advance from state held funds and the travel/conference is canceled or the employee traveling cancels the trip, contact Carol Lindquist in the Business Office immediately by email or a short note so the advance can be canceled. The state is not in the business of giving interest free loans and that is how the Department of Finance looks at it if they are not used for the purpose intended.
 
Travel advances that are used for the intended travel need to be settled in a timely manner. After the trip is completed, an Employee Expense Report f[PDF] orm with original receipts attached must be completed within 5 days and submitted to the Business Office for settlement. If advances are not settled within 28 days, the state will initiate a deduction from the individual’s paycheck for the total amount of the advance (please note the Employee Expense Report signature line).  

If you need a cash advance for a trip you must:

1. When a staff member shares a room with another party (not an employee) the original receipt must be adjusted to show that only the single room rate is being claimed for reimbursement.

2. Complete a Travel Requisition [PDF] form for each individual at least two weeks in advance of the trip and submit to Business Office.

3. Complete an Employee Expense Report [PDF] form at least two weeks in advance and submit to Business Office.

Special Expenses
If expenses above the allowed amount are to be incurred, an Approval to Incur Special Expenses [PDF] form must be completed and sent to the Business Office.  

Meals
No employee may claim reimbursement for more than the amount paid of his/her meals. Receipts are not required for meals, but each meal must be listed separately and must include date, city and cost of meal. Refer to Travel Expense Reimbursement Allowances for specific details.

1. Times and locations for all departures and arrivals must be detailed on the expense report. Breakfast expense on day of departure can only be reimbursed if the staff member left home before 6 a.m. Dinner expense on the day of arrival back home can only be reimbursed if the staff member returned home after 7 p.m.

2. When meal expenses are included in the lodging receipt, the amount claimed for meals must agree with the receipt not to exceed maximum allowance.

3. Staff members cannot claim reimbursement for meals purchased for a guest or another state employee.

4. A noon lunch may be claimed if a staff member is on travel status, even though the employee isn't claiming lodging, when the distance from his/her work station to the field assignment is 35 or more road miles and extends through the normal lunch period. Such reimbursements, however, will be considered “meals without lodging” and be subject to income taxes.

5. If the cost of commercial transportation, registration fees, etc., covers meal expenses, the employee is not entitled to additional reimbursement except for special dietary concerns, and/or air travel turbulence makes eating difficult.

Lodging

1. Lodging expenses (room + tax charges) must be reported in the lodging column on the Employee Expense Report [PDF] form and must be reported separately for each day in which lodging is being claimed.

2. Original receipts must accompany claims for reimbursement. Receipts from credit cards are unacceptable, as are photocopied or duplicated receipts. Canceled checks are unacceptable.

3. If registration or lodging receipts are lost, it will be necessary to obtain duplicate copies of the receipts from the hotel or motel for lodging expenses. If it is not possible to obtain a duplicate copy of the receipt, it will be necessary to submit a notarized affidavit.

4. When the lodging receipt covers a staff member and other non-university employees, the staff member can claim only the single room rate.

5. Business telephone calls included in the lodging must be claimed separately under the "other expense" column of the Employee Expense Report [PDF] form. Personal calls cannot exceed $3.00 a night, cumulative total with original receipt included.

6. When two or more staff members share a room and share the cost, a copy of the lodging receipt must accompany each staff member's claim, with the total of the lodging charges being divided equally. The original copy of the lodging receipt must accompany one of the claims.

7. When a staff member shares a room with another party (not an employee) the original receipt must be adjusted to show that only the single room rate is being claimed for reimbursement.

Travel by State Owned Vehicle

1. State vehicles are reserved through the Motor Pool. To reserve a vehicle for a specific day, complete a Travel Requisition [PDF] and then complete the online Vehicle Request Form.  

2. Minor expenses incurred in the operation of the state vehicle and not covered by a state credit card or emergency field order (purchase order) may be claimed for reimbursement (e.g., parking fees and road tolls).

Travel by Private Automobile

1. Mileage shall be paid for the shortest direct route according to official highway department records. If driving in the vicinity of the destination was necessary, the total of such driving for each day must be shown as a separate item in the "local miles" column of the claim form. Odometer readings are not required, but may be used if mileage cannot be determined from state maps or mileage book.

2. The department head shall require proof of automobile insurance before approving private car mileage. When mileage is claimed in lieu of commercial transportation, the total cost of mileage claimed cannot exceed the lowest cost obtainable from a commercial carrier. Lodging and meals reimbursements are limited to those that would have been incurred using commercial transportation. Cost of commercial transport must be noted on expense report.

3. An employee may be reimbursed for car rental if a state car is unavailable for use and a rental car is the only or least expensive method of transportation. An itemized statement for the rental must be submitted with the request for reimbursement.

4. Employees using state owned or private cars shall be reimbursed for the actual parking fee. If a receipt has been issued it must be turned in with the request for reimbursement.

Refer to Travel Expense Reimbursement Allowances for specific details.

Rental Vehicle:
MnSCU Board Procedure 5.19.3 Subpart E, states rental of a vehicle by employees or any other individuals authorized to travel including students is authorized only when the type of trip or location of meetings is such that use of local transportation (taxis, airport limousines and airport shuttles, buses) is not practical or is expected to be more expensive.

1. Rental vehicles shall be reserved and rented at the lowest applicable discounted rate possible or available.

2. The use of compact or mid-size/intermediate rental vehicle categories is recommended except in cases where:

• the number of passengers is three or more;

• excess baggage for official business requires a large vehicle, e.g., booth displays, slide presentations, sales items;

• a larger size vehicle is provided at no extra charge above compact or midsize rate

3. When rental vehicles are used for travel within the United States, employees and any other individuals authorized to travel, including students, are expected to decline rental vehicle insurance because the state has provisions for insuring rental vehicles against damage through the Risk Management Division. Travelers will not be reimbursed for the cost of rental vehicle insurance for domestic travel.

4. For international travel employees and any other individuals authorized to travel including students should accept all insurance coverage when renting vehicles in a foreign country. Insurance coverage purchased in foreign countries is reimbursable.

Travel by Commercial Carrier

1. Original receipts must accompany claims for reimbursement. Receipts from credit cards are unacceptable. Under Minnesota Statutes M.S. 16A.58, original receipts must accompany claims for reimbursement.  Photocopied or duplicated receipts or receipts from credit cards are unacceptable. Copies of cancelled checks are also unacceptable.

2. If traveling by commercial airline, reimbursement is limited to tourist class airfare.

3. If traveling by railroad or bus, reimbursement is in accordance with Minnesota travel regulations.

4. Receipts are not necessary for travel by limousine, taxi, or city bus.

5. A staff member may not claim reimbursement for travel insurance.

6. A number of commercial air carriers provide cash payments, discount coupons and free tickets either as compensation to passengers who have been delayed or as rewards for  frequent trips with a specific airline. Compensation from sources of this kind is the property of the state, accordingly, employees traveling at state expense must remit these benefits to the state.

Airline Frequent Flyer Program
Minnesota Statute 15.435, Airline Travel Credit, requires any credits or other benefits issued by an airline to a public employee or any other individuals authorized to travel including students who uses public funds to pay for airline travel to accrue to the benefit of the public body providing the funding. Employees or any other individuals authorized to travel including students who frequently fly and have airline frequent flyer programs for their personal travel shall obtain a separate airline frequent flyer program number to record and report receipt of credits or other benefits when using state funds. 

Registration Expenses

1. A Request for Approval to Incur Special Expenses [PDF] form must be filed with the State Department of Finance (through the MnSCU Office) for all conference or registration fees over $1,000 and tuition fees over $1,000 or any amount if more than three people attend the same event.

2. The form must be filled out and sent through the Facilities and Administration Office so that it reaches the Business Office at least 10 days in advance of departure.

3. If the form is not filed at least 10 days in advance, a statement must be attached explaining the reason for the late filing. There is no guarantee that requests submitted late or after the fact will be approved.

4. Original receipts must accompany claims for reimbursement. Receipts from credit cards are unacceptable. Under Minnesota Statutes M.S. 16A.58, original receipts must accompany claims for reimbursement. Photocopied or duplicated receipts or receipts from credit cards are unacceptable. Copies of cancelled checks are unacceptable.

5. If registration or conference receipts are unavailable or lost, it will be necessary to obtain duplicate copies of the receipts. If it is not possible to obtain a duplicate copy of the receipts, it will be necessary to submit a notarized affidavit form.

Personal Expenses
Personal expenses, for purposes of these regulations, are defined as dry cleaning, laundry and baggage handling. Employees in continuous travel status in excess of one week who do not return home during that time, may claim reimbursement for laundry expenses during a period of time in which he/she is in continuous travel status; he/she is not eligible for reimbursement for laundry, dry cleaning or pressing in the first subsequent week. Original receipts must accompany claims for reimbursement. Receipts from credit cards are unacceptable, as are photocopied or duplicated receipts or receipts from credit cards are unacceptable. The employee's judgment is to be used regarding baggage handling expenses.  

Reimbursement
If you wish to be reimbursed for a trip you must:

1. Complete a Travel Requisition [PDF] form for each individual at least two weeks in advance of the trip whether or not the travel is to be paid by the University and submit to Business Office.

2. Complete a Request for Approval to Incur Special Expenses [PDF] (if necessary) and submit to Business Office.

3. Complete an Employee Expense Report [PDF] form immediately upon return and submit to Business Office with original receipts.

Reimbursement to employees for university-related travel expenses is allowed within internal and state policies and procedures. All reimbursement claims should be submitted promptly. No authorization to travel is given unless appropriate in-state or out-of-state travel funds are available in the budget of the employee's department. Travel expenses are paid only after travel has been authorized in advance by the employee's academic or administrative unit head. Staff members seeking travel reimbursement must complete all necessary state expense forms. Detailed travel reimbursement procedures are available from the Business Office.  

[M&C 5/15/92]

Insurance/Risk Management

Refer to Board Policy 5.16 Management and Insurance for specific details. Additional information regarding Insurance/Risk Management and the Minnesota State College and Universities Vehicle Fleet Safety Program are available online.

Student and Faculty/Staff Travel Policy

Faculty and staff members may not share and shall not be compensated for the cost of lodging shared with students when traveling for university-sponsored activities. For purposes of this policy, graduate students serving in a para-professional capacity (e.g., assistantships, internships, and the like) are deemed to be staff, and appropriate lodging arrangements will be determined, and communicated to the graduate student in writing by the administrative supervisor, at least 10 days in advance of travel. Under limited circumstances (e.g., extended outdoor camping during field studies in archaeology, biology, or geology, or supervised lodging in university residence halls, and the like) exceptions to this policy may be granted. A request for an exception shall be submitted for approval by the supervising dean or director, in writing, at least 10 days in advance of travel. 

Approved by Cabinet 10/15/01

Student Travel

Official permission to be in travel status must be made by completing the Student Activities Travel Approval/Advance Request Form and a Student Travel Roster available in the Office of Student Activities, CMU 229. Submit both properly completed forms to the Office of Student Activities. For detailed information regarding Student Organization Travel, refer to the Student Activity Budget Committee Travel Policy in the Student Organization Handbook. Information regarding student organization travel funding is available from the Activities Business Manager, CMU 229, 477-2486.

MSUMAcademic AffairsFaculty GuideTravel Management