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Wiki Pages: International travel

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Name

International travel 

Wiki Content

Division     

          

 

Administration and Finance

Department

 

Procurement

 

INTERNATIONAL TRAVEL


POLICY AND GUIDELINES

 

 

 

 

 

 

Policy

 

 

 

The following policy has been adopted to guide the faculty and staff of Worcester State University with regard to international travel and reimbursement for international travel while on University business.  This policy applies to all payments and reimbursements for international travel expenses by the University regardless of the source of funding.  Failure to comply with this policy may result in no monies being reimbursed and may negate insurance coverage provided by the University and the Commonwealth of Massachusetts.

 

This International Policy and Guidelines should be used in conjunction with the Worcester State University Employee Travel Policy and Guidelines.  Policies not specifically covered in this document shall follow the policies outlined in the Worcester State University Employee Travel Policy and Guidelines.

Travel to countries declared as not suited for travel by the U. S. Department of State is prohibited unless approved by the President.   Please visit their web site at
http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html for the most recent updates.

 

All currency rates shall be reported in U. S. dollars at the exchange rate in effect at the time of travel.  All reimbursements require original, itemized receipts and proof of payment.

 

 

Procedure

 

 

 

 

Travel Assistance

Travelers on University business have access to the international global assistance services provided by Chartis.  If emergency medical and/or security assistance becomes necessary, Chartis should be contacted immediately.  To contact Chartis from the US or Canada, call (800) 401-2678. To contact Chartis from anywhere else, call 01 (817) 826-7008.  This is not medical insurance or a credit card.  It will assist you in finding or arranging services.  Please contact the Procurement Department for a copy of services and contact information.

 

Supplemental Expenses

 

Supplemental expenses such as fees for visas, passports, inoculations and any medicines required for travel to that specific country that is not covered by employee’s insurance shall be reimbursable when they are necessary for travel on University business.  An original, itemized receipt is required for reimbursement.

 

Laundry Service

Laundry service may be reimbursed once for every seven (7) consecutive days of travel.  An original, itemized receipt is required for reimbursement.

 

Meals and Lodging

 

Foreign Per Diem rates for meals and lodging are published monthly by the U. S. Department of the State.  These rates can be found on their web site at http://aoprals.state.gov/content.asp?content_id=184&menu_id=78.  Reimbursement will be the lesser of actual paid or the published Per Diem rate.  An original, itemized receipt is required regardless of the reimbursement rate.

 

TRAVEL ADVANCE

 

Under special circumstances, a travel advance may be requested.  This advance will be in lieu of a PCard or a reimbursement.  Travel advances must be approved by the department supervisor/chair, the Division Vice President and the VP Administration & Finance/CFO.

 

The top portion of the Request/Return for Travel Request form must be completed in full, including travel dates, purpose of travel, itemized anticipated expenses, budget line(s) and authorized signatures.  The original form should be submitted to the Procurement Office at least one week prior to the departure date.  (Be sure to keep a copy for submission after the completion of travel.)  Rush requests will not be honored and incomplete forms will be returned to the traveler.

 

The reconciled Request/Return for Travel Request form, including all original, itemized receipts, authorized signatures and excess cash, must be submitted to the Accounts Payable Office within five (5) Business Days of the final day of travel.  Failure to comply may result in disciplinary action.

 

 

 

 

 

Approved by

Vice President/Date

 

 

Approved by

Cabinet/Date

 

 

Revised Date

 

September 2013

  

REQUEST/RETURN for TRAVEL ADVANCE

 

THE TOP PORTION OF THIS FORM MUST BE COMPLETED IN FULL AND THE ORIGINAL SUBMITTED TO ACCOUNTS PAYABLE IN ORDER TO AUTHORIZE THE ISSUE OF PAYMENT

(Keep a copy to submit after the travel is completed.)


Traveler’s Name ____­­­________________________________         Date ______________________________________


Amount Requested $_________________________________         Check Pick Up Date__________________________

 

Travel Authorization (Copy Must be Attached)         Y  or  N            Dates of Travel  _____________________________


Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Itemized Expense_______________________________ $__________ Budget Line______________________________

Traveler’s Signature _________________________________________         Date ______________________________

Department Chair Signature ___________________________________        Date _______________________________

Division VP Signature _______________________________________         Date _______________________________

 

VP Admin & Finance/CFO Signature ___________________________        Date _______________________________
_________________________ (Attach an additional sheet if more space is needed) __________________________

To be completeD and SUbmIT To Accounts payable within FIVE business days after the TRAVEL haS been COMPLETED

(All receipts MUST be originals and itemized.)

Travel Advance Check Number  __________________________         Check Date _________________________________           

 

Amount of Travel Advance:                                                                    $__________________________________________

Total of Receipts Attached (Less Sales Tax)                                          $ __________________________________________

 

Total Cash Returned  (Difference between Advance and Receipts)       $___________________________________________

 

Budget Line(s) to be credited  ____________________ $________  Budget Line ______________________ $___________

Traveler’s Signature _________________________________________         Date ______________________________

Department Chair Signature ___________________________________       Date _______________________________

 

 

Version: 3.0 
Created at 3/19/2012 9:42 AM  by Hoxha, Anisa 
Last modified at 11/18/2013 11:36 AM  by Hoxha, Anisa