Policies

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 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.   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 and inoculations shall be reimbursable when they are necessary for travel on University business. 

Laundry Service

Laundry service may be reimbursed once for every seven (7) consecutive days of travel.

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.

Approved by

Vice President/Date

Approved by

Cabinet/Date

Revised Date

March 2012