Our mission is to support the university community's travel requests through a high quality automated process using the most economic means of travel.
The University's Travel and Business Expenses Policy applies to all faculty and staff who incur expenses while engaged in University business or related travel and who intend to receive reimbursement from the University. The policy establishes responsibilities and guidelines for ensuring that travel and business expenses are valid, necessary, in compliance with University accounting procedures, and the most economical means. It pertains to travel and business expenses for all sources of University funds.
All employees traveling on University business will be eligible to use the new University Travel Card. The travel card is a charge card issued to an individual for all official business travel on behalf of Slippery Rock University. The card replaces cash advances, hotel orders, direct billings and prepayments related to travel, regardless of whether one selects the travel card option. The only direct billing will be Enterprise Rental. The employee will continue to follow the same process of calling Enterprise with the approved Travel Request Number (TRA#).
The card should not be used to purchase goods or services or for personal purposes (except as noted in Sections C6, C7 and C8) in the Travel Card Policy.
Click here to view the Travel Card Policy and Procedures.
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Travel Policy Regarding Use of the Most Economical Means of Automobile Transportation
All travel involving the use of an automobile will follow guidelines as set forth in this policy.
Consistent with PASSHE BOG policy, university employees shall use rental cars and vans when economically warranted. Employees are encouraged to use rental cars when mileage per day exceeds approximately 145 miles. Employees choosing to use personal vehicles will be reimbursed at the state rate for mileage up to 145 miles. When personal vehicle mileage exceeds 145 per day, the employee will be reimbursed for the excess mileage for fuel cost only. The reimbursement for fuel will be at a rate based on the current cost of gasoline and vehicle fuel mileage of 25 mpg.
Faculty and staff are encouraged to use the trip optimizer for determination of the most economical means of automobile transportation. Travel requests with daily mileage in excess of 145 must include a print-out of the optimizer showing the most economical travel cost. The trip optimizer can be found on the 'Enterprise Car Rental Information' link under Travel Forms.
Vice Presidents Deans, Directors, etc. will be responsible for reviewing travel requests and state car requests and requiring travelers to use the most economical travel method available. Travel requests with nonconforming reimbursement amounts will be amended and the employee will be reimbursed at the rate calculated. (End of Policy)
Personal Automobile Rate: The university has been advised that the U.S. General Services Administration’s Privately Owned Vehicle reimbursement rate has increased to 56.5 cents per mile effective January 1, 2013. In accordance with Board of Governors’ Policy 1986-07-A, Travel Expense Regulations, the reimbursement rate for use of a personal automobile for official System travel also has increased to 56.5 cents per mile effective January 1, 2013. (For travel occurring from April 17, 2012, through December 31, 2012, the reimbursement rate is 55.5 cents per mile.)
Complete information on rates of reimbursement for official System travel is available on the System's website at http://www.passhe.edu
Mileage Calculation: Employees who reside at a place other than official headquarters will not be eligible for reimbursement for transportation expenses between headquarters and residence. When an employee is required to travel to a work site other than official headquarters, the distance from residence to work site, or headquarters to work site, whichever is shortest, will be used to compute mileage. On holidays or scheduled days off, employees may be reimbursed for mileage from their residence to a point of public transportation or designated work site, other than headquarters.
Subsistence Rates for all locations not listed as High Cost Area is $46.00
The State System of Higher Education has recently notified us of changes in the travel reimbursement rates. Board of Governors Policy 1986-07-A, Travel Expense Regulations, requires that the Chancellor establish the rates of reimbursement to employees for expenditures incurred in the course of official travel. To simplify the process, by which the rates are established, the State System is adopting the U.S. General Services Administration's (GAS) domestic per diem rates (CONUS Rates) and Privately Owned Vehicle Reimbursement rates.