Dear Campus Partners,

The Travel and Business Expense Payments Policy has been updated to include some modifications. The changes below clarify compliance requirements, documentation standards, tax treatment, and athletic travel procedures. All employees and applicable non-employees should review these updates carefully.

Revised 60-Day Submission Rule

Travel Expense Claims must now be submitted within 60 days after the last day of travel (previously tied to when expenses were paid or incurred). Late substantiation may trigger tax consequences under IRS accountable plan rules.

Enhanced Documentation Requirements

To substantiate business purpose, travelers must provide sufficient documentation to substantiate the dates and nature of travel. This documentation should include a travel itinerary, conference agenda, or meeting agenda when applicable to demonstrate the sequence of business activities and identify any meals provided. In certain instances, a written explanation of the business purpose may be acceptable, provided it clearly describes the nature, date, and location of the business conducted.

New Section: Separation or Termination of Employment

Upon separation or termination, employee and supervisor must clear any reimbursement owed to the employee. Employee shall repay any amount owed to the university.

Travel Advances – Clarified Limits and Controls

The policy now formalizes:

• Eligibility requirements
• Advance eligibility approval required
• Employee must be current on prior expense reports
• Allowable advance amounts
• Generally limited to 80% of estimated allowable expenses
• Advances under $300 will generally not be issued
• Timing and requests
• Requests may be submitted up to 30 days before departure
• Advances issued no earlier than 14 days before travel
• Not permitted if there is an outstanding advance
• Reconciliation and settlement
• Expense report required within 60 days of return
• Unused funds must be returned at reconciliation

Mileage Over 250 Miles – New Justification Requirement

If estimated mileage exceeds 250 miles, the traveler must:

• Provide written justification; and
• Submit a cost comparison to the appropriate economical mode of transportation (e.g., airfare).

Reimbursement cannot exceed the cost of standard economy airfare.

Non-Employee M&IE Reimbursement

Non-employee travelers (prospective employees, independent contractors, consultants, students, volunteers, etc.) will be reimbursed for actual meal and incidental expenses up to $92 per day.

Independent Contractors and Consultants

Outside independent contractors and consultants must now invoice the university directly for travel reimbursements.

Athletic Travel – New and Clarified Sections

Please review Section 4. Athletic Group Travel.

All travelers, approvers, and administrators are responsible for compliance with the policy requirements. Please contact the Travel Office with any questions: travel@humboldt.edu.