University Policy 1050

Business-Related Travel Allowance

  • Responsible Oversight Executive: Vice President for Administration and Finance
  • Date of Current Revision or Creation: October 29, 2021
  • Download Policy PDF

The purpose of this policy is to provide an alternative to the assignment of a state car or mileage reimbursement to designated University employees while transacting official business on behalf of the institution.

, grants authority to the Board of Visitors to make rules and policies concerning the institution. Section 7.01(a)(6) of the  grants authority to the President to implement the policies and procedures of the Board relating to university operations.

N/A

This policy applies only to employees designated by the President, in writing, who are authorized to use alternative transportation. Employees include all staff, administrators, faculty, full- or part-time, and classified or non-classified persons who are paid by the University.

With the approval of the President, a business-related travel allowance may be authorized for the purpose of providing an alternative to the assignment of a state car or mileage reimbursement. Approval of a travel allowance will generally be based on the needs and interests of the University.

Designated employees who receive a business-related travel allowance may not request additional mileage reimbursement using the Chrome River Travel Management System.

  1. Travel allowances shall be approved on a case-by-case basis by the President and provided to authorized individuals according to the University's payroll schedule.

  2. Travel allowances provided to authorized individuals will be reflected on the employee's W-2 form as "other income;" therefore, accurate business travel records should be maintained by the employee for tax purposes.

  3. Travel allowances may be discontinued at any time at the discretion of the President.

Applicable records must be retained and then destroyed in accordance with the .

Assistant Vice President for Finance/University Controller

N/A

Policy History

Policy Formulation Committee (PFC) & Responsible Officer Approval to Proceed:

/²õ/ÌýMary C. Deneen


Responsible Officer


September 28, 2021


Date


Policy Review Committee (PRC) Approval to Proceed:

/²õ/ÌýDonna W. Meeks


Chair, Policy Review Committee (PRC)


September 28, 2021


Date


Executive Policy Review Committee (EPRC) Approval to Proceed:

/²õ/ÌýGregory E. DuBois


Responsible Oversight Executive


October 1, 2021


Date


University Counsel Approval to Proceed:

/²õ/ÌýAllen T. Wilson


University Counsel


October 7, 2021


Date


Presidential Approval:

/²õ/ÌýBrian O. Hemphill


President


October 29, 2021


Date

Previous Revisions: December 1, 1988; June 24, 2010; August 11, 2017; October 15, 2020; October 29, 2021

Scheduled Review Date: October 29, 2026