Accounts Payable

Travel & Business Expenses

Submit Reimbursement Requests

Responsibilities

Traveler’s Responsibility

  • Know & understand Hofstra University’s travel rules and regulations (link requires Portal login)
  • Secure the most economical method of travel in the best interest of the University. Exercise prudent judgment in the spending of University funds
  • Complete and Submit an Expense Report Form in Chrome River accurately and timely
  • The traveler is personally accountable for the accuracy and itemized documentation of submitted expenses.
  • Obtain approval of immediate supervisor and the individual with budget authority
  • Obtain and submit all necessary travel documents (e.g. proof of travel and proof of payment, including all receipts, statement of business purpose
  • When attending a conference or meeting, a copy of the official program agenda for the event must be submitted with the expense report, along with information regarding meals provided
  • Meals provided by a conference or third party may not be claimed, nor may meals covered by a per diem
  • Submit expense reports accurately, within 30 days of the end of the travel event.

Supervisor’s Responsibility

  • Know & understand Hofstra University’s travel rules and regulations
  • Ensure that reimbursement is authorized and a necessary business expense, which is documented with statement of business purpose.
  • Review and approve expense reports in a complete and timely manner, within 3-5 business days of receipt.

At the discretion of the VP or Dean, the following additional tasks may be delegated to the budget manager also required to approve reimbursements in Chrome River:

  • Review and verify that authorized travel reimbursement/payment is fully documented with receipts.
  • Ensure that the traveler is using the most economical method of travel (coach) in the best interest of the University.
  • Review and approve expense reports to ensure they are within allowable rates/caps, all required documentation is included, and expenses are actual, reasonable, and necessary.
  • Ensure that traveler has not claimed meals provided by conference or third party.

Methods of Travel

Travel by Air

  • All domestic and international travel must be reserved at the lowest applicable coach class air fare.
  • International travel funded by federal grants and contracts must comply with the Fly America Act, which may be found at gsa.gov
  • Upgrades to Business/First class at the University’s expense are not generally permitted.  In rare circumstances and where the flight's duration is greater than 6 hours, business class may be considered, only when all required approvals are received in advance.  Such reimbursement shall require written approval of the immediate supervisor, along with the Dean and Provost for all academic departments, and the Vice President for all other departments. In all cases, the request for business class travel must be forwarded, along with written justification, for approval prior to purchase of the tickets.
  • Proof of payment and proof of travel is required and must be attached to the Expense Report. Dates of travel, the points of departure and arrival, as well as the total paid amount is required. Proof of travel may include boarding passes or other pertinent documentation like conference brochure or hotel invoice in city of arrival.
  • Airfare will be reimbursed at the completion of travel, or within 30 days of travel with a Travel Advance. In the event the travel does not take place, the employee shall be obligated to apply the credit to future business travel or reimburse the University for the airfare.
  • The use of personal airline credits is not reimbursable.
  • The University shall reimburse for reasonable baggage fees and, at the discretion of the Vice President or Dean, may reimburse extra leg room.
  • The University does not reimburse for flight/trip insurance.

Travel Advances – Individual Employees Traveling on University Business

  • Know & understand Hofstra University’s travel rules and regulations
  • A faculty or administrator traveling on University business is eligible for an advance payment for airfare, Amtrak, or other long-distance trains up to 30 days in advance of travel.
  • Travel Advances, up to 30 days in advance of travel, will require departmental pre-approval and submission of Travel Advance Request through Chrome River.
  • Travel Advances will need to be settled though Chrome River no later than 15 days after completion of travel.
  • New advances are only available if no prior advance remains unsettled.

Travel Advances – Employees Traveling with Students on University Business

  • Know & understand Hofstra University’s travel rules and regulations
  • A faculty or administrator traveling on University business with students is eligible for an advance payment up to 30 days in advance of travel for travel related costs not easily paid directly by the University, including airfare, Amtrak or other long-distance trains, student meals, tips, and other program costs.
  • Travel Advances, up to 30 days in advance of travel, will require departmental pre-approval and submission of Travel Advance Request through Chrome River
  • Travel Advances will need to be settled though Chrome River no later than 15 days after completion of travel.
  • New advances are only available if no prior advance remains unsettled.

Traveling by Rail

  • All domestic and international rail travel must be reserved at the lowest applicable coach class air fare.
  • The original ticket, or e-ticket, must be attached to the Expense Report.  The ticket must clearly show the dates of travel, the points of departure and arrival, as well as the total paid amount. Support showing payment is required.

Conference Registration Fee

  • Conference registration fees for authorized conference activity is reimbursable at the point of payment, with documentation supporting the business purpose and proof of payment.

Rental Vehicles

  • The University has established an account with Enterprise, which includes National, for discounted rental vehicles. Information is available through Procurement Services.
  • In addition, or when appropriate and cost effective, departments may enter into a contractual agreement for a rental vehicle through the University’s normal contract process.
  • Departments may authorize the rental of a vehicle through means other than Hofstra’s Enterprise/National Account or University contract, where necessary or more cost efficient.
  • Rentals shall not exceed the cost of a mid-size vehicle.  Reimbursement for larger vehicles will only be made in exceptional cases, with prior written authorization, and when the number of travelers or equipment being transported justifies such use. 
Insurance for Rental Vehicles
  • The University currently maintains automobile insurance which provides coverage for vehicles rented for authorized business purposes. In the event of an accident, the school/administrative department will be responsible for costs up to the deductible, currently $1,000. Employees should waive insurance for rental vehicles.

Use of Private Vehicles

  • Personal vehicles may be required from time to time for business-related purposes or may be used when it is the least expensive way to travel.
Mileage Reimbursement
  • Reimbursement for personal vehicle use shall be made at the rate approved by the Internal Revenue Service for the actual miles traveled.  For your convenience, the IRS approved rates are programmed in the Chrome River system.  Mileage reimbursement covers fuel, maintenance, insurance, gasoline, depreciation, towage and all other operating costs associated with vehicle use. Current rates can be found at gsa.gov.
  • Business travel is reimbursed based on the actual driving distance using the most direct route.
  • Commuting miles may not be reimbursed by the University.
  • Mileage reimbursement is not available for University-owned vehicles. Employees receiving a stipend for business use of vehicles may be reimbursed for gas used while traveling on approved business at a rate of 15 cents per mile.
Tolls and Parking
  • Tolls and reasonable parking charges may be reimbursed in addition to the mileage allowance.  The dates, points of departure and arrival, total miles, and calculation supporting total miles (i.e., Google Maps, MapQuest, etc.) should be included with the Reimbursement request.
Insurance for Personal Vehicles
  • It is the personal responsibility of the owner of the vehicle to carry adequate insurance coverage for their protection and for the protection of other passengers.  The University is not responsible and assumes no liability for damage to personal automobiles used for University business, and no liability for deductibles or any other uninsured loss to vehicle.  Expenses for repairs, whether or not they result from the traveler’s acts, are not reimbursable. 
Parking fines and Moving Violations
  • Under no circumstances will the University reimburse parking fines and/or moving violations.

Other Transportation Costs – Taxi Services

  • Travelers on University business will be reimbursed for taxi services, including Uber and Lyft, to and from airports to hotel, to and from hotel to business meetings, and for other necessary business transportation. Receipt documentation reflecting date of service, departure and arrival locations and payment shall be attached to the Expense Report.

Lodging

  • Lodging should be selected based on the most economical choice based on the requirements of the trip.
  • Travelers should book standard rooms at non-luxury hotels, reasonably priced hotels for the geographic area.
  • When traveling to a conference, it is appropriate to stay at the hotel hosting the conference.  The room must be booked at the conference rate, if available.
  • Itemized hotel bills, not just a credit card receipt, must be attached to the request for reimbursement.
  • When traveling on federally funded projects, travelers may request the hotel’s government rate. A letter from the project sponsor may be required upon check-in to confirm the funding source.
  • The University is exempt from sales tax in New York State and may be exempt in other states. The employee should ask the hotel if the exemption will be honored. The University’s sales and use tax exemption may only be used, however, when Hofstra University makes a direct payment. It may not be used in connection with employee reimbursements.
  • The University will not reimburse for movies, laundry, and other personal expenses.
  • While Chrome River will encourage the separation of hotel room rate and taxes, they may be combined on the Chrome River expense report. All other expenses on the hotel invoice must be separately identified in Chrome River.

Meals

Per Diem Meal Allowances, while traveling overnight on University Business

  • Meals and incidentals incurred during business travel are limited to the standard per diem allowance, regardless of payment method.
  • Per diem allowances and meal allocations are set by the government, including amounts paid on travel days. Domestic rates, updated annually, and foreign rates, updated monthly, have been programmed in the Chrome River system.
  • Per diem information can be obtained as follows:
    Domestic:           www.gsa.gov/perdiem  and www.irs.gov/pub/irs-regs/perdiemfaq&a.prn.pdf
    Foreign:              aoprals.state.gov/web920/per_diem.asp
  • Meals provided as part of a registration fee for a conference, whether accepted or not, will not be reimbursed. 
Travel Criteria for Per Diem Allowances
  • To qualify for a Per Diem meal and incidental expense allowance, a trip must involve out-of-town travel away from home/work for more than 12 hours.

Business Meals

  • Employees shall be reimbursed for reasonable business-related meals limited to valid business entertainment with external guests or business colleagues, donors, trustees, or prospective employees, which have been approved by your immediate supervisor and individual with budget authority over accounts charged. 
  • Business entertainment of staff may be authorized by the Vice Presidents or President in recognition of efforts in support of Hofstra. This does not include personal meals, while traveling overnight on University business which shall be reimbursed at standard per diem rates as detailed above.
  • Original receipts, along with a Statement of Business Purpose, must be attached to the reimbursement request, which must be authorized by the immediate supervisor and individual with budget authority for accounts charged.   The Statement of Business Purpose must include the names of all attendees, their business title and relevant business affiliation, and the nature of the business discussed.
  • It is essential that the detailed meal receipt be attached, reflecting the itemized list of food, beverages, and tips, along with the summary receipt which indicates the total amount paid. 
  • Meals are not reimbursed for an employee’s spouse, significant other, or dependent unless in rare cases it is authorized in advance or by agreement.
  • The use of alcoholic beverages for business purposes when entertaining external business-related guests must be kept to a minimum and must be clearly segregated. The University will not reimburse for alcoholic beverages for employees unless served in connection with approved group functions to celebrate holidays or other University-sponsored activities.
  • Under no circumstances may alcohol be charged to a federal grant.

Business Phone Calls

  • Travelers shall be reimbursed for the incremental cost of business calls made while traveling on behalf of the University.
  • Every effort should be taken to reduce the cost of long-distance business calls.  Original receipt documentation, including the original hotel bill listing the itemized calls, is required to support all such requests.

International Travel and Currencies

  • Employee travelers will be reimbursed at the conversion rate charged on their personal credit card billing statement.
  • The Chrome River System is able to calculate foreign currency conversions upon entry of local currency amount spent

Tips

  • Reasonable tips up to 20% are authorized for business travel and meals. In rare cases, higher amounts may be authorized as required by a venue or for large groups or when rounding up to the nearest dollar. Any amounts exceeding 20% will need to be justified and documented when prompted by Chrome River.

Gifts to Employees

  • In general, the University will not approve or reimburse for gifts, including flowers or fruit baskets, for employee personal occasions using University funds. 
  • The President or Office of Human Resources may do so on behalf of the University.  Requests should be submitted to the Office of Human Resources.
  • All cash gifts (including gift cards) and non-cash gifts beyond a de minimus value of $100 are considered taxable and reportable on the employee’s Form W-2.

Receipt Requirements

  • Travelers must provide receipts for all expenses, except for meal per diem allowances. Examples of receipt documentation includes paid hotel invoices, conference invoices and agendas, itemized restaurant receipts, paid uber/taxi receipts, paid invoices for other authorized items purchased, etc.

Prohibited Expenses

  • The following expenses shall not be reimbursed by the University:
    • Airline membership dues.
    • Air phone usage.
    • Corporate charge card delinquency assessments.
    • Invoices for goods/services that could be processed and paid through purchasing, a purchasing card, or through Accounts Payable.
    • Country club dues.
    • Expenses related to vacation or personal days taken before, during, or after a business trip.
    • Mini-bar purchases, including alcoholic refreshments.
    • Movies or other personal entertainment, including on planes and in hotels.
    • Personal calls beyond one call home per day.
    • Spouse or family transportation, lodging, and meals.
    • Travel accident insurance, including cancellation protection insurance, rental vehicle, and airline travel insurance.
    • Gifts to employees (i.e., sympathy, showers, births, birthdays, illness, etc.) When authorized, the President or Office of Human Resources may do so on behalf of the University.