Travel and Meal Expenses Policy 2.3-1

Policy

Saginaw Valley State University supports employee travel for official University business and is committed to covering necessary and reasonable expenses incurred during such travel. University employees are expected to responsibly plan cost-effective travel and comply with all applicable guidelines to safeguard institutional resources. By adhering to this policy, employees contribute to the integrity, accountability, and fiscal responsibility of the University. Approved travel-related expenses will be either reimbursed or directly covered by the University, in accordance with established guidelines.  Expense reports must be submitted within 45 days of the travel end date or the event.

The purpose of the University's Travel and Meal Expenses Policy is to provide clear guidance on allowable expenses related to approved business travel, as well as meal purchases incurred while conducting University business. This policy ensures that University funds are used responsibly, transparently, and in alignment with federal regulations and institutional standards.

Travel Meal Per Diem Policy and Procedures

Per diem rates for meals and incidental expenses are reimbursed based on U.S. General Services Administration (GSA) rate tables (www.gsa.gov) when employees travel on approved University business. 

• Receipts are not required to receive the per diem reimbursement.
• Incidental expenses such as mini bar charges and tips are included in the per diem allowance and cannot be claimed for reimbursement separately.
• Employees are responsible for covering their own meals and incidentals during travel and must submit an expense report to receive the per diem reimbursement.
• The per diem allowance amount is automatically calculated in the expense report based on the travel destination.
• On the first and last days of travel and for single-day trips lasting 12 hours or more, travelers may claim 75% of the daily per diem.
• If meals are provided (e.g., by a conference or a host) or if hosting a University guest while travelling, the meals must be marked as "provided" in the expense report. The per diem allowance amount is then automatically adjusted accordingly.
• If hosting a University guest, employees can use a P-Card or request reimbursement.   The item should be reconciled separately in the expense report (not per diem) and categorized as “Entertainment.” A copy of the receipt with the name(s) and position(s) of those in attendance, as well as the business purpose must be provided.
• Differing rules apply when traveling with students or performing student recruitment based on the event and circumstances.  In general, an employee may use their P-Card to pay or be reimbursed for their and/or the student(s) meals and  must be limited to $12 for breakfast, $14 for lunch, and $21 for dinner per person.  Receipts are required. Per diem cannot be utilized for these meals.

Reimbursement of Meals Not Associated with Travel (not included in per diem):

• Receipts are required for documentation of meals not covered by per diem
• Meals and refreshments for meetings and events involving only University employees (no guests or students) are generally not reimbursable unless arranged through SVSU’s The Conference Center or Marketplace at Doan.
• Providing meals and refreshments for on-campus student meals is allowable, however costs must be under $25 per meal per person.

Lodging

Room charges may be charged to a P-Card or reimbursed.  The original lodging invoice must be submitted to support the University’s payment.

The allowable business expenses are as follows:

• Full cost of a standard single room if traveling alone.
• Proportional share of room cost if shared with others eligible for reimbursement (e.g., employees).
• The standard single room rate when sharing a room with non-reimbursable individuals (e.g., family). If the single rate isn’t indicated, 80% of a double rate or 70% of a triple rate may be used.
• If an employee’s personal preference for an upgraded room or suite exceeds the standard single room rate, the employee may submit receipts for actual expenditures and claim the lesser, allowable amount.

Conference Fees

A receipt or a copy of the program showing registration and other conference costs is required as documentation of the expense.

Other Travel-Related Expenses

Other allowable travel expenses include:

• Taxi, rideshare, or public transportation should be used when available (tip capped at 20%).
• Parking: Receipt required for amounts over $10.
• Tolls: Receipt preferred for charges over $10.

Transportation

1. Personal Vehicle Use and Mileage Reimbursement

   Travel by personal vehicle will be reimbursed at the current federal mileage rate. The number of miles driven used for the purpose of calculating the reimbursement amount may be up to the round-trip mileage from SVSU, 7400 Bay Rd., University Center, MI 48710 to the work-related travel destination(s).  Reimbursement from a personal residence will be allowed only if the number of miles is less than the miles from/to SVSU, 7400 Bay Rd., University Center, MI 48710.  The number of miles between multiple work-related travel destinations may be reimbursed. 

   A mileage estimate will be generated automatically using the University’s internal mileage calculator—no external documentation (e.g., Google Maps) is required. 

2.  Common Carrier 

   Common carrier transportation fares may be charged to a P-Card or reimbursed.  Receipts must be submitted to support the University’s payment.

   Travel by plane, train or bus will be allowed at the coach/economy round-trip fare. Specials based upon early scheduling should be investigated and utilized whenever possible. 

   If an upgrade to business or first-class is desired, the employee may submit receipts for actual expenditures and the non-premium allowable fare.

3.  Motor Pool Vehicles
   

   Motor pool vehicles should be used whenever available. The cost of a motor pool vehicle is charged automatically to the department. However, reasonable out-of-pocket expenses (gas, oil, maintenance) will be reimbursed upon submission of receipts.

4. Car Rental
   

   Car rental should be used only when other means of transportation are not available. Gas purchased for a rental car is an allowable expense.  Car rental insurance must be declined, and the P-Card must be utilized whenever possible.  See Vehicle Policy 3.5-1 for other restrictions. 

Travel Expense Conditions

Unallowable or undocumented expenses will be deducted from the employee’s Expense Report claim and may be considered a violation of P-Card policy. Employees using an SVSU P-Card may charge allowable expenses as outlined in this policy. Any P-Card transaction deemed unallowable or lacking proper documentation will be treated as a personal expense, and the employee must reimburse the University.

Policy Exceptions

1. The Vice President for Administration & Business Affairs is authorized to approve exceptions to this policy.
2. Grant-related travel is subject to the terms of the grant. Employees must consult with the Office of Sponsored Programs to confirm whether additional restrictions apply to travel expenditures.
3. Collective Bargaining Agreement provisions in conflict with this policy will take precedence where applicable.
4. It is recognized that business travel can involve varied and unique circumstances not addressed in this Policy.  Please contact the Controller’s Office for clarification of any questions prior to incurring questionable expenses whenever reasonably possible.