Gallaudet University reimburses faculty, teachers, students and staff for travel expenses incurred while on official University business as long as the travel and expenses are: (1) consistent with the institution's overall mission; (2) within budgetary limitations and approved by the Budget Unit Head; (3) cost effective; (4) reasonable; and (5) in compliance with the TRAVEL AND ENTERTAINMENT GUIDELINES as approved by the President and appended to this policy.
Travelers are required to make air, train and rental car reservations using the deem@work (former Rearden online reservation system) or by contacting Travel-On. Hotel accommodations must be made using Rearden or Travel-On unless attending a conference or workshop that offers a discounted conference rate. All overnight accommodations must be in moderately priced lodging facilities. Air and train reservations cannot be charged to the department’s purchase card or the traveler’s personal credit card. Expenses for meals consumed while traveling on official University business are reimbursed at the per diem rates established in the TRAVEL AND ENTERTAINMENT GUIDELINES. Complimentary meals provided on air carriers or meals included in the cost of a conference are not reimbursed. If attending a conference, the agenda should be attached to the Travel Advance/Reimbursement Form.
Travelers requiring the use of an automobile at their destination are reimbursed for the cost of the rental. Travelers should select a compact class automobile unless group travel requirements dictate otherwise. Employees using their personal automobiles are reimbursed at the per mile rate established by the administration, up to an amount equivalent to the lowest airfare available to the destination.
Other related expenses incurred while on official University business are reimbursed at actual cost, e.g., taxi fares, tolls, parking, reasonable hotel tips, and business-related telephone charges. Luggage fees charged by airlines are reimbursed as described in the TRAVEL AND ENTERTAINMENT GUIDELINES. Personal expenses, such as the purchase of luggage, traffic fines, gifts, club dues, travel insurance (other than for rental cars), in-room movies, passport fees, visa fees, immunization fees, personal entertainment, airline clubs, baby-sitting fees, clothing, and personal automobile repairs are not reimbursable. Spouse travel expenses are not reimbursed unless the spouse is on official University business and unless the travel is approved in advance by the administrative officer.
An expense advance may be provided to the traveler based on the estimated cost of non-ticketed expenses. Upon return, faculty, teachers, students and staff must submit an accounting of expenses to the Finance Office within five business days. Authorized expenses exceeding the advance will be reimbursed.
Failure to comply with this policy and with the TRAVEL AND ENTERTAINMENT GUIDELINES may be cause for delay or non-reimbursement. Additionally, faculty, teachers, and staff with outstanding travel advances may be subject to payroll deductions.