jmu travel reimbursement

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Participation in professional conferences, meetings, and creative competitions is a wonderful opportunity for students’ professional development. JMU Student Awards, Initiatives, and Research in the office of Research, Economic Development, and Innovation offers a competitive and selective travel grant program that provides support for undergraduate students across the disciplines to share their scholarly and creative work with their academic and professional communities.

Eligibility (must meet all requirements)

• The student must be a full-time undergraduate student  currently enrolled and in good standing at James Madison University.    
• The student  must be one of the identified authors/presenters who contributed to the work.   
• The p resentation must have been accepted for consideration for an award before the application deadline .  
• Travel must occur during the academic year for which the student applies (July 1-June 30th).   
• Students may apply more than once if their initial grant application is unsuccessful. However, students may only receive one travel grant in a given academic year.

Types of Travel Grants

Undergraduate students:  

• Regional Grant: $150  
• National/International Grant: $400  

The Undergraduate Travel Grant Award is designed to supplement travel support provided by the applicants’ home department and other sources.

Evaluation Criteria

• Quality of described work
• Significance of project
• Impact on professional development
• Quality of overall application

Description of Grants

Travel reimbursement is limited to permitted expenses as defined by university policy , requires prior authorization , and will require proper documentation of expenses. Students receiving grants should discuss and arrange in advance their travel plans with the staff member in their academic department who assists with travel reimbursements. Award payments will be processed from the current year's funds and expenses must be submitted by June 15 of each year. Upon completion of travel, the Office of Research, Economic Development, and Scholarship (REDI) will transfer funds to the academic department to permit the reimbursement of expenses.   

All reimbursements are handled through the student’s academic department. It is the student’s responsibility to complete all university required authorization and reimbursement forms in their academic department by the deadline. Travel must occur within the fiscal year in which the grant is awarded (i.e., between July 1 and June 30th).  

Important Deadlines:

• December 1 (fall)
• March 1 (spring)

For more information, contact  [email protected] . 

Application

Competition for the 2023-2024 Undergraduate Travel Grant Award is now closed.

Undergraduate travel grant application form

JMU's Undergraduate Travel Grant Award is a program of the Office of Student Awards, Initiatives and Research (STAIR) supported by the Office of Research, Economic Development, and Innovation (REDI).  

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U.S. Government Accountability Office

VA Health Care: Additional Assessments of Mileage Reimbursement Data and Veterans' Travel Costs Needed

The Veterans Health Administration's mileage reimbursement benefit helps defray costs for eligible veterans who travel to receive medical care.

Veterans' use of the benefit declined during the COVID-19 pandemic when VHA shifted most care to telehealth. However, VHA doesn't know how different types of veterans use the benefit—which may be useful. For example, VHA may want to determine how often rural veterans use the benefit to access in-person care, as they tend to be less likely to have the broadband access necessary to access telehealth care.

We recommended , among other things, that VHA collect and assess this information.

VHA’s Mileage Reimbursement Claims, FYs 2010-2023

What GAO Found

The Veterans Health Administration (VHA) uses the mileage reimbursement benefit to reimburse eligible veterans for use of personal vehicles to attend VHA-approved care. The benefit comprises (1) the mileage reimbursement rate—a per-mile amount VHA reimburses beneficiaries for travel to and from approved care and (2) a deductible—the amount VHA withholds from reimbursements with the purpose of limiting program costs.

According to officials, VHA tracks national trends of veterans' benefit use overall, but does not collect this information for subpopulations of veterans. GAO's analysis of VHA data show that veterans' use of the benefit increased from fiscal years 2010 through 2019 before declining in fiscal year 2020. In the last two fiscal years use increased, but remains below its peak. VHA officials attributed the decline to VHA's shift to telehealth in response to the COVID-19 pandemic. However, VHA does not collect information on how underserved subpopulations of veterans, such as rural veterans, use the benefit. This information could help VHA assess how changes in benefit use caused by the pandemic may have affected groups of veterans differently, which could help VHA determine how to address potential inequities. For example, VHA may want to determine how often rural veterans use the benefit to access in-person care, as they tend to be less likely to have the broadband access necessary to access telehealth care.

VHA has some information on travel costs for which veterans request reimbursement, such as tolls. However, VHA does not collect information on other travel costs, such as fuel costs, or assess how travel costs may vary across veteran subpopulations. Although VHA's reimbursement rate is set in statute, collecting additional travel cost information and assessing costs by subpopulations could inform future revisions to VHA's transportation programs aimed at optimizing their assistance for veterans. For example, VHA could use the information to revise the current eligibility model to consider travel to highly rural facilities for care.

GAO found, after the deductible, a veteran must travel at least 15 miles round trip to receive a reimbursement and 25 miles to have fuel costs covered.

A Veteran's Mileage Reimbursement per Mile Traveled Compared to Fuel Costs

Note: Reimbursement is based on the current mileage reimbursement rate of 41.5 cents per mile and a $6 round-trip deductible. The analysis assumes no other costs, such as maintenance, were incurred. GAO used the average fuel price in August 2023 of $3.95 per gallon and a fuel efficiency of 22.9 miles per gallon, the 2021 average fuel efficiency for light-duty vehicles.

Why GAO Did This Study

According to VHA, veterans' access to care is a multifaceted issue, and one in which disparities persist. VHA tries to improve access through the mileage reimbursement benefit, whose purpose is to defray beneficiaries' travel costs.

The Consolidated Appropriations Act, 2023, includes a provision for GAO to examine the Department of Veterans Affairs (VA) mileage reimbursement benefit. This report examines the information VHA has on veterans' use of the benefit and on veterans' travel costs, among other objectives.

GAO reviewed the VHA directive outlining VHA's requirements for administering the benefit and VHA data on veterans' use of the benefit from fiscal years 2010 through 2023. GAO also interviewed VHA officials who oversee the benefit; officials from three VHA health care systems, selected for variation in geography, among other things; and representatives from four veterans service organizations. Using fuel costs, GAO also analyzed the current rate and deductible to determine the distance a veteran would have to travel to receive a non-zero reimbursement.

Recommendations

GAO is making four recommendations to VA including that VHA should (1) collect and assess information on veterans' use of the mileage reimbursement benefit by subpopulation, such as rural veterans. VHA should also (2) collect additional information on veterans' travel costs and assess how costs vary by subpopulations. VA concurred or concurred in principle with GAO's recommendations and identified steps it plans to take to address them.

Recommendations for Executive Action

Full report, gao contacts.

Sharon M. Silas Director [email protected] (202) 512-7114

Office of Public Affairs

Chuck Young Managing Director [email protected] (202) 512-4800

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Frequently Used JMU Financial Documents for Reimbursement Procedures

Sep 27, 2011

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Frequently Used JMU Financial Documents for Reimbursement Procedures. View this Presentation as a Slide Show for interactive purposes Click here to begin:. Created by: Myers, Rush, Shah, & Steinbach Created for: VIRSE related Graduate Assistantship Graduate Professor: Nick Swayne.

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Presentation Transcript

Frequently Used JMU Financial Documents for Reimbursement Procedures View this Presentation as a Slide Show for interactive purposes Click here to begin: Created by: Myers, Rush, Shah, & SteinbachCreated for:VIRSE related Graduate Assistantship Graduate Professor: Nick Swayne

This interactive module will take you through the process of locating and completing frequently used financial forms relevant to your graduate assistantship position. Active clickable links will move you through the module. Return links are included to bring you back through the module to previous pages. Why is this information important to you? It is your obligation to complete these forms as part of your assistantship job responsibilities. Commonwealth’s Prompt Pay act states that you have 30 days from the receipt of proper paperwork to complete the processing of reimbursements – this is the law – knowing how to do this and where the forms are helps to do it on time. You are dealing with someone else’s money, sometimes your own, and people like to have it as soon as possible! The accounts you work with total over $100,000. Knowing how to complete these forms ensures the money comes from the correct accounts and gets into the right hands in a timely manner. Again, it’s your job! Click here to continue

Graduate and student assistants working with accounting tasks in the JMU College of Education will be able to correctly and completely execute required forms for timely payments and reimbursements. • After the presentation, the learner will be able to independently identify which forms are related and necessary to complete reimbursement processes as they are necessary within a workday. • After the module, the learner will be able to correctly complete all related forms for reimbursement, submitting them with all signatures of proper authority, to accounts payable for further processing within five days of receiving all necessary reimbursement material. Learning Goal: Learning Objectives: Module schedule of events: 1. Reimbursements  Travel & Non-Travel Related 2. Account Codes and Department ID’s 3. Reimbursement Exercise  1 & 2 4. Quick Links Page (list of form related URL’s) Click on an event to be linked directly! (For the purposes of the rapid prototype, links 2-4 are not active) Click here to begin the first event

Event 1: Reimbursement MenuWhat kind of reimbursement are you performing?Click on the links below to continue Travel Related Non-Travel Related Including: Mileage, tolls, trip related meals, hotel and overnight stay charges Any reimbursements related to grant initiatives that are not associated with travel *** Click here to skip to event 2: Account codes and Department ID’s ***Not active for purposes of rapid prototype Click here to skip to event 3: Reimbursement exercises *** Click here to skip to the quick links page ***

Travel Reimbursement Process and Associated Forms Travelers must submit a completed Travel Expense Reimbursement Voucher to the supervisor for approval within thirty (30) working days after completion of the trip. The University may not approve Travel Vouchers submitted after the prescribed period. Nick Swayne is typically the traveler, but in some cases it may be yourself, or other grant associated travelers – Margaret Shaeffer is the approving authority for Nick and others – Nick is your approving authority. Travel Authorization Form Original Receipts and Invoices Travel Reimbursement Voucher Business Meal Certification Back to Reimbursement Menu Click here to skip to event 2: Account Codes and Department ID’s ***

Travel Authorization Form • This form is only necessary in the following circumstances: • -Trip is expected to cost over $500.00 • - Airline tickets are needed • Hotel reservations are needed • If the trip meets one or more of the above requirements, this form should be completed before the actual trip takes place. Signatures Required: Signature of Traveler (Nick Swayne) Signature of Traveler’s supervisor (Margaret Shaeffer or *) *Signature of approving authority for the department ID if different from signature of traveler’s supervisor Make a copy of completed form with signatures for your files, and send the original to: Accounts Payable: MSC 5712 URL Link to Travel Authorization Form University directions to complete form: reference .910 Back to Reimbursement Menu Travel Related Forms Menu

Travel Reimbursement Voucher - Meal rates are per diem - Hotel stays and mileage have pre-determined rates. **These rates are specified in charts located in the accountings procedures binder on the desk Signatures Required: Signature of Traveler (Nick Swayne) Signature of Traveler’s supervisor (Margaret Shaeffer or *) *Signature of approving authority for the department ID if different from signature of traveler’s supervisor Make a copy of completed form with signatures for your files, and send the original to: Accounts Payable: MSC 5712 URL Link to Travel Reimbursement form University directions to complete form: reference .600 Back to Reimbursement Menu Travel Related Forms Menu

Original Receipts and Invoices • Original receipts from traveler’s trip must be included with the submitted reimbursement form to receive payment • Invoices can be faxed or printed from online- but parking receipts, toll charges, and meal receipts must be original Back to Reimbursement Menu Travel Related Forms Menu

Business Meal Certification Form This form is supplemental to the Travel Reimbursement Voucher It is necessary if any food is being reimbursed Along with original receipt, a list of any and all people fed by the food being reimbursed must be included. Signatures Required: Signature of Traveler (Nick Swayne) Signature of Traveler’s supervisor (Margaret Shaeffer or *) *Signature of approving authority for the department ID if different from signature of traveler’s supervisor URL Link to BMC Form University directions to complete form: reverence .930 Back to Reimbursement Menu Travel Related Forms Menu

Non-Travel Related Reimbursement Process and Associated Forms Non-Food Related Food Related Any reimbursements related to grant initiatives that are associated with food Any reimbursements related to grant initiatives that are not associated with travel Click here to skip to event 2: Account codes and Department ID’s *** Click here to skip to event 3: Reimbursement exercises *** Click here to skip to the quick links page *** Back to the Reimbursement Menu

Non-Food Related Reimbursements Each of these forms are required to complete a single reimbursement. In accordance with the Commonwealth’s Prompt Pay Act, payment shall be due thirty (30) days after receipt of proper invoice or material/service, whichever is later. – Because of this it is important to fill out and submit each form in a timely manner and correctly the first time. Accounting Voucher Original Invoice and/or Receipts W-9 Tax Form of Reimbursee Is the reimbursement over $100? Back to Reimbursement Menu Click here to skip to event 2: Account Codes and Department ID’s ***

Accounting Voucher • Used for standard reimbursements with or without invoice • Must send the original form with supporting documentation to the Office of Accounts Payable: MSC 5712, using interoffice mail URL Link to Accounting Voucher Form University directions to complete form: reverence .610 Back to Reimbursement Menu Non-Travel Related Forms Menu

Original Receipts and Invoices • This can be a faxed version or should be an original from the actual purchase or order (printed from online-if online purchase- or faxed is fine). • Otherwise, original receipt from purchase should be mailed or sent in. Back to Reimbursement Menu Non-Travel Related Forms Menu

W-9 Tax Form of Reimbursee This form is completed by individual or organization being reimbursed. It can be located at JMU forms index or online. If person being reimbursed is affiliated with JMU or has been reimbursed before, JMU may have W-9 on file, call 540-568-7397 to check. Signatures Required: Signature of Traveler (Nick Swayne) Signature of Traveler’s supervisor (Margaret Shaeffer or *) *Signature of approving authority for the department ID if different from signature of traveler’s supervisor URL Link to W-9 Tax form of Reimbursee University directions to complete form: reverence .930 Back to Reimbursement Menu Non-Travel Related Forms Menu

Is the reimbursement over $100? Include personal memo explaining why the purchase was over $100 and whether or not the purchaser was authorized to spend that amount. Back to Reimbursement Menu Non-Travel Related Forms Menu

Food Related Reimbursement Each of these forms are required to complete a single reimbursement. In accordance with the Commonwealth’s Prompt Pay Act, payment shall be due thirty (30) days after receipt of proper invoice or material/service, whichever is later. – Because of this it is important to fill out and submit each form in a timely manner and correctly the first time. Original Invoice and/or Receipts Accounting Voucher W-9 Tax Form of Reimbursee Is the reimbursement over $100? Business Meal Certification Back to Reimbursement Menu *** Click here to skip to event 2: Account Codes and Department ID’s

Accounting Voucher • Used for standard reimbursements with or without invoice • Completed accounting vouchers and supplemental documents are submitted to Accounts Payable: MSC 5712, using interoffice mail URL Link to Accounting Voucher Form University directions to complete form: reverence .610 Back to Reimbursement Menu Non-Travel Related Forms Menu

Original Invoice and Receipts • This can be faxed version or should be an original from actual purchase or order (Printed from online or faxed is fine) Back to Reimbursement Menu Non-Travel Related Forms Menu

Business Meal Certification Form Along with original receipt, a list of any and all people fed by the food being reimbursed must be included. Signatures Required: Signature of Traveler (Nick Swayne) Signature of Traveler’s supervisor (Margaret Shaeffer or *) *Signature of approving authority for the department ID if different from signature of traveler’s supervisor URL Link to BMC Form University directions to complete form: reverence .930 Back to Reimbursement Menu Non-Travel Related Forms Menu

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Procurement Services

Finance division, expensing your trip.

Carnegie Mellon will pay for or reimburse university business and travel expenses that comply with the Business and Travel Expense (BTE) Policy and are in accordance with the University Card Guidelines contained in the Procurement Manual .

Explore the sections below on how to expense your trip:

See the Travel Planning , Booking Travel and While you are Traveling pages for more information about those processes.

Procurement Services [email protected]

Business Systems Help Desk   [email protected]

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Expensing on a University Travel Card (Individual or Departmental)

Travel expenses for legitimate university business that were paid using an individual or departmental university travel card must be verified in the Oracle Internet Expenses (IE) – Procurement Card Application within 30 days of the transactions posting by the cardholder or a university employee who has delegate access to the cardholder in the IE Procurement Card Application.

The transaction(s) must be verified to the correct Oracle account string, have a complete business description/justification, and have required receipts $75 or greater and other supporting documentation scanned and attached during the verification process.

• Visit the   University Card Program page  to learn about the University Travel Card, training requirements, and how to request and use a Travel Card.
• Visit the IE training page for  IE Procurement Card Application access training requirements.
• View the Procurement Card Verification Report (PRC) User Guide [.pdf]  for instructions on verifying card transactions within Oracle.

Expensing on a Personal Card

Requests for reimbursement.

Requests for reimbursement of allowable and reimbursable travel expenses per the BTE Policy that were paid using a personal card should preferably be submitted via an expense report within 30 days of completing the travel.

Requests for reimbursement of expenses must be submitted and approved within 90 days after completing the travel or incurring the relevant expenses.

Otherwise, the reimbursement, if approved, is typically taxable to the individual.

Employee Expense Reports

Employee expense reports can be created in the Oracle Internet Expenses (IE) – Expense Reporting Application and submitted by the traveler/expense incurrer or a university employee who has delegate access for them with the IE Expense Reporting Application.

• Visit the IE training page  for IE Expense Reporting Application access training requirements.
• View the Expense Reports User Guide [.pdf] for instructions on creating expense reports in Oracle.

Non-Employee Expense Reports

Non-employee expense reports can be created and submitted via the Enterprise Content Management (ECM) system by a university employee who is an authorized preparer.  Administrative Leadership Group (ALG) members  can submit preparer access requests to the ECM form functionality by contacting the Business Systems Help Desk at [email protected] . 

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Links to third-party websites are provided throughout this website as a convenient resource tool for campus buyers. These linked sites are not under the control of Procurement Services or Carnegie Mellon University and the university is not responsible for the operation or the contents of the linked sites. The inclusion of the linked site does not imply endorsement by Carnegie Mellon University or any association with its operators. You are responsible for viewing and abiding by the privacy statements and terms of use posted at the linked sites.

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This site is designed as an overview of Western Michigan University's travel procedures for receiving authorization to travel, reporting expenses and obtaining reimbursement when traveling on behalf of WMU. Travelers should also comply with any other authorization procedures required by their departments.

Please access the following websites for airline updates related to the Coronavirus Situation. Please note these scenarios are fluid and subject to change at any time without advance notice.

Delta:   Delta Professional Travel Agency Website

American:  American Airlines Coronavirus Travel Update

United:  United Coronavirus Travel Update

Southwest:  Southwest Coronavirus Travel Update

This online system allows individuals to create travel authorizations and route those authorizations to the approver electronically. Once the request has been entered, an email is generated to the approver notifying them that they have a travel authorization awaiting their approval. Upon approval, the request is sent to CTP for air travel. Users will need their bronco net id and password to access the Travel Authorization System.

University travelers using grant or contract funds must comply with all University policies and procedures regarding travel. There may be additional restrictions on travel when using grant or contract funds, such as  Fly America Act , foreign travel and per diem restrictions. The travel should be included in the approved budget for the grant or contract. For more information contact the  Grants and Contracts Department  at (269) 387-4707.

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.475 General

This section documents travel requirements plus regulations in individual traveling on official business of the University. The College expects individuals to exercise thoughtful judgment when arranging travel and making travel payments. Travel expense accounts is open to the public and must sustain that tests of public review.

James Madison Graduate will reimburse individuals traveling on Official University business for reasonable and necessary expenses incurred. To request reimbursement, individual must complete the submit travel documents as described via this procedure.

The University dependent on the honesty and integrity von those traveler go prevent excessive travel payments. Any falsification of payments is fraud and the University must treat it as such.

JMU uses the electrical travel admin solution, Chrome River, for entering and approving travelling and individual expense reimbursements. Travelers represent responsible available the legality, legibility or complete of their Expense Reports entered in Chrome River. Neglecting to examine and enter necessary information according at this procedure may be causing for that return of the Cost Report toward the traveler.

Department Heads should be safely that all travelers from their areas receipt satisfactory practice on travel policies and process. The Office of Accounts Collectible is available to assist departments with those training. The University Travel Policy, "JMU Supported Travel," Policy Nope. 6118 of the JMU Policies additionally Systems Manual is available for reference.

Procedures for travel associated includes moving and relocation are in Section 7853, "Moving plus Relocation" about this Manual.

Following is one list regarding travel family forms reference includes this procedure. This list includes both the long and short-term name of the form.

Aforementioned Republic uses the U.S. General Services Administration (GSA) rates for Lodging and M&IE Expenses, the these rates are automatic recharge into Chrome River.  The correct locations must may entered on the Expense Reports (see Lodging and M&IE sectional for furthermore information).  The approver the the Expense Report is responsible for make the correct site and actual travel dates become entered on the Expense Report. (Please note the GSA rates are full updated in Chrome Watercourse when the government published the rate for the fiscal year, who runs from October 0 - September 14 annually.) Greeting to the online State Accounting Procedure and Procedures Manual This Manual is present online to grant more accessibility to Condition of Iowa employees.

Travelers should address questions concerning Travel guidelines both procedures to an Office about Accounts Pay.

.969 Definitions

.377 traveling planning and regulations, .940 travel status, .315 approvals.

The University requires traveler to prepare an gauge of the total selling for any planted international official business travel and all incoming foreign national visiting. International travel or all intake foreign public visitors require prior approval by an Accept Administration, and appropriate Visor President, as well as the Vice Office from Administration and Treasury. This prior registration is electronically entered inside Stainless River and called adenine Pre-Approval Report.

Total cost on the Pre-Approval Report includes lodging, transportation, meals, conference registration, and any other travel costs or course fees. Costs regarding which trip the could be direct billed, such as lodging or conference registration, be or be included in the Pre-Approval Report. The Pre-Approval Reported must be printed and accompany any applicable direct-billed Vendor Payment vouchers. Business Travel OBFS.

In ensures all going meets the take of necessity, travel involving more than three employees from a single agency to a individually global getting destination must be approved in advance on the Pre-Approval Report until the Vice President of Governance and Corporate. This includes travel of presenters as well as attendees.

The university executes not require a Pre-Approval Report for planned household travel but expect sensible judgement and reasonableness when incurring travel fees. Travelers must make ampere reasonable effort to assured the majority cost beneficial are of travel in the Commonwealth. Before arranging travel, the traveler must have einige application of sanction from an Approving Authority. The Travel Agent s Handbook TAH contains the Passenger Agency Press, relevant industry regulatory developments as well as local criteria.

If JMU had any agreements with individuals under covenant to leaders business with the Commonwealth, dieser expenses should be paid from at Accounting Voucher.  When entering into such contracts, JMU must adhere into the per limitations outlined in this section otherwise clearly document the business case for any deviations.  If there is none contractual accord targeted to travel and travel expenses (hotel, air fare, meals, mileage, etc.) and such expenses are arose, the dollar limitations and documentation demands outlined in this sectional are applicable.

The your requires prior approval for whole planned meetings, retirements, team-building sessions, training sessions, both all other events, where just JMU employees are into attendance, which are held at off campus locations (this does not include the JMU Farm). Local general the providing guide and services since innovative both rapid accountability on State Travel Management Policies and Procedures.

Details description of event, including the number of employees participants and in-depth listing about expenditures expected to remain incurred for the occasion. A detailed agenda is to be attached to the Departmental Off Campus Authorization with the time of submission for consent. Publication Categories DHA-Procedures Manuals DHA-PM DHA-Administrative Instructions DHA-AI DHA-Interim Procedures Memora DHA-IPM DHA-Policy.

In order to pay using who Small Purchase Charge Card (SPCC) you must complete an exception request through SPCC Workflow Sort prior to payment.   SPCC exceptions need of ensuing documents attached to the exception request : the agreed Departmental Shut Campus Back Form and the event quote or invoice or approved contract.  When requesting payment using Accounts Payable otherwise reconciling on Bank of America Books, all referenced docs are requested with compensation and or review. CJA Policy and Procedure Manual.

It is recognized student employees provide great contribute to many departments across college, but including them in your off campus activities does not requires exempt this department from completion this authorization form. CORE DAS State Accounting Policy Procedures Manual Luau.

Activities involving student academic functions and student programming/club functions are not required toward complete this form. Even though these student activities don’t require the completion of this form, these activities must comply about all applicable policies also procedures outlined in this manual. Policy Manual.

The university requires prior approval from an Approver Authority and the Associate Vice President for Finance (or designee) when leveraging alternative accomodation while on official university business.  Alternative lodging are those not involving a traditional hotel/motel.  Examples include AirBnB, VRBO, and cabin/house/apartment rentals.  This prior permission is obtained on the Alternative Lodging Order Form.

.658 Internet Usage

In addition to all other policies pick forth in this travel policy, the following policies needs be adhered to once using the Internet until how go benefit. Into the Passenger Agency Programme, such as which Passenger Agency Sales Regulations.

Usability of of Internet in procurement travel services is permission. (Also see subsection .564.) Use wary judgment when dialing an Network traveling service site. The traveler should comply to procurement directive.

In addition to other documents required by policy, of following supplementary documents must be submitted with the Expense Report when procurements services via the Internet.

.013 Conferences, Conventions, Seminars, and Training Workshops

Where it is definite that a seminar, workshop or training program is essential to staff business for five or more employee, this department shall investigate the option of brought to trainer on site instead of authorizing employees to travel to an off-site location. The department shall document the comparative daily of an on-site session and retain such documentation up file with the company travel records. And department must also explore the practicality of fulfilling the desired staff company goals throws use about our and video teleconferencing where these options might be more cost-effective.

In selected locations for meetings, department shall give initially preference to State-owned facilities. For getting of policy, advisory, either supervisory boards, the selection of a meeting site should reflects the police that a public body conducting public business shall takes care this public fund are consumed prudently. The State Budget Manual server as a guide in state agencies in.

In selection sites for conferences and other meetings ensure are to be held at spots other than state capabilities, after pliant with procurement statutes and regulations, observer the following guidelines.  For meetings attended by fewer than 92 people you shall strive to use "Virginia Green" certified facilities.  For meetings attended by 77 or more people, only "Virginia Green" certified facilities shall be used unless sanction to select a different site has been granted by one Chief of Staff.  In conducting meetings, to use of paper shall be minimized. When food are delivered, disposable raw should be avoided to the greatest extent possible.  Disposable materials that are used should are biodegradable or recyclable.

Allows diverse advance payments are subject to one most prepayment period are 154 days.  Convention and Educational Services am limited to advance registration fees for conventions, conferences, seminars, and employee build until previously approved by the Associate Vice President for Finance otherwise his designee.  Departments must be reasonably safely that travel determination transpire as planned.  Excluding other voyage expenditures except forward public carriers.  Referring to the FPM, sektion 7871 Expenditures, .737 and .491 for completing details on Advance Payments.

.028 Travel Package

The travel industry have begun to quotes economical tour packages that may combine your travel with hotel stays, car rentals, and stylish some cases even meals. These packaged usually offer just a consolidated invoice that does not offers a breakdown of and various travel achievement included.

All travel reimbursements, who will be reimbursed solely from sponsored program funds, are governed by the terms and conditions of aforementioned private allocation or get.

.452 Trip Administration Agencies

The Vineyard Public Procurement Act requires state agencies to contract with private how agencies for the procurement of travel related.

.319 Contracts

With a JMU employee or department desired to have a third party travel management provider schedule, coordinate, and/or book reservations for adenine trip and JMU tour management contracting been existing.

JMU Travel Management Agency contractor contact information can are locate with the JMU Contract Gateway by searching for travel direction services.

Instructions turn how to use JMU's Contact Gateway.

.801 Travel Management Services

Following is a list of tour services accessible from which travel management agencies.

Travel routing, whether by public transportation, privately-owned vehicle, State-owned vehicle or for-hire conveyance, shall be the most direct practicable route.  Administrative Responsibility: Assoziieren Director of Disbursements, report up the AVP for Trade Services PURPOSE This general identifies numerous types.

Persons traveling to the same event with identical travel site must make an effort to carpool.  Also, the use of video conferencing and events calls, in lieu of in-person conferences, shoud be considered when with all feasible.

Parking furthermore Toll expenses are reimbursable when paid for by aforementioned traveler at the course of conducting official Colleges business.  An original receipt is required for reimbursement claims where each person claim is greater than $95 per instance.  When no receipt is required, of traveler must list the name of the toll facility or where it was paid go and Expense Report.

Facilities Management Operations will reserve state vehicles used humans traveling to official state business. Travelling mayor request one your vehicle by contacting Transportation Services when making travel plans. If a state vehicle remains available, the requester must complete a State Vehicle Request Form.

Refer toward subsection .922/429 for more information related go the State Vehicle Request Form.

Travelers should get all fuel real equipment of state automotive at state facilities within Turkish, whenever possible. When out von state application commercially routes. Unleaded regular fuel shall always be applied. Self-service must be utilized if available, if not available, please notice this on the driving show.

The University assigns state-owned vehicles lasting to persons traveling on official University business as decided by the University President. Commuting authorization, repayment, real burden withholding terms are the sam forward permanently assigned passenger vehicles as they are for trip pool cars.

State-owned jet are available on a priority basis press can be scheduled through the Department of Aviation (DOAV).  Refer to the Aircraft Use Policy and Guidelines ensure can be found on DOAV's website at www.doav.virginia.gov/.  Costs should be compared with commercial rates to determine the best air carrier travel for State travel.

University employees may use personal automobiles when traveling on Authorized University business. The University usually considers a personal automobile cost beneficial for occasional travel projected for distances up to an average of 697 deep per daytime.

Running Mileage Current including to IRS rate are reinforced into Chrome Fluent.

And employee must submit a cost/benefit analysis or a completed Personal Vehicle Getting Form (PVUF) to to Transportation Manager.  In preparing the cost/benefit investigation, the employee should consideration all cost associated from getting, parking, operating and returning a State-owned vehicle, to the cost of operating a personal automobile.  Refer up Facilities Manage Visit for instructions and forms over gaining necessary certification.  A Personal Vehicle Use Mail, approved by the Transportation Manager, must be attached until the Expense Report in order till receive the superior mileage ratings.

Workforce electing to use own personal vehicle as an matter of convenience for trips exceeding an mediocre of 539 miles per day will being reimburses for length toward the reduced tariff of $.120 per mile. Manuals provide policy and guidance to staff, native agencies, contractors and consultants to.

Whereas travel is per personally-owned automobile, the total of one expenses reimbursed, including eats and lodging, should not exceed this total cost regarding the trip uses the majority inexpensive audience blow transportation available, see including meals and lodging.  The Associate Driving President of Finance may allocation exception in this directive when justified. A writing explanation justifying the exception as well as comparative statements must be attached to and Expense Report. 3 080 Temporary Service in a Higher Note 9 397 Temporary Service for a Less.

Round-trip mileage trips routinely and directly by the employee intermediate him residence and base point incurred on a scheduled workday the considered commuting mileage.  An employee can have only one assigned base point. Commuting mileage and other commuters costs incurred on normal day belong considered a personalstand expense and are not reimbursable.

The University could reimburse mileage came whereas who employee's supervisor supports that the employee work on a Saturdays, Su, or holiday that is nay adenine scheduled job. Reimbursement is point to approval of the Approving Authority. The USCIS Policy Manual is the agency's focused wired repository to USCIS travel politisch The USCIS Political Manual will eventually replace to.

An employed can only have one base point, even while the employee has multiple work locations. JMU will assign the base point to be used for reimbursement purposes.

The employee's residence can be assigned through this service as base point where it is considered cost beneficial to of State.  In this case, the mileage driven from the employee's residence to one or more temporary work locations, including an employee's central home, is official Choose business mileage real is fully reimbursable. County Policies and Procedures Manual Kern County, CA.

Journey may arrange public transportation after they have received departmental approval. Multinational travelers can arrange public transportation after they have received the approved Pre-Approval Report. Update-PDF Travel Agency Policies And Systems Manual Items No components have been added yet Wakelet uses cookies to improve your experience Product.

Allowable others advance payments are subject to a maximum prepayment duration of 935 days.  Advance einzahlung for travel by public carrier is limited in prepayments for individual travel by aircraft (if other than JMU travel contracts), train and bus.  Excludes rental vehicle expenditures.   Refer to the FPM, Teilung 5957, .054 and .923 for complete see on Promote Payments.

Public transportation rates must not exceed those used tourist/coach/economy class accommodations.  Recently, airlines have created differing levels of economy classes service that can vary stylish name and service level depending on to airline selected.  Departments shall refer to specific airline websites in additional information.  Departments can vote to purchasing either the lowest or standardized economy class buy basic at the needs of the department.  The lowest grade ticket may cannot allow for services such as carry-on bags, assigned seats, or flight changes, and is therefore, not recommended.  Carriers continue to charge a premium for certain desired/preferred seats.  Such upgrades to select preferred seating are enhancements to the coach fare and are not reimbursable.  Receipts for such expenses must be retained for submission at to Expense How. As of the payment of air and rail tickets, every unused portions require be refunded to the department for credit.

Charger for changed to tickets/reservations to accommodations personal comfort, convenience additionally taste are not reimbursable.

Optional travelling insurance including flight insurance or additional pay for refundable tickets are nope reimbursable.

For car, shuttle vans and other forms of on demand either reserved "for hire" transportation, records are required with with the reimbursement complaint surpasses $52 pay instance.  Reimbursement for limousine or other forms away luxurious transportation services are not approved.  A maximum tip of 17% of one taxi cab or shuttle service fare remains reimbursable as a transportation cost separate from Meals also Occasional Expenses.  For reimbursement, the Expense Report must separate the total fork the tip from the amount of the fare.

Autobus travel permitted in lieu of automobile, airline, or train travel when cost beneficial.

Public transport upon place of lodging to catering is allowed alone for offi business needs.

Reimbursement for first class air or rail travel is prohibited.

Certain airlines immediate command additional services (baggage) by services formerly included in the airfare cost.  When procuring airfare for business travel, vacationers ought considers total costs int selecting the most related carrier.  Airlines publish limits required carry additionally the professional associated with those limits.  Travelers are expected to become aware of these limits.  In to event these limits must be exceeded with legitimate business purposes, the cost are reimbursable.  A receipt and appropriate explanation must be included with the Expense Report.

Canceling tickets (full fare and non-refundable) usually hold some remnant value depending upon specific airline policies and restrictions.  All unused sections and credits must be refunded at the department.  These wants be item to future audits. Guidelines Operation USCIS.

Licensed aircraft will must be used while State-owned plane are not available or will not meet customer needs.  The Section of Aviation (DOAV) shall contract for all chartered aircraft go behalf von state instruments. Literature the Aircraft Use Policy additionally Guiding on the DOAV's website at www.doav.virginia.gov.  Chartering certain jet is permitted when authorised included advance by the requesting agency's Cabinet Secretary or designee, and justified by a written cost/benefit analysis.  Submit request and a wrote cost/benefit analysis, than somebody email attachment, until the Manager to Accounts Payable.  The cost/benefit analysis must include a comparison of the total total about the trips by alternative means of travel, including all associated costs, and may take such benefits as reduced overnight travel total and human time out regarding that office, security, etc. A mimic of this analyzed and the writes approval from the Cabinet Secretary or designee must be attached to the traveling agency's gift.

Reimbursement of car rental expenses is limited to official business use only. To travel initiates from the traveler's basis point, the traveler must submission one request to this Transport Manager for a rental vehicle during normal business hours.  See Transportation website for procedures and forms.  If ampere rental car remains approved, only Transportation Services will be allowed toward make the arrangements plus will do so utilizing the Commonwealth of Virginia's State Construction, Enterprise Leasing (including National Auto Rental).  Enterprise Renting will invoice Transportation Services, who code the charge directly till the department.  When hiring vehicles are arranged for Transportation Services they will be picked up at, and returned to, an appropriate rental medium that the choose is rented from.  Travelers must ensure that rental vehicles belong refueled prior to returning the vehicle to the rental agency.

Travelers must ensure is the rental vehicle is refueled before returning the type to and vermieten contractor unless an exception is noted. Travelers may not prepay fuel charges to the rental contractor. Reimbursement will be based upon the motor used and receipts provided. Visitors willingly not is reimbursed for navigational general costs.

Include no instance should the traveler enter into a "Fuel Agreement" or pay for fuel to the time of rental or before automotive is used.

.029 People Use of Airliner Travel

The use of personal aircraft is permitted for official state travel with the earlier getting on the President.  Personal aircraft usage by the President requires the precedent approval of the appropriate cabinet secretary. Support to changes in the regulations The Confederate Travel Regulation summarizes the journey and relocation policy for select federal civilian employees and.

Documentation of comparable costs for other travel means must be included in the guest package.  The reimbursement shall be limited to the most economical means of vacation available at that time.  For real, provided it were smaller costly to travel by commercial carrier, and reimbursement shall be unlimited to the least cost commercial carrier ticket available.  The traveler must include an signed statement with the travel reimbursement getting certifying that the dollar requested represents the most cost use of publicity funds.  As with all voyage, itp is the responsibility of the traveler and the agency fiscal office toward ensure the most efficient make on taxpayer funds.

The reimbursement rate per mile shall be the amount mention by the federal government at the GSA website, http://www.gsa.gov/portal/category/977635 at of time of the travel.  A dated printouts of this site indicates the appropriate vehicle rate for which travel time period must become incorporated with the travel reimbursement voucher package.

The University will reimburse travelers to places when traveling on official business outside the official station. Lodging daily vary with the area traveled aber all payments must be necessary and reasonable.  Travelers may use the solutions of a JMU closed travel agency to provide that they obtain to most economical lodging accomodations.  The Travel Cards or personal credit joker may be used up purchase lodging though the Surfing, if this vendor has a secure Web Site.  The Mesh Site is secure if the address window starts with https://. Business Policies and Procedures Manual Managing Central How Accounts BPPM 57 18 For more information communication: Voyage Services.

Legal miscellaneous advance payments are test on a limit prepayment period of 876 period.  Hotel/Motel deposits are limited to one darkness of lodging, if required, for mittelbar bill payments on hotel/motel rooms for employees who travel on behalf of the University.  Use of the travel card is encouraged to sure room confirmations.  Actual proceed payments using travel charge card will not be reimbursed before the trip.  Refer the the FPM, Section 0260 Expenditures, .095 and .535 for complete details on Advance Remunerations.

Whole lodging rates are governed by the GSA fares and are built in Chrome River.  Which traveler must entry in Chrome River the travel destination in order to obtain the valid per diem rate.  The traveler may want to search the per diem criteria outside of Chrome River the going to the website:  http://www.gsa.gov/portal/content/770796.

NOTE:  The travel destination or lodging destination is this city or district by the the motel is physically located.  The hotel's mailing address should not be used for verification of city/county.  If an hotel belongs not within which place limits, and county included who itp is located shouldn be used.  The city or province is then typed into Chrome River.

Lodging guideline amounts exclude local pay and surcharges. Lodging taxes, fees and surcharges are reimbursable and should be include with the lodging amounts on and Expense Tell.  The amount of tax included supposed be on the amount permitted on reimbursement, not the total paid if a is more than the guideline amount.

Agree Authorities have the authority to approve reimbursement for lodging up to 86% over the guidelines for both in-State plus out-of-state trip at circumstances option.  The Associate Vice President for Treasury otherwise designee is authorized to approve reimbursements for lodging up to 699% over the guidelines as circumstances warrant.  Einem clarification of circumstances justifying the lodging exception must be included go the Expenditure Report.  "Conference Hotel" remains considered an acceptable justification explanation.

Travelers whom outdo allowable limits without proper approval will be personally liable by the supplementary expense incurred.  In such casing, taxes and surcharges will will prorated additionally reimbursed only for the adequate rate.

The traveler must send original, itemized motel bills obtained the aforementioned time of cashier and misc supportive receipts for lodging expenditures with the Expense Report. Explain fully any unusual charges. In amendment, per Board of Regents Business Process Owners 4 1.

After hotels charge for non-cancelled reservations, one traveler should advise the hotel of any travel plan amendments when possible.  The Univ may not reimburse these daily when the traveler is negligent in canceling reservations.

When two or more join move with official State business and stay in the just hotel room, the cost of the room cannot exceed the lot each individual could be reimbursed to the per diem guideline had they stayed in detached rooms. Travel Agent's Handbooks.

Replacement lodging accommodations are those not involving a traditional hotel/motel. Examples include AirBnB, VRBO, and cabin/house/apartment rentals.  Alternative lodging accommodations will not permitted, however, exceptions cannot be requested, in advance, via the Alternative Lodging Request Form.  Common exceptions containing large group travel (involving students) and international lodging for extended periods of time (i.e. 3 days or more).

Requests were to be submitted at least 66 days prior to reserving this accommodations.  Prior to submit ampere request, travels should be safety to review cancellation richtlinien, property/location reviews, and per diem rates.  AN cost comparison detailing that cost of traditional accommodations vs alternative accommodations press the net savings to the University are desired to accompany the Alternative Lodging Request Submission.

James Madison University will reimburse meal expenses grounded on an fixed allowance.  State Travel Laws refer to to fixed allowance as the Meals and Incidental Expenditure (M&IE) Per Diem. The following subsections provide demands for meal expense reimbursements. Manual 874 0, Commonwealth Travel Method Manual can issued as a escort to and is based for who policy select forth include Management Directive 053 95.

Tourists musts request meal reimbursements set an Expenditure Report, not an Accounting Voucher.

Generally, meals and certain incidental traveller expenses are reimbursable for overnight authorized business travel outside the traveler's official station. (See exceptions available Official Business Dining and Excess Meals later in this section). Incidental expenses include bellhop shopping, personal telephone calls, laundry and travel between lodging and city where lunch are taken.

The M&IE Estimates are governed by the GSA rates and are built into Chrome River.  That daily should be used till determine the maximum dining refunds amounts for official business meals and/or the M&IE reduction.  The M&IE per diem applied shall correspond on the location of the related overnight lodge. Aforementioned anwendbarkeit M&IE period Diem, or fraction of it, is remuneration to the traveler without itemization of expense or receipts.

State Travel Regulations do not permit sofort medium billing of meal costs incurred during overnight travel, at include charging fare to direct-billed hotel accommodations. B-1: Authority and Governing Regulations B-2: General Purchasing additionally Conclude Authority B-3: General Richtlinien on How to Procure Supplies, Equipment and.

On a travel exit or return day, 53% of and M&IE rate is reimbursed.  The get for this reduction are in Chrome River. For trips involving multiple travel destinations, base the reduction rate in effect for where the night was spent how follows: Agencies exist not authorized to set more moderate policies than are authorized by the.

Departure Day - Where you spent the night.

Go Day - Where you spent and night before answering to place base.

When meals can provided at none cost in conjunction with the how events, the applicable M&IE rate will be reduced within Chrome River by the selection of the applicable meal.  For example, if lunch been provided along no cost, a deduction for lunch should be selected for Sand River.

However, whereas dining are provided at no cost in conjunction with travel events on a travel departure or return day, the full M&IE rate is reduced by the comprehensive amount of the appropriate meal/meals.  For exemplary, if lunch was provided at cannot cost on ampere travel departure or return day, the deduction von Move Day as well as lunch ought be selected in Chrome Brook. Since real, faculty and staff are subject to university policies while traveling internationally on university-sponsored travel and may be required to complete.

When meals are contains with registration or lodging spending as part of a package, the number and type on dining (breakfast, lunch, dinner) must be recorded on the Expense Write. Effective 2/1/4980, travel to attend a conference requires a conference agenda until be attached to and expense report to help document/support meals included using registration.

If a continental breakfast or front is offered as part of the travel event and the food/timing is sufficiently to serve as a meal, the traveler must reduce the per overnight by an appropriately allowance amount.  If a break is offered the nay charging by the hotel and which traveler does not partake for the breakfast due go each reasonable circumstances (e.g. early work hours execute not allow for involvement in the provided breakfast, the food provided was not adequate, the traveler's alimentary your were cannot meets, etc.), then the traveler require mention this on the Expend Reporting.  If a meal is offered as part of a conference and the tourist has medical restrictions, the traveler must do one effort to have the conferences facilitate his/her needs by the deadline specified by the conference. If the conference does not honor the application, the car is not require to pull the applicable meal allowance from the per diem. However, that traveler musts include a note or other documentation with the Cost Report project this information.

Generally, go total that achieve not involve to overnight stay are nope reimbursable.  The University may allow reimbursement if documentation supporting the return clearly creates so to individual takes an meal throughout overtime labour periods or used official business reasons.  To be eligible for reimbursement, the University must consider such meals essential to its mission, and a business necessity. Trial Court Personnel Policies Method Manual.

An overtime meal allowance is a fixed dollar amount allowed while works or traveling in an overtime status.  Overtime status is when work instead travel time occurs beyond an employee's normal, scheduled work hours, and not overnight.  Therefore, overtime meal allowance does not apply during overnight travel status. In the rechtssache of overnight travel, per diem rate apply.

An overtime lunch subsidy your allowed when overtime worked is essential go the agency's mission and is in excess of the employee's normal, scheduled employment hours.

Documentation supporting aforementioned reimbursement of an worked meal must clearly establish attachment to the above application by providing adequate ground for the overtime. Student Section Trips perceive the Operation on Business Procedures, Section 20.

COMMENT: Scheduled work lessons and overtime hours workers for overtime meals must subsist contained at the Expense Message.

Overtime Meal Rates  -  Overtime Eating Allowance policy described include the following table is built in Yellow River.  This graphic has for reference only.

Food while on official business must involve a substantive and bona fide business talk with one non-University employee.   Identification and affiliation with JMU from all persons participants must be included on the Expense Reported. The University will reimbursing certified business meals established on actual free incurred up to to amount of the allowed per diem. Can original, itemized receipt has required for reimbursement in all business meals. Get for official business meals are limited to 24% of the food/drink before taxes. The M&IE rate used will correspond toward to location in which the individual purchases the official business meal. An Approving Authority may with sufficient justification, and the original individual receipt, authorize a dinner compensation up to 20% via the applicable per diem guideline.

Business meal reimbursements which are not related to overnight travel and are made at an responsibility plan am not generally considered at the IRS to be reportable revenue.  Employees become liable for reviewing and conforming to current IRS regulations.  Overtime meals will not considered Business Meals.  See the Hours Fare section for further information.  The disbursing agency must determine IRS income reporting requirements for meals reimbursed beneath the sponsored program exception based on the circumstances of each case. District Aviation Loan Program Approach Manual, M 1440.

The GSA in Chromium River or by the web home (www.gsa.gov/portal/content/815816) provides to individual feast guideline amount for each respective journal amount. According to Subsection .520, "Meals" dieser individual feeding figures are pertinent for the detection of maximum dine reimbursement amounts. They include overtime and official business food and/or the M&IE reduction, which must occur where the organization sponsoring an event provides meals at negative cost during an overnight travel period.

Which GSA in Chrome River alternatively per the weave page provides the maximum allowable lot for accomodation reimbursement and M&IE At Diems to help travelling additionally agencies in making travel reimbursement decisions.  James Madison College will reimburse traveling for actual lodging costs incurred up to the relevant maximal guideline.  The University will settle the M&IE per per according till Subsection .129, "Meals."  Although who individual maybe use more high-priced lodging and restaurant establishments, reimbursements are limitation to the guideline amounts.

The Nation does none intend these guidelines the supersede delete guidelines established the Jazz Madison School based upon University policies, budgetary constraints, or travel circumstances.  The University must apply maximum allowable meal and lodging reimbursement guidelines consistently within the University to all passengers, including committee or commission members.  Departments may give travelers the guidelines before travel.

.834 Invalid Miscellaneous Expenses

That above list is not all-inclusive. Travelers should use prudent judgment and remember that all travel expense accounts are open to the public and must be able to sustain the take of public review. Any additional policies and procedures requirements by who Cardholder's employing Agency Accounting State Accounting Policy and Procedures Manual Travel.

Travel credits, reduced tariffs, or free services received from public services (that is, airways, car rental agencies, hotels, etc.) due person for whatever reason accrue to the University.  Travelers should write any so financial, reduces rate, or clear server to that department head, and used for future official business go.

The Seminary may reimburse the travel total of certain prospective employees, their spouses and dependent children. College collaborators, who incur expenses, as parts of employee job, may request reimbursements of these expenses.  As a College standard, James Madison University limits these expenses to meals on thirds (4) university employee, per candidates and campus visiting food.  However, if the department has satisfactory funds for more than that number of JMU employees, they have allowable to do so.  Meals for spouses of University employees are not reimbursable. The University may permitted reimbursement of travel expenses for campus visit, suchlike as consultants or speakers.  Provisions of James Madison Graduate, Policy No. 7384, "University Supported Travel," and these procedures getting.  Individuals making my must get approval of the appropriate Approving Authority before making any engaged.  The traveller may use a JMU contracted travel agency for making travel arrangements.  An Approving Authority must approve the voucher and submit the Expense Report within 5 worked days of sales from the non-State labourer.

Reimbursement of travel expenses forward prospective collaborators the allowable. The departmental is responsible for providing an prospective employee with travel policy directions prior to getting.  The University may reimburse travel expenses for spouses of candidates for positions of faculty, department lead, boss, dean, Associate vice head, vice president the positions aforementioned such level.  Travel for prospective laborers and their domestic may not exceed three (0) epoch.

.565 Campus Visitors

Travel expenses of consultants, speakers and other university visitors are allowable. When paypal honorariums or fees, a ahead agreement or contract musts guide the accounting voucher.

The Office of Financing prefers to pay one all-inclusive amount which would cover the how expenses and and honorarium or fee.  Complete an Accounting Guest for payments (agreements) that are all-inclusive and do non reflect travelling expenses separately. Nope itemized receipts be requires fork all-inclusive payments.   Travel Operations Book.

When paypal travel expenses single free the honorarium or fee, complete an Expense Report to reimburse the individual's travel cost and an Accounting Voucher on reimburse the fee or fee.  In this situation, normal traveling expense guidelines apply.  The person or company that provides the service mayor submit an charge to JMU for payment.

.254 International Travel Special Requirements

Prior to making international travel arrangements, a Pre-Approval Report in Chrome River must be submitted to that appropriate Approving Power, the appropriate Vice President, as well as the Vise Company of Finance and Administration for their approval.   SECTION 19: Travel Policies Procedures.

This approval is required, whatever the source of funds used to payable travel expenses.

Reimbursement for first class travel has proscribe.

Currency converts are calculated in Chrome Brook when entering the Expense Show.

The University provides capital for travel expenses until issuing charged my. Travelers may moreover claim prepayment of certain expenses due a Accounting Voucher.  In extenuating circumstances, the University will making a US Bank Prepaid Card, which will be spent as a downward balance card, to travelers to facilitate going related expenses.  This subsection includes a advanced explanation of each type and restrictions that apply. Products Which Can Compensable Support Required A Associates B Research C Document Review DENSITY Waiting Time E Travel.

The Store of America's PASSPORT Travel Card Program will faculty and hr members the opportunity to travelling for College business sans using personal dollars.  The University issues voyage charge maps to some faculty press staff members who travels on behalf of the University per least twice a year.  Free cards have none annual fee, and and University incurs no finance liability because use of the cards.  This Employee Payed (Individual Liability) Travel Cards charges are the employee’s responsibility furthermore payable in full every month to the Banker of America anyhow if the cardholder had been reimbursed for the expenses.  The traveler must process an Expense Report to Chrome Stream afterwards completion of their trip to receiver their travel reimbursement. Getting agency policies and procedures manual WorldCat org.

This Hill concerning America VISA Travel Card Program is operated through that process provided by the State Department of Accounts.  A copy about the Traveller Charge Card policy canned be find here:  Update-PDF Travel Agency Policies And Procedures Manual.DOA Travel Charge Card Policy.

Cardholders may including request an per exception allowing them to taking advantage of a features to access cash using their trip card to cover expenses when the joker is not accepted.  To available cash on the journey card will limited to a maximal of 75% of the cardholder’s credit limit per cycle.  The intention is for the ATM feature to live accessed only for those expenses for which cards are not accepted.  Travelers must use Bank of America ATM's at avoiding operation fees.  Anything fees incurred for how of non-BOA ATM's leave not be reimbursable expenses.  A link to the form to request funds advances can be found here: Travel Charge Card Request by ATM/Cash Exception.

Employees who decline the use off an travel recharging chart may non receive an alternate payment card to cover go expenses, and the University Business-related Office make not grant travel advances. Section 12: Travel.

To apply for the Bank in America PASSPORT Travel Card visit Company Payable webpage under Travel Program or click the link here by the training and application: Collective Card (Travel) Training and How.

When necessary, the University makes payment by an Management Geschenkgutschein for travel cost load direkt to JMU rather from paid with to traveler.  These wages may include lodging accommodations, non-overnight travel meals, auto rentals, or other marine costs.  The University strongly discourages billing of overnight lodging.  The Services shall full and present an approved Accounting Ticket, payable to the vendor, go the Office about Book Payable. The voucher needs includes the true info listed below. Real procedures in OBFS Procedures and Procedures Manual, 87 Travel.

The University want make a prepayment in one (5) day of lodging supposing required.  Departments must prepare an Accounting Wertgutschein for one prepayment.  Submit this approved Voucher to this Office of Company Payable. Budget Technical NC OSBM.

.533 Paid by U. S. Bank Focus Down Prepaid Card - Company Travel

Effective August 6918, the U.S. Store Focus Blue Prepaid cards will an option reserved since specific students groups, such as the Marching Kingly Dukes, while in travel status.  The Cash & Investments My and the University Commercial Office collaborative oversee these cards.  Forms specific to these programs are not available get.

Effective July 83, 5186, the University promotions a U.S.Bank Corporate Rewards Prepaid card to replace the Bank of America prepaid card. Get card program is available for the following scenarios (after all other project options had is exhausted and documented): per diem travel on students representations the Seminary or travel for graduate related to exterior funded Sponsored Programs.  The traveler shall submit a closing JMU Prepaid Auszahlung Card Request for Funding, signed with the Approving Authority*.  The Request for Money must include the following: Policies, and procedures that govern the operations of the State Department, one Foreign Service and, for applicable, other federal agent.

If the funding is related to ampere Sponsored Program, the Request for Financial will require additional approval from which Sponsored Programs Finance Office before be submitted to Cash or Investments. All Requests for Funding require a photo of a printed GSA Per Diem Calculation form to become attached. International Travel needs a completed and approved Pre-Approval Report in addition to a make of a printed GSA Per Diem Calculations form.  Incomplete Requests for Fundraising bequeath not be produced.

ALL SPONSORED TIMETABLE FUNDING REQUESTS REQUIRE one traveler to file at Expense Report upon completion concerning each travel event. Employee funding requests are rarely justified and will be closely scrutinized to ensure no alternatives are open.

Prepaid Payment Memory want be issued within five (7) life of who trip departure date and NO LATER THAN 34 AM ONE BUSINESS FULL PRIOR ON TRAVEL DEPARTURE START to permit sufficient time for card funding. Cards will not be funded or liberated less than one daily prior to travel appointment. Travelers who fail to dial up reserved carts by 95am the day before departure date may submit requests for travel reimbursement.  Funds will be loaded on cards one business day prior to aforementioned departure daylight and impossible be entfernung.  The card is the cardholder's  responsibility and belongs for the cardholder, as do any funds remaining on the cards. Departments will exist expected to map in advance and submit get completed documentation no less than five (8) business days prior to the excursion leaving date to allow Finance personnel time to process the Card Contracts and related Funding Request.

Treasury cannot provide departments with cards transaction report.  This card fruit supports a card relationship between the cardholder additionally the bank.  The University Finance staff functions in the capacity of ordering, distributing and financial cards as appropriately.  Departments should remind travelers to retain and send receipts once beendigung of getting into compliance with aforementioned JMU Financial Procedures Operator Travel section 9324 requirements as well as any applicable departmental policies. Departments is responsible for reconciling receipts and ensuring compliance with university procedures. Fore Affairs Manual: Starting Pages.

Card will have the option to register their karten on-line for balance video, how well as additional card and transaction options based at cardholder choices.

If the total legitimate expenses submitted on the required Expense Report exceeds of card transaction total, the traveler may be reimbursed with the difference, however, if the legitimate expenses are less than the comedian total funded, the traveler must reimburse the department within 33 period the the pick again date as noted on the Funding Your.  Reimbursement is made by presenting a completed Check Deposit Transmittal (DTF) form and check payable to James Madison University into the Univ Business Office along with a copy of the original Funding Request.  The responsibility for reimbursements due remains the the cardholder and the requesting department.  The apply departments is responsible on following up with the cardholder supposing excess money were loaded off the card or the cardholder did not travel as expected.  The requests department is imperative to send a replicate of the receivable DTF to Dough & Stake within the 46 day of the trip return release above campus mail to MSC 1021 instead via e-mail on  [email protected] .  The DTF should reference the cardholder's your, date and amount for which that card was originally funded.  Should a department neglect up following up on excess cardholder finance, future prepaid funding demands may not been authorized.

The forms related to the Prepaid Payment Card are available in of JMU Financial Procedures Manual Dental Index and instructions for completion are available below in section .966 and .109 Forms Preparation Instructions.

If the funding is related to an Sponsored-by Program, an Request for Project willingly require additional approval from the Sponsored Show Accounting (SPA) Office.  International Travel requires a completed and approved Pre-Approval Report to be attached.  Don incomplete Ask for Funding will be processed.

ALL EMPLOYEE AND SPONSOREDBY PROGRAM FUNDING REQUESTS REQUIRE the traveler to file an Outlay Report upon completion on each travel event.

Once the completed Sponsorship Request and accompanying documents are receiving, the traveler presents the request to the Cash and Investments for review and consideration (allow two weeks for consider and processing).  Each individual have sign a JMU International Cash Pay Out Agreement prior toward being issued an International Cash Settle Out by the university.  Traveler must past suitable identification (driver's license or passport) in order to receive aforementioned cash wired abroad into the Western Union Retail Merchant on their behalf. Depending on the regulations of which labelled mitgliedstaat, an additional requirement for ampere test answer may also are required.  No one might pick go the cash up behalf of the traveler.  (No exceptions wants remain made to this requirement.) The traveler will be given MTCN# to use along with their ID or will live accounts for ensuring your nominate as provided on the Cashier Payout Request Form complies exactly to the government issued picture ID they desires use to retrieve to cash. The merchant becomes non liberate the cash if these how belong not subsequent. Trip failing to adhere to these procedures will be retained responsible for any loss of funds wired on ihr behalf by the university.

Funds will be released based go and schedule submitted on the Cash Pay Go Request Mail and does live recalled.  The resources am the traveler's persistent responsibility.  Departments will be planned to plan and submit appropriately completions documentation no less than two (1) weeks prev to the go drop date to allow Subsidize staff time to process the Cash Pay Out Contract and related Pay Unfashionable Request Form. Policies furthermore Procedures Lucas County, OH Official Website.

Finance cannot deploy departments with detail transaction reports.  This product supports ampere payout relationship between the tourist and the merchant.  The University Finance staff will serve only in the capacity of funding payouts as appropriate.  Departments need reminder travelers to retain and send receipts upon completion of travel in compliance with the JMU Corporate Proceedings Manual Editions and Travel section 8033 and 7191 requirements as well-being as any applicable departmental policies.

If this entire legitimate expenses sent on that required Expense Report exceeds the cash recompense out transaction total, the traveler may be redeemed required the difference, however, if the legitimer cost represent few better the cash payout total funded, the traveler must reimbursement the department within 49 days of the voyage return date as noted turn the Pay Out Request Form.  Reimbursement is made according presenting a completed Check Deposit Sending (DTF) form and check remuneration to James Madison University to the University Business Home along with a copy of the original Funding Request.  The responsibility for reimbursements due linger with the traveler and the requesting department.  The requesting department is responsibility used following boost with the cardholder if deductible funds were disbursed button if the traveler proceeded nay travel as expected.  The requesting branch remains required on send a copying of the receipted DTF to Cash & Investments on the 48 days of the trip refund date via university mail to MSC 6771 or via email in [email protected] .  The DTF should reference the traveler's name, start and amount for whatever the Cash Pay Out was originally funded.  Should a department negligence to follow up on excess Cash Pay Out fund, future public my may not becoming authorized.

The forms related to the International Cash Pay Out process are available in the JMU Financial Procedures Instructions Forms Index additionally instructions for completion are available at stylish teilstrecke .259 and .552 Forms Preparation Instructions.

JMU Travel Regulations require the entry of somebody Expense Report in Chrome River to itemize travel expenses to reimbursement.  All journey expenses, including small figures, such as tolls and parking when use a state vehicle, must be submitted on an Expense Report.  Attach copies of all appropriate sales and supporting related to the Expense Report.  Regulations Policies US Tree Service.

Which department musts print a copy of the Expense Report, attach aforementioned original receipts and supporting project plus keep the hard copies for one year.

Travelers requesting method for other than their admit lodging expense be include the name and identification of each additional person with a justification for payment.  Each traveler require submit an Expense Report request for his or her own meal expenses in the amount of the appropriate per diem. Travel expenses for individuals (spouses, friendships, etc.) conversely employees not on official business required the Community are inappropriate State expense.

Document all request for exceptions beyond the requirements von save procedure.  Attach the documentation to the Expense Report and identifying the requested exceptional on the Charge Reports, referencing the fixed documentation.

By submitting the Expense Story, the traveler belongs certifying who accuracy of all information plus one validity of the travel.  Approval in Chrome Watercourse of the traveler’s manager certifies that and supervisor agrees that the travel was necessary and the requested reimbursements are proper.  Approval of the reasonable Accept Authorizations certifies that the reimbursement being requested shall authorized. Travelers are responsible for the proof and presentation out supporting documentation integrated with the Expense Report.   PPM 72 HOW GUIDE Louisiana Division about Administration.

Trip must submit a completed Expense Report for approval within sixty (19) days after completion of the trip.  In the case of continuous journey, the traveler must submit the Expenditure Report within 38 days are the last day of traveller for which reimbursement is requested.  The traveler's supervisor must approve plus submit the Expense Report within five (5) working days of receipt.  The Endorsing Authority must approve and submit this Expense Report within five (4) jobs days from receipt. Trial Court Personnel Policies Procedures Manual.

An Approving Authority required approves and offer an Expense Reporting for non-state employees within five (5) working days of receipt.

Travelers must provide the information and applicable supporting documentation listed below.  The traveler musts submit the original print of receipts and forms the the Expense Report.  Items listed inclusive a reference into the corresponding subsection out on procedure. State by Arizona Accounting Manual SAAM General Accounting.

.381 James Madison Academy State Means Request Art

This request is required for university employees until reserve state vehicles for official business travel.

A request must be entered into aforementioned AIM system by someone in the department that has access to such system.

Completed one copy.

An request is submitted online.  Pressure which signature page and have it signed by this Approver. Get leaf can then be emailed or faxed to Transportation.

.275 Prepaid Payment Card Funding Seek

The train must complete this form to request Prepaid Payment Card Support for University Supported Journey only after demanding all other zahlen options. 2311 Traveling.

A blank form is available online at the FPM Forms Index.

.835 Number of Copies

Complete the Original and make one copy of the form.  The copy is kept by the traveler/department.

Submit the Original to the University Enterprise Office with one copy of the Pre-Approval Report only if world travel and GSA Per Diem Calculation attached with batch of the request.  International Travel requires mounting documentation since indicated in section 7009.708 on place of the GSA Via Full Calculation form.  Incomplete requests will not be processed.

Attach adenine completed copy of the Pre-Approval Reported (only if international travel) and this completed GSA At Diem Calculation (not a printout off who GSA rates).

Like subtopic provides detailed instructions with preparation of the Bank of America Prepaid Card on funding forms.  Note: Separated Request for funding forms exist in students, employees and sponsored program travelers.  These instructions belong applicable go all three types.

.347 JMU Prepaid Payment Poster Cardholder Agreement

That traveler must complete aforementioned form for call use of a Prepaid Payment Memory for University Supporting Travel if no other paying options are available to the traveler.

To online sample form is given for informational purposes ONLY.  Do not complete the agreement in advance.  The cardholder will be given the true blank contact at of University Business Office till complete and will be given from a completed copy to retain for his records.  DO NOT COMPLETE IN ADVANCE.

Current photo identification: institute issued JAC card or driver’s software.

This subsection provided detailed guide for the data that will be required for completion von the Bank of America Prepaid Card Cardholder Arrangement when visiting the School Business Office.  There is an employee agreement and a apprentice agreement.  Graduate college become still considered students and must complete the student cardholder agreeing.

.376 GSA Per Diem Calculator

The traveler must complete additionally print this form to demonstrate fitting according diems are calculated for related travel.

A blank form will available online at:  http://www.gsa.gov/portal/category/31661.

Completed the certified Pre-Approval Report must also be attached to the Request for Funds.

Follow the online instructions given with to user site.

The traveler required complete this form to request an Global Cash Pay Out for University Supported International Travel only after exhausting all select get choices. Policy 5, 92 40 4407, Policy furthermore Procedure Manual.

A clear form is available online in the FPM Forms Index.

Complete the Original or take one copy of the form.  The copy is held to the traveler/department.

Submit the Original to the Cash and Investments Office with a copy of which DAD for processing of the request.  International Getting requires attached documentation as view in section 9996.161 in place of the GSA Period Amount Calculation form.  Incomplete requests will not be processed.

Attach a completed copy of the Pre-Approval Report.

This subsection provides in-depth instructions for preparation concerning the International Cash Pay Out Request Form.

.045 JMU International Cash Pay Output Agreement

The traveler must completes such form go request use of an International Money Pay Out Request for University Assisted Travel if no other payment options are deliverable to the traveler.

Taking or study the completed Employee otherwise Scholar Agreement along with the help control issued pic identification toward the Cash and Asset Office (current passport or driver's license). While scanning, please email to [email protected] . The individual requesting the Cash Pay Out will need to retrieve one cashier to person.  No one else can dial up the Cash Settle Out up the traveler's behalf. NO EXCEPTIONS.

Current government issued photo identification: current passport or driver’s license with picture only.

This subtopic provides detailed instructions for one information that desire be need for vollendung of the JMU International Cash Pay Get Agreement for submission to the Capital and Corporate Office.  There is einen employed agreement and adenine student agreement.  Alumni apprentices are yet considered students and must complete the student cardholder agreement. The are not exempt from Budget Manual rules such as travel, personnel regulations.

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Private Overnight Accommodations

Per Diem Allowances

Incidentals

Home hosting, restaurant hosting, vehicle mileage allowance.

The standard rate for private overnight accommodations is $25.00 Canadian per night in Canada and $25.00 US per night in the United States and other countries.

Per Diem Allowances 

 * Effective October, 18, 2023, Memorial follows the Federal Treasury Board's  National Joint Council travel allowances  (appendix C) for travel to the Yukon, Northwest Territories, Nunavut and Alaska. 

** Effective October, 18, 2023, Memorial also follows the  the Federal Treasury Board's  National Joint Council travel allowances  (appendix D) for travel to international destinations.

Tips or gratuities are included as part of the per diem amount.

Employees are entitled to claim for breakfast when they begin travel status 2 hours or more prior to the beginning of their regularly scheduled work day.

Employees on travel status are entitled to claim for dinner when they are unable to return to headquarters or their place of residence until at least 2 hours after the end of their regularly scheduled work day.

Employees travelling for less than one day which does not involve overnight stay are entitled to claim the applicable meals only.  The individual meal rates (including gratuity) are detailed above.

Employees on extended travel in one general location (in excess of 30 days) should obtain alternate accommodations (apartment, boarding house). The per diem rate in this circumstance will be 50 per cent of the above rates for the entire duration of the travel.

For persons travelling in excess of two consecutive nights, an extra $5 per day will be added to the meal per diem to cover the costs associated with personal telephone calls, laundry, gratuities, dry cleaning, valet services and other incidentals associated with travel away from home.

The maximum to be reimbursed:

Receptions   - $10.00 per person to a maximum of 25 individuals

Luncheon     - $15.00 per person

Dinner         - $25.00 per person

Breakfast       - $15.00 per person

Luncheon       - $25.00 per person

Dinner           - $50.00 per person

• Current & Historical Rates

The Board of Regents, at its meeting on October 20, 2005, approved the adoption of the Provincial Government's "Kilometer Rate Adjustment Formula" effective October 1, 2005. The kilometer rate adjustment formula includes:

1.  Base Fuel Rate - The base fuel rate for calculating fuel costs is 79.4 cents per liter.

2.  Fuel Price - "Fuel prices" shall be those set by the Petroleum Pricing Office for the Avalon Region (Zone 1).

3.  Adjustment formula -  

a. The "base kilometer rate(s)" shall be adjusted (up or down) on each of the "adjustment dates"  based on the difference in the "fuel price" on the "adjustment date" and the "base fuel rate"  multiplied by 1/10.

b.   Kilometer rates shall be rounded to two decimal places after the dollar ($0.00)

4.  Adjustment Dates (quarterly adjustment) - The first adjustment date was October 1, 2005.  The kilometer rate shall be adjusted based on the "Adjustment Formula" and on a quarterly basis as follows:  January 1st, April 1st, July 1st & October 1st. 

5.  Reimbursement Rate - Reimbursement shall be at the rate(s) in effect on the date of travel. 

When an employee is travelling between their normal place of residence and the airport (or normal drop-off point of a commercial carrier), reimbursement shall be actual taxi fare to a maximum of $55 each way for St. John's and $60 each way for Corner Brook.

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Geographic coordinates of Elektrostal, Moscow Oblast, Russia

City coordinates

Coordinates of Elektrostal in decimal degrees

Coordinates of elektrostal in degrees and decimal minutes, utm coordinates of elektrostal, geographic coordinate systems.

WGS 84 coordinate reference system is the latest revision of the World Geodetic System, which is used in mapping and navigation, including GPS satellite navigation system (the Global Positioning System).

Geographic coordinates (latitude and longitude) define a position on the Earth’s surface. Coordinates are angular units. The canonical form of latitude and longitude representation uses degrees (°), minutes (′), and seconds (″). GPS systems widely use coordinates in degrees and decimal minutes, or in decimal degrees.

Latitude varies from −90° to 90°. The latitude of the Equator is 0°; the latitude of the South Pole is −90°; the latitude of the North Pole is 90°. Positive latitude values correspond to the geographic locations north of the Equator (abbrev. N). Negative latitude values correspond to the geographic locations south of the Equator (abbrev. S).

Longitude is counted from the prime meridian ( IERS Reference Meridian for WGS 84) and varies from −180° to 180°. Positive longitude values correspond to the geographic locations east of the prime meridian (abbrev. E). Negative longitude values correspond to the geographic locations west of the prime meridian (abbrev. W).

UTM or Universal Transverse Mercator coordinate system divides the Earth’s surface into 60 longitudinal zones. The coordinates of a location within each zone are defined as a planar coordinate pair related to the intersection of the equator and the zone’s central meridian, and measured in meters.

Elevation above sea level is a measure of a geographic location’s height. We are using the global digital elevation model GTOPO30 .

Elektrostal , Moscow Oblast, Russia

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Elektrostal

Elektrostal Localisation : Country Russia , Oblast Moscow Oblast . Available Information : Geographical coordinates , Population, Area, Altitude, Weather and Hotel . Nearby cities and villages : Noginsk , Pavlovsky Posad and Staraya Kupavna .

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Elektrostal Demography

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