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Traveling on University Business

Traveling on University Business. Policy Update. Policy Updates. New policy posted on September 14, 2011 Departments should apply the appropriate policy For travel planned prior to and taken after September 14, 2011 Only new policy should be applied beginning November 1, 2011.

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Traveling on University Business

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  1. Traveling on University Business Policy Update

  2. Policy Updates • New policy posted on September 14, 2011 • Departments should apply the appropriate policy • For travel planned prior to and taken after September 14, 2011 • Only new policy should be applied beginning November 1, 2011

  3. Policy Updates • Extends time frame for submitting travel related expenses and accounting for cash advances from 15 days after the trip end date to 30 days • Or the end of the fiscal year/grant end date, whichever is shorter. • Approvers may choose to deny requests received after this time.

  4. Policy Updates • Aligns the International allowable rate with the domestic lodging rate • 150% of the GSA or U.S. State Department per diem rates • Receipts are required for all hotel reimbursements • Incidentals for International travel will be reimbursed at the full per diem

  5. Policy Updates • Specifies a new formula for reimbursement of partial day travel • 75% per diem for first and last day of travel • Removes the language on cash advances • Places it in its own standalone policy

  6. Policy Updates • Incorporates the Frequent Flyer policy language • Eliminates the separate administrative policy: Accrual and Use of Frequent Flyer Miles • Infrequent travelers (those who take no more than 2 trips per year) should not accrue Frequent Flyer Miles • Specifies actions the University may take if traveler spends University funds on an expense that is found to be against policy or cannot be substantiated

  7. Policy Updates • In circumstances where a traveler’s expenses have been paid by the University and a third party for the same expenses, the traveler will ensure that the duplicate reimbursement is returned to the University within 30 days • Stipulates that employees may not be reimbursed for expenses that have been or will be paid for or reimbursed by another source

  8. Policy Updates • Better describes the provisions governing travel by students • More clearly states who may approve or deny payment of travel expenses • Added new section covering General Liability and Personal Property

  9. Policy Updates • 30 Day Review • Adds new requirement that travelers to international destinations for University business must pre-register their trip information • Ability to deploy resources should a crisis in-country occur (e.g., natural disaster) • Assist travelers with pre-travel preparation

  10. U-Wide Contracts Travel Agencies – Agent Assisted & Online Booking

  11. Travel Agencies • New U-Wide Contract for Travel Agencies – Agent Assisted & Online Booking • Three Agencies awarded in June 2011 • Corporate Travel Services • Metro Travel & Tours (SDB) • Small Business Subcontracting Plan with travel services • Provide special invoicing • Travel Leaders

  12. Travel Agency Fees

  13. U-Wide Contracts Delta

  14. Delta • New discounts • Discounts range from 2% to 10% depending on the location and fare class • Available for both business and personal use • Discounts available • Contracted Travel Agencies • Or at Delta.com for Business Travel • From Travel Services website only

  15. Delta • To find Delta.com link go to: • http://travel.umn.edu/ • Travel Reservations • Air • Delta • Home Page • FAST TRACK

  16. U-Wide Contracts Lodging-Local Hotel, Twin Cities Lodging-Local Hotel, Extended Stay Lodging-Local Hotels, Duluth

  17. Lodging-Local Hotels, Twin Cities • Best Western Normandy Inn & Suites • Days Hotel on University • Hilton Garden Inn Minneapolis Downtown • Holiday Inn Minneapolis Metrodome • Radisson Hotel Roseville

  18. Lodging-Local Hotels, Twin Cities • The Depot Renaissance Minneapolis Hotel • The Hotel Minneapolis – Autograph Collection • The Westin Minneapolis • University Hotel Minneapolis • Former Radisson University Hotel

  19. Lodging-Local Hotels, Extended Stay • Residence Inn at The Depot Minneapolis • Towne Place Suites Minneapolis

  20. Lodging-Local Hotels, Duluth • Fitger’s Inn • Holiday Inn & Suites Downtown Duluth • Radisson Hotel Duluth – Harborview • The Inn on Lake Superior

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