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University Travel Policy Updates and Contracts Overview

Stay informed about the latest policy updates for university business travelers. Learn about changes in submission timelines, reimbursement rates, and more. Explore new U-Wide contracts with travel agencies and Delta Airlines for discounted rates.

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University Travel Policy Updates and Contracts Overview

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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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