BPM-5C

CHAPTER 5C: Travel

5C.05 General Travel Information

5C.05.05 Types of Travelers Eligibility for Travel Reimbursement

5C.05.10 Geographic Travel Categories

5C.05.15 Federally-Funded Domestic Travel

5C.05.20 Federally-Funded International Travel

5C.10 International Travel Approval and Coverage

5C.20 Air Transportation

5C.20.05 Airline Fees

5C.20.10 Federally-Funded International Air Transportation

5C.20.20 Chartered Air Transportation

5C.30 Ground Transportation

5C.30.05 Local Mileage

5C.30.10 Vehicle Rentals

5C.30.15 Vehicle Rental Fuel

5C.30.20 Vehicle Rental Class

5C.30.30 Vehicle Rental Insurance

5C.30.40 Chartered Ground Transportation

5C.30.50 Privately Owned Vehicle/Airplane

5C.30.60 Allowed Mileage

5C.30.65 Local Airport Mileage

5C.30.70 Trailers pulled by Private Vehicles

5C.30.80 Carpooling Employees for Official Trips

5C.30.90 Driving versus Flying

5C.50 Meals and Lodging

5C.50.05 Meals and Lodging Per Diem

5C.50.10 Partial Day Meal Per Diem First and Last Day of Travel

5C.50.20 Reimbursement of Actual Meal and Lodging Expenses

5C.50.30 Meal and Lodging Change of Plans

5C.60 Conference Expenses

5C.60.05 Conference Fees

5C.60.10 Conference Lodging/Meals

5C.70 Travel Advances

5C.70.05 Employee Travel Advances

5C.70.10 Team Travel Advances

5C.80 Miscellaneous

5C.80.05 BMO Financial Group Diners Club Corporate Card Program

5C.80.10 Personal Expenses

5C.80.15 Incidentals

5C.90 TRAVEL EXPENSE REPORT

5C.100 Non-Employee Travel

5C.100.05 Allowable Non-Employee Travel Expenses

5C.100.10 Reimbursement of Non-Employee Travel Expenses

5C.100.20 Reimbursement of Candidate Recruitment Travel Expenses

5C.110 STUDENT TEAM TRAVEL

5C.110.05 Student Team Advance Requirements

Chapter 5C: TRAVEL

All per diem, mileage and meal reimbursement rates are established by the Board of Regents of New Mexico State University. Departments may elect to reimburse at an amount less than any of the provided rates, with the approval by Dean/Vice President level authority. Employee travel will be reimbursed for official University travel approved by the authorized campus personnel.   Travel may require approval by Dean/Vice President level authority prior to travel dates.

Travel for periods greater than one year is subject to a review by NMSU Treasury Services due to tax considerations that may apply.   Cost of travel changes, exclusive of per diem expenses, may require justification by the traveler and approval by Dean/Vice President level authority if cost changes are substantial.

CONUS (Contiguous United States) are the 48 adjoining U.S. states on the continent of North America, plus the District of Columbia. CONUS excludes the non-contiguous states of Alaska and Hawaii, and all off-shore U.S. territories and possessions, which include American Samoa, Guam, the Northern Mariana Islands, Puerto Rico, and the United States Virgin Islands.

Issuance of travel reimbursement payments are covered in Accounts Payable, Chapter 5A.

5C.05 GENERAL TRAVEL INFORMATION

All claims for reimbursement must include payee signature plus one additional signature from the Dean/Vice President level authority. For additional information on signature policy see section 2.05, Signature Approval for Routine Business Transactions. Next level signature approval on an employee reimbursement is recommended and employees are not allowed to approve their own reimbursements.

All reimbursement requests must clearly state a purpose of the travel and serve a bona fide business purpose.

All justifications for travel reimbursement exceptions must be initiated by the traveler and approved by Dean/Vice President level authority.

Travel reimbursement vouchers should be submitted within ten days of returning from travel. Travel reimbursements issued greater than ninety (90) days after a traveler returns become taxable to the traveler and will be forwarded to Payroll Services for tax withholdings. Three working days are required by the Travel Office to process reimbursement requests and are part of the ninety (90) day time limit.

Receipts are required on all non per diem amounts to be reimbursed, excluding mileage. All receipts must be identifiable as to payee, nature, and amount of expenditure and payment. Any information not given by the receipt must be added by the department; all such additions must be attested to by the employee’s signature on the receipt.

Employee reimbursement of other expenses not related to travel can be reimbursed using the Employee Non-Travel Reimbursement form.

5C.05.05 Types of Travelers Eligible for Travel Reimbursement

The following types of travelers are eligible for reimbursement through NMSU travel reimbursement voucher system.   Rules which are specific to each type of traveler are noted in each travel procedure sub-section.

  • Employees – All faculty, staff, and student employees recorded in NMSU’s active payroll file at the time of the trip.
  • Student Teams – All official University-sponsored groups of students enrolled at NMSU at the time of the trip or other NMSU sponsored groups considered to be potential NMSU students. Section 5C.110.
  • Non-Employees – Individuals such as Emeritus, affiliates, consultants or interviewees can be reimbursed travel expenses for bona fide NMSU business. Section 5C.100.05.
  • Members of the Board of Regents of NMSU – In compliance with state law, reimbursement for travel expenses incurred by a member of the Board of Regents of New Mexico State University is governed by a separate policy – NMSU Policy Manual 1.05.10.C.14. Reimbursement is subject to employee travel requirements and procedures in section 5C.90.

5C.05.10 Geographic Travel Categories

The following geographic travel categories are maintained at NMSU. Fiscal accountability of travel reimbursement expenses need to be categorized into the applicable geographic travel category. Procedures that are specific to each geographic travel category are noted in each travel procedure sub-section.

  • In-State Travel – Travel originating and terminating within the State of NM borders.
  • Domestic Travel – Travel not origination and terminating within the State of NM borders, but within the 48 adjoining U.S. states on the continent of North America and the District of Columbia. The non-contiguous states of Alaska and Hawaii, and all off-shore U.S. territories and possessions are considered International Travel.
  • International Travel – All travel outside the 48 adjoining U.S. states on the continent of North America and the District of Columbia. Alaska and Hawaii, and all off-shore U.S. territories and possessions are considered International Travel.

5C.05.15 Federally-Funded Domestic Travel

Per diem for travel which is reimbursed from federal funds will be reimbursed at the NMSU-established per diem rates. All University policies regarding travel reimbursement will apply to travel on all funds including federal sources.

5C.05.20 Federally-Funded International Travel

For federally-funded international travel, U.S. Flag air carriers must be used when possible. Travelers may fly business class only when a flight is greater than fourteen hours in duration and there are no stopovers of more than twenty-four hours. Economy class must be used for travel not meeting these requirements. Per diem for travel which is reimbursed from federal funds will be reimbursed at the NMSU-established per diem rates. All University policies regarding travel reimbursement will apply to travel on all funds including federal sources.

5C.10 International Travel Approval and Coverage

All non-personal international travel, with the exception of travel to Alaska, Hawaii, and all off-shore U.S. territories and possessions, for faculty, staff, and students requires international travel authorization approval and the following two coverages prior to travel.  At least twenty (20) days prior to an international trip, appropriate travel authorization forms, Notification of International Travel for Faculty/Staff or Approval of Student International Travel, must be submitted for approval to the appropriate Dean/Vice President area, Procurement Services and Risk Management office, and International Programs Office for approval in this listed sequence.

Repatriation Coverage

Insurance covering the costs involved with returning a person back to the United States for medical treatment or burial services is required on all international travel.

Kidnap and Ransom Coverage

Insurance coverage that protects the individual and the University, financially, when traveling to high-risk areas and covers the perils of kidnapping, extortion, wrongful detention and hijacking is required.  Insurance coverage does not pay the ransom, but does reimburse the University for costs resulting from such an event. If further information is needed regarding the needs or sources of this type of insurance, consult with a Dean/Vice President level authority and the Office of International and Border Programs.

5C.20 AIR TRANSPORTATION

The University will pay the cost of commercial airline travel, including airline fees, at the lowest available rate that meets the business need. Travelers may always upgrade accommodations at their personal expense. Travelers are prohibited from selecting travel arrangements that result in an increased cost to the University for the purpose of earning or increasing travel rewards or incentives. The use of incentives for University business is not reimbursable by the University, as these are not actual out-of-pocket expenses incurred by the traveler. Airline tickets may be purchased with a University Procurement Card (PCard). Travelers may also elect to purchase airline tickets with personal funds and claim reimbursement. Reimbursement will be allowed only for tickets purchased through an authorized airline ticket merchant. No reimbursement will be allowed if the airline ticket or other travel credits are purchased from a private individual.

Employees are required to provide an airline itinerary for all airfare. Proof of payment is required for non-PCard airfare purchases. In addition, tickets purchased using credit from a prior unused ticket requires a copy of the original ticket or airline itinerary showing proof of payment.

5C.20.05 Airline Fees

Airline fees are all classified as customary fees and non-customary fees.

a. Customary Fees – NMSU will pay for fees identified as “customary”, or those which could reasonably be expected to be paid by any traveler when flying.

b. Non-Customary Fees – NMSU typically will not pay for fees that are considered “non-customary” or fees that are incurred strictly for traveler However, certain fees may be paid under certain conditions at the discretion of the traveler’s Dean/VP level authority with appropriate justification and funding source.

 

Fee or Expense* Customary**– allowed  Non- customary – not allowed Qualifying condition for paying a non- customary fee or expense
Baggage (all) X
Early check-in X Except EarlyBird Check-In on Southwest Airlines (no justification required)
Extra leg room X None
Seat upgrades/changes X None
In-flight technology X If required to perform work duties and approved by appropriate department authority.
First class X Medical necessity
Business class X International flights in excess of 14 hours when the traveler will be engaged in business activities the following day or sooner. Flight time does not include time at originating or ultimate arrival airports.
 Cancellation X If required by NMSU to meet other business needs or traveler emergency approved by supervisor
 Flight change X If required by NMSU to meet other business needs or traveler emergency approved by supervisor
Travel companion X Medical necessity

*Other fees not listed will require Dean/VP approval.

**Meets IRS regulations allowing reimbursements for ordinary and necessary business-related expenses be excluded from taxable compensation. Ordinary is defined as “common in [a] field of trade, business, or profession” and necessary as “helpful and appropriate for [a] business.” To qualify as business expense, expenditures must be directly related to or associated with the University’s mission

5C.20.10 Federal-Funded International Air Transportation

For federally-funded international travel, U.S. Flag air carriers must be used when possible. Travelers may fly business class only when a flight is greater than fourteen hours in duration and there are no stopovers of more than twenty-four hours. Economy class must be used for travel not meeting these requirements.

5C.20.20 Chartered Air Transportation

All chartered transportation is processed on a Purchase Order requisitioned through the NMSU Purchasing (Banner) System.

5C.30 GROUND TRANSPORTATION

5C.30.05 Local Mileage

A mileage log with odometer readings, dates, and destinations is required for reimbursement requests for local mileage. Local mileage reimbursement is allowed through NMSU Petty Cash process if reimbursement amount is less than $50.00.

5C.30.10 Vehicle Rentals

For liability insurance reasons, vehicle rental transactions may not be direct-billed to NMSU. Rental vehicle expenses must be paid out of pocket and submitted for reimbursement by a Reimbursement Voucher.

5C.30.15 Vehicle Rental Fuel

When utilizing a vehicle rental, all fuel purchases must be purchased out of pocket and reimbursed through a Reimbursement Voucher. All fuel purchases must be supported by receipts.

5C.30.20 Vehicle Rental Class

Vehicle rental of up to a mid-sized car is allowable. Exceptions may be made if there is a valid business need to upgrade to another vehicle type or a larger vehicle. Exceptions must be supported by justification and included with the employee’s Reimbursement Voucher.

5C.30.30 Vehicle Rental Insurance

Employees are encouraged to use the BMO Financial Group Diners Club (section 5C.80.05) credit card for all vehicle rental transactions to take advantage of the free Collision Damage insurance. To take advantage of this Diners Club feature, employees should charge the cost of the vehicle rental to their University-provided Diners Club card and decline any insurance coverage offered by the rental agency.

For additional guidelines concerning rental vehicle insurance, refer to the Central Purchasing section 4.45.20.

5C.30.40 Chartered Ground Transportation

All chartered transportation or ground shuttles are processed on a Purchase Order requisitioned through NMSU Purchasing (Banner) System.

All ground transportation to/from the El Paso airport must be reasonable.

5C.30.50 Privately Owned Vehicle/Airplane

Employees traveling on official business in privately owned vehicles or airplanes are eligible for mileage reimbursement, of mileage reimbursement rates in accordance with Internal Revenue Service standard rates applicable at the time of travel, Privately Owned Vehicles. Mileage reimbursements are intended to cover all expenses related to use of the vehicle/airplane, such as gasoline, repairs, etc. University gasoline credit cards may not be utilized when purchasing fuel for personal vehicles/airplanes.

5C.30.60 Allowed Mileage

Standard local mileage allowances can be obtained at Frequently Used Round-Trip Mileage Figures, or by contacting the Travel Office. Travelers may elect to use the mileage found on MapQuest (http://www.mapquest.com/) or a similar website. If website mileage is used, a copy of the results must be included with the reimbursement voucher. Reimbursement of mileage claimed in excess of the standard local mileage allowance or trip website mileage, may be allowed, if official odometer readings or a written explanation is provided.

5C.30.65 Local Airport Mileage

Allowable round trip mileages to local airports are:

  • Las Cruces – 25 miles
  • El Paso – 100 miles

When a vehicle is not left at the airport two round trips are allowed for reimbursement.

If a vehicle is left at the airport, one round trip and a parking fee is allowed. Parking fees must be supported by receipts. Airport parking fees will only be reimbursed at the current long term parking rate.

5C.30.70 Trailers pulled by Private Vehicles

Employees using their personal vehicles for official university business to tow trailers for animals, feed, equipment, or other bulky loads may receive reimbursement for mileage. Check with NMSU Travel Office for reimbursement rate.

5C.30.80 Carpooling Employees for Official Trips

If a privately-owned vehicle is used to transport more than one employee, reimbursement for mileage is limited to one employee.

5C.30.90 Driving versus Flying

When electing to drive to a destination, reimbursement claimed should be the lesser of the cost of airfare or mileage. For the purpose of determining allowable transportation cost, estimated rental vehicle expenses in the city of destination and mileage expense to the airport may be included as a part of the estimated cost of flying. Documentation must be included with the Reimbursement Voucher to support the reimbursement amount. Flight pricing should be obtained at approximately the same time as the registration fee is paid in order to obtain the most appropriate flight costs and should be the lowest fares available. Completed Airfare Equivalency Worksheet must be included with a Reimbursement Voucher. If the nature of the trip requires the employee to drive; e.g., carrying equipment for a presentation, or when multiple employees are carpooling (5C.30.80), then the Airfare Equivalency Worksheet and quotes are not required.

5C.50 MEALS AND LODGING

The following provides the requirements to be eligible for reimbursement of actual or per diem for meals and lodging.

5C.50.05 Meals and Lodging Per Diem

“Per diem” is a fixed daily allowance for meals and/or lodging. Lodging and meal receipts are not required when claiming per diem. Employees must travel at least 50 miles from their primary official place of work. Meal and lodging expenses must be paid out of pocket by an employee or student team and then reimbursed once travel is completed in accordance with University policies. Meal and lodging expenses for non-employees may be direct-billed to NMSU through the purchase order process or reimbursement by Direct Pay form.

Travelers may request reimbursement of the per diem rate based on the location of the overnight stay. For domestic travel, if the city is not listed in the per diem rate table, the standard CONUS rate applies. International meals and lodging rates are used for travel outside the 48 adjoining U.S. states and the District of Columbia.

Prior sponsor approval for reimbursement of actual expenses will be required on individual restricted awards if expressly stated as a requirement in the external sponsor guidelines. Contact the Sponsored Projects Accounting Office fiscal monitoring staff, http://spa.nmsu.edu/fm_staff/ for specific award requirements.

5C.50.10 Partial Day Meal Per Diem First and Last day Of Travel 

Meal per diem will be paid at 75% of the destination meal per diem for first and last day of travel where overnight stay is required. All other days are 100% meal per diem of the destination.

The reimbursement rate is the established destination city meal per diem rate. If the city destination is not listed, the standard meal rate per day will be used.

Same Day Travel (no overnight stay)

When traveling more than 9 hours with no overnight stay, reimbursement for meals will be reimbursed at 75% of destination meal per diem. All payments for same day travel where overnight lodging is not required will be treated as taxable compensation to the employee and reported as such on the employee’s Federal W-2. To ensure NMSU adheres to federal tax reporting, departments must use the specific account codes for same day per diem when overnight lodging is not required. A list of same day, which also equates to one-day per diem, account codes can be found at Cognos> Support Tab> Banner Lookups>Banner Account Codes List.

5C.50.20 Reimbursement of Actual Meal and Lodging Expenses

The following provides the requirements to be eligible for reimbursement of actuals for meals and lodging:

  • Reimbursement of actual expense for lodging – original and externally produced receipts are required.  Travel reimbursement for lodging is limited to the applicable lodging per diem at the destination.  The actual cost will be reimbursed for lodging at an official conference or meeting hotel or lodging where the University has negotiated an employee rate, or with justification approved by the appropriate dean, vice president or community college president.  Additional costs incurred for dates before or after the dates of the business event, or for other individuals not on NMSU business are not allowed.
  • Reimbursement of actual expense for meals – amounts claimed cannot exceed the amount allowed under the per diem rules. If the city destination is not listed, the employee must use the current standard meal reimbursement per diem. When actual meal costs are less than the destination per diem meal rate, meal receipts are not required.

5C.50.30 Meal and Lodging Change of Plans

If travel plans must be changed it is the responsibility of the traveler to contact any meal and lodging providers that have been scheduled and cancel reservations. “No Show” charges are the responsibility of the traveler unless justification is approved by the appropriate dean, vice president or community college president.

5C.60 CONFERENCE EXPENSES

5C.60.05 Conference Fees

Registration fees may be paid by NMSU in advance of a trip by use of the University Procurement card or by submitting a Direct Pay form along with the registration document and one copy. Employees who pay a registration fee from personal funds will be reimbursed by submitting a Reimbursement Voucher and attaching the registration document and proof of payment, such as receipt, credit card slip, or cancelled check. All registration documents must provide cost and a breakdown of services included in the fee.

5C.60.10 Conference Lodging/Meals

All lodging and/or meals included in a conference registration fee or otherwise paid for by NMSU must be deducted from the total reimbursement claimed unless justified by the traveler. For any provided meals, the reimbursement claimed must be reduced by the greater of the individual meal(s) per diem amount based on location and amount (see table below) or the actual meal cost.

 

Individual Meal % of Applicable Daily Meal Per Diem Rate
Breakfast 20%
Lunch 30%
Dinner 50%

 

Travelers must provide a copy of the conference advertisement or flyer with their Reimbursement Voucher.

5C.70 TRAVEL ADVANCES

5C.70.05 Employee Travel Advance

An employee travel advance is available to regular faculty, regular staff, and graduate assistants. Advances for student and temporary employees will be considered on a case-by-case basis with appropriate business justification.

Travel Advance requirements:

  • An Employee Travel Advance form should be completed.
  • An advance will not be issued to an employee who has a Diners Club card.
  • An employee travel advance is issued to the traveler/payee.
  • The amount of the advance may not exceed 90% of the estimated meals and lodging.
  • Advances will not be issued for amounts less than $100.
  • A traveler on an extended trip may request an advance every 30 days and must clear the prior advance at the end of each 30 days.
  • When an advance is requested based on actual lodging costs, documentation showing the daily lodging rate and total estimated lodging expense is required.
  • An employee may only have one travel advance issued and outstanding.
  • Lost or stolen advances are considered a personal loss and must be repaid by the employee to whom it was distributed.

The request for an employee travel advance can be prepared and submitted at any time prior to the departure date; however, the check will not be issued earlier than five (5) days before the departure date, and must be cleared within ten (10) working days upon return from travel. If circumstances require additional time to clear an advance, the Travel Office should be notified.

Upon completion of the trip, the advance amount must be included on the Reimbursement Voucher and deducted from the total amount to be reimbursed to the employee. Advances not repaid within ninety (90) days after completion of a trip, either by submitting a Reimbursement Voucher with the advance deducted from the travel reimbursement or by repaying the advance with personal fund, will be deducted from an employee’s NMSU pay earnings as granted by the employee on the travel advance request.

Time Period Travel Advance Cycle
< 5 days Time period when check will be issued before departure
10 days Clearing of Advance
30 days Clearing advance before additional advance is issued
≥90 days Taxable and deducted

5C.70.10 Team Travel Advances

Team travel advances are only issued to an NMSU employee (payee) that is considered the team sponsor for the travel event. Travel advances from Agency Funds are processed by completing an agency Cash Withdrawal form. The following requirements apply to team travel advances:

  • An approved Team Travel Authorization is required.
  • A list of all team members/attendees is required.
  • An employee (payee) may only have one travel advance issued and outstanding.
  • A departmental default index is required on the team travel authorization form. In the event that the department does not process paperwork to clear the advance within ninety (90) days the default index will be used to charge the expense to the department. Regardless, even though the expense is charged to the department, without the paperwork to clear the advance it still becomes taxable income to the sponsor.
  • Lost or stolen advances are considered a personal loss and must be repaid by the employee to whom it was distributed.
  • In calculating the advance amount, lodging, meal expenses, and baggage fees for team members and related staff are allowed.
  • Travel advances cannot exceed estimated lodging, meal expenses, and baggage fees. All requests must be supported by documentation estimating lodging and meal expenses. Meals and lodging expenses prepaid by any method/source or included in the event must be documented in the estimate and deducted from the advance amount being requested.
  • Per Diem for sponsor/employee electing not to be included as part of the team may not be commingled with the team expenses in calculating the advance.
  • Itemized meal receipts and lodging receipts by room number and occupant should be retained by the employee team sponsor receiving the advanced funds.
  • Meals do not require receipts if team members are issued and sign for a meal allowance, not to exceed the daily meal rate per day per person for the city or county of destination. All required receipts and signature lists should be submitted with the Reimbursement Voucher.
  • Meal tips (including automatic gratuities) must be receipted and cannot exceed 25% of the meal cost.

Travel advances will not be issued earlier than five (5) working days before the departure date and must be cleared within ten (10) working days upon return from travel. If circumstances require additional time to clear advances, the Travel Office should be notified.

Upon completion of a trip, the team sponsor must prepare and submit a Reimbursement Voucher. When processing the Reimbursement Voucher, the Travel Office will be responsible for charging the department and clearing the team travel advance. Team travel advances not cleared within ninety (90) days after completion of a trip, either by submitting a Reimbursement Voucher or repaying with personal fund, will be deducted from an employee’s NMSU pay earnings as per an employee’s authorization granted on the team travel advance request.

Time Period Travel Advance Cycle
< 5 days Time period when check will be issued before departure
10 days Clearing of Advance
30 days Clearing advance before additional advance is issued
≥90 days Taxable and deducted

Student Team Reimbursement Voucher Procedures

All student team Reimbursement Vouchers must be complete and comply with the following:

  • Team lodging must be reimbursed at actual cost supported by itemized lodging receipts. Student teams may elect to claim reimbursement of meals in one of the following three ways:
    • Actual meal costs, as long as the actual meal costs are less than the allowable per meal per diem for the destination, and receipts for actual meal costs are submitted.
    • Meal /per diem, as long as form signed by the student or staff receiving meal per diem evidencing receipt of the meal per diem amount is submitted. Team members must sign each day for receipt of a meal allowance.
    • A combination of actual meal costs and per diem. The total allowable reimbursement for meals (whether receipted, reimbursed through per diem, or a combination of receipted and per diem) is based on destination and cannot exceed in total the per diem rate allowed per destination. If the city or county destination is not listed, the standard meal rate must be used. For partial-day travel, either when overnight travel is not required or when it follows a twenty-four (24) hour overnight travel, see section 5C.50.10.
  • The method of transportation must be indicated on the Reimbursement Voucher. Mileage may be reimbursed for use of a private vehicle supported by odometer readings, NMSU standard mileage, or mapquest.com). No reimbursement can be claimed for use of an official University vehicle.
  • All expenses for team travel must be receipted. Tips and/or gratuities related to travel such as bellhop, laundry, bus drivers and maid service will require a receipt, which must be signed and dated by the recipient and witnessed by a member of the travel party. Meal tips must be receipted and cannot exceed 25% of the meal cost.
  • If a travel advance was issued, submit all required receipts and signature sheets. Cash remaining after the trip should be deposited at Accounts Receivable and contact the Travel Office for the index number. The cashier’s receipt should indicate the sponsor name and authorization number. Attach all receipts, advance deposit receipt and signature sheets to the Reimbursement Voucher. All cash advances should be cleared within ten (10) working days upon return from travel. If circumstances require additional time to clear advances, the Travel Office should be notified and alternative arrangements made. Team travel advances not repaid within) ninety (90) days after completion of a trip, either by submitting a Reimbursement Voucher to have the advance deducted or repaying with personal fund, will be deducted from an employee’s NMSU pay earnings as per an employee’s authorization granted on the team travel advance request.

5C.80 MISCELLANEOUS

5C.80.05 BMO Financial Group Diners Club Corporate Card Program

NMSU has an agreement with BMO Financial Group Diners Club to provide employees with credit cards to facilitate business travel. There is no cost to the employee or NMSU. The form to apply for the card is the Diners Club Corporate Credit Card Enrollment form and must be submitted to the Travel Office for processing. Diners Club credit cards are personal liability cards. The full amount of the charge needs to be paid to Diners Club when the employee receives their reimbursement. Cards are to be used for the purpose of business travel only. Frequent travelers, anyone traveling more than three times per year, are encouraged to apply for a Diners Club card.

5C.80.10 Personal Expenses

Reimbursement of personal expenses such as movie rentals and personal calls are not allowable. Employees traveling for a minimum of ten consecutive days and a maximum of one month will be allowed reimbursement for laundry and dry cleaning expenses. All laundry and dry cleaning expenses must be supported by original externally produced receipts and attested to by the traveler and approved by appropriate dean, vice president or community college president.

Expenses resulting from an employee’s non-official or personal activities, and expenses related to guests of the employee, cannot be reimbursed.

5C.80.15 Incidentals

The meal per diem rates cover incidental expenses defined by the IRS to include fees and tips given to porters, baggage carriers, and hotel staff. In addition, meal gratuities are considered to be included in the per diem amount. Therefore, individuals being reimbursed meal per diem cannot also separately claim reimbursement for these incidental expenses. Incidental expenses that are not considered part of the meal per diem rate, as noted in the preceding paragraph, can be reimbursed as separate charges when supported by receipts.

5C.90 TRAVEL EXPENSE REPORT

A separate travel expense report is required for each continuous employee or team trip.  The web-based form is located at http://travelreport.nmsu.edu/.

5C.100 NON-EMPLOYEE TRAVEL

Departments may elect to pay for travel expenses incurred by non-employees that are supporting the University mission, such as interviewees and other guests. All expenses must be approved by Dean/Vice President level authority and meet all routine University procedures.   At the discretion of the department some expenses can be direct-billed to the University.

5C.100.05 Allowable Non-Employee Travel Expenses

Airline tickets may be purchased with a University Procurement Card (PCard) consistent with the process allowed for employee airfare in BPM Section 5C.20.

Lodging and local shuttle service may be direct-billed to NMSU by entering a Purchase Requisition in the Purchasing (Banner) System for vendors who accept an NMSU Purchase Order. The requisitions first line should contain the traveler’s name and dates of travel. Use an established 768XXX expenditure account code (non-employee travel pool).

For liability reasons rental vehicle expenses must be paid out-of-pocket by the traveler and submitted for reimbursement.

For reimbursement of meals and other allowable expenses, submit a Direct Pay form with valid receipts or an itemized invoice signed by the non-employee traveler.

5C.100.10 Reimbursement of Non-Employee Travel Expenses

Requests for reimbursement of non-employee travel expenses must be submitted on a Direct Pay form with supporting receipts or a signed itemized invoice of travel expenses. Itemized invoice expenses cannot exceed actual rates. Per diem in lieu of actual expenses will be paid only as allowed by external funding requirements. The non-employee traveler must sign the Direct Pay or itemized invoice of travel expenses.

5C.100.20 Reimbursement of Candidate Recruitment Travel

Requests for reimbursement of non-employee recruitment travel expenses must be submitted on a Candidate Recruitment Travel Reimbursement form. This form is to be used only for reimbursement of travel expenses related to a candidate recruitment visit to NMSU; no vendor questionnaire is required.   Expenses are limited to those allowed for travel by NMSU employees. Expenses must be reasonable and related to the recruitment visit. NMSU will not reimburse expenses when a candidate is disqualified from consideration due to improper credentials, unfavorable background check or misrepresentation. NMSU reserves the right to arrange all travel plans and be directly billed by the vendor of these services, when possible.   All requests must have legible receipts and must be submitted within 90 days of the date of the recruitment visit. Per diem in lieu of actual expenses will be paid only as allowed by external funding requirements.  Supporting documents, including recruitment itinerary, must be attached to the signed Candidate Recruitment Travel Reimbursement.

5C.110 STUDENT TEAM TRAVEL

The following team travel policies and procedures are for all official University-sponsored groups of students enrolled at NMSU at the time of the trip or other NMSU-sponsored groups considered to be potential students.

5C.110.05 Student Team Advance Requirements

It is strongly encouraged, for the benefit of the travelers and sponsors, that a Team Travel Authorization be submitted to the Travel Office prior to departure for all student team travel. Travel authorization forms are required, when a travel advance is being requested. The authorization number should be referenced on all subsequent documents. If a trip is cancelled, notify the Travel Office so that the encumbrance can be released.

Team sponsors or other NMSU employees traveling with a team may elect to include their lodging and other expenses in the team authorization request; those who elect to do so will be subject to all team travel procedures and will not be eligible for per diem reimbursement. If not included with the student team’s authorization, employees should follow normal reimbursement procedures.