Travel FAQs

Find answers to all of your questions on travel and expense reimbursement below!

Alcohol, Business Meals, Travel Meals

Can I buy alcohol on my endowment fund?

Body

Alcohol is never allowable during travel status. Alcohol for business meals may only be purchased on discretionary gift and endowment funds, and with Provost pre-approval.

Do business meals count toward the daily maximum allowable meal limit?

Body

Yes, business meals are included in the daily maximums of $60/day domestic, and $90/day international.

Do business meals require receipts?

Body

Yes. Business meals require itemized receipts, names of the attendees of the meal, and clear business purposes, based on the IRS accountable plan rules.

I had room service at the hotel. Do I just leave this as part of the hotel charge on my expense report?

Body

No. Room service meals need to be broken out from the room charge when entering the expense report. Room service meals should be charged to a "travel meal" expense type.

Since the room service is on the hotel bill, do I need an itemized receipt for it?

Body

If you are anticipating an international meal reimbursement greater than $75 for that day, and a room service meal is part of that expense, you should obtain the itemized receipt.

What about snacks and groceries?

Body

Snacks are included in the daily total meal maximum. Enter separate lines for groceries. Do not enter multiple lines for one grocery store receipt.

I’m traveling and taking three coworkers with me. Since I paid for all of the meals, I plan to include all of their reimbursements on my expense report, each for $60 per day. Correct?

Body

No. Per the travel policy, any meal paid for by a UVM employee for multiple employees requires the itemized receipt to document the expense report. This would be true for every meal.

Do I always need to keep a log of expenses?

Body

If you are traveling to an underdeveloped country, where receipts are not likely available, keep a log. If you are traveling for a lengthy period of time, it may be useful to keep a log. If it helps you to keep a log, by all means do so.

Cash Advances

If I need a Cash Advance, do I need a Travel Authorization?

Body

Yes, those individuals who need a Cash Advance and required to obtain a Travel Authorization prior to their departure.

How do I know if a payment has been issued for my cash advance?

Body

Review the status of the Cash Advance in PeopleSoft. Has it been approved by the Expense Manager and the Prepay Auditor? Is the status Paid? If so, the payment has been issued.
Navigation to view the status of the cash advance: Employee Self Service > Travel and Expense Center > Cash Advance > View
Navigation to view check number and check date: Employee Self Service > Travel and Expenses > Review Payments

Can I pick up my cash advance?

Body

Review the status of the Cash Advance in PeopleSoft. If it has been approved by the Expense Manager and Prepay Auditor and the trip begins in five or fewer business days, the advance may be picked up at Treasury Services in Waterman. It will be available no more than five business days prior to the departure date. Bring your UVM identification.

How/when do I remit remaining cash from my Cash Advance?

Body

Apply the cash advance to the expense report as the last step. Print the detail page that was used to actually apply the cash advance (the page is titled: Apply Cash Advance(s)). This page displays all of the information that Treasury Services will need in order to properly process these funds. When the expense report is accurate and submitted, take this page, along with the funds that are being returned, to Treasury Services in Waterman.

I have a complex airfare request and I'm struggling to use the CTP Portal. Is there a form I can fill out instead?

Body

The CTP University Travel Request Form can be used by UVM employees to begin the process of requesting airfare which may be more complex than can be easily accomplished using the CTP online Lightning tool. This will allow our CTP travel agent to review flights and provide options when replying to the request.

If your CTP profile has frequent flyer program information already entered, you will not need to add this information again.

There is a section for Travel Request Details. Clicking on any of the boxes opens additional fields. Checking the Air One Way/Multi-destination provides the opportunity to enter multiple cities and dates. There is a box to enter Additional Flight Details for more specific information – for example: need in-country flight between Beijing, China and Nanjing, China.

There is another box for Additional Notes. This can be used to enter information such as:

  • Available for a call, M/W/F between 1pm and 3pm.
  • Must have information by Thursday noon – email is OK.
  • Call any morning this week.
  • Contact by email is best.

The form can be found by clicking the following link: https://secure-ctp.forms-db.com/view.php?id=143739

In the CTP portal, the link to the form can be found in the Documents and Links section on the left side of the page.

 

What are CTP's administrative fees?

Body

Here is the full chart of CTP's Fee Schedule.

What is Lightning?

Body

Lightning is UVM's online travel management system used to book airfare and rental car.

UVM's travel agent, Collegiate Travel Planners (CTP), supports the travel reservations made with Lightning online booking.

Can I use CTP/Lightning for students/non-employee travel arrangements?

Body

Yes.

  • Departments may use the CTP travel agency to arrange travel for students, visitors, guest speakers, applicants, etc.
  • For prospective employees, independent contractors, consultants, foreign visiting scholars, and volunteers, departments may choose whether to arrange travel using a UVM PurCard, or submit a Check Request form which requires departments to receive detailed, itemized receipts from the individual after trip completion.
  • For guest speakers, departments may use a UVM PurCard, a Check Request form (departments will need to include the individual's receipts), or include it on the requisition accompanied by the Speaker Engagement Letter.

Can I use a third party booking site like Expedia?

Body

No. Third party companies are seldom able to provide the additional benefits of a true travel agency, like providing assistance in an emergency rebooking, putting a new employee name on an existing ticket, ensuring compliance with the Fly America Act, etc.

Does Lightning and CTP match lower prices found elsewhere?

Body

Lightning and CTP will price match a lower price from an airline or car renter’s direct website -- not through third party websites like Expedia or Hotels.com -- on the exact identical reservation. Promptly send a screen shot of the two costs to na.pricematch@ctptravelservices.com. They will communicate next steps.

How do I note that I need special accommodations for my travel?

Body

UVM provides reasonable accommodations for disability-related and pregnancy-related conditions. Employees can contact the Human Resources team if they have any questions about accommodations that may relate to travel. When you book travel through Lightning, add a note to the travel agent about what your needs may be (there are a couple options in your profile you can select that the airlines receive directly). The agent will then make accommodations you need on your booking.  Also, after booking you can go directly to the vendor for anything specific.

Why do we have to use this travel agency?

Body

There is a contract with Collegiate Travel Planners (CTP).  The required use, effective April 1, 2024, comes from the President and Provost.  Use of the contract by UVM is true regardless of funding source.  The reporting from CTP is very detailed and fulfills the University’s duty of care for our travelers.  This is what allows UVM to discontinue the required use of travel authorizations in PeopleSoft in most instances.

When do I need to complete a travel authorization in PeopleSoft?

Body

A travel authorization is required when a cash advance is requested.

What services are required to book through CTP?

Body

Airfare and car rental.  The UVM contracted car rental providers are available for selection.

What if I am traveling with others and equipment – I will need a bigger vehicle?

Body

Larger vehicles are available for selection.  Use the dropdown list to select the reason.  The same is true if arriving at an area with inclement weather.

I’m going to a conference and it provides a hotel at a discounted rate.

Body

Please book your hotel through your conference to get the best rate.  Booking hotels through CTP is not required.

How do I get a tax exemption at the hotel if I book the hotel through CTP?

Body

Bring the correct tax exemption form and present when checking in at the hotel.

I’m in the airport and need to rebook a flight. What do I do?

Body

Get in the customer service line at the airport and call CTP at the same time.  CTP may be able to help you sooner.  If the rebooking is required due to inclement weather or plane issues, the airlines should be working on rebooking already.

Do I need to have a UVM PurCard to use CTP?

Body

No, you can use your personal credit card and get reimbursed through the current travel expense reimbursement process.  If you travel more than two or three times a year, please consider obtaining a PurCard.

Who books the travel for departmental personnel?

Body

If an employee has always booked their own travel, they can continue to do so.  If a department had someone who supports faculty and staff by booking travel on their behalf, that can continue.

Expense Reports

How do I know if a check has been issued for my expense report?

Body

You will receive an email notification when your check or direct deposit reimbursement has been issued.

Review the status of the Expense Report. Has it been approved by the Expense Manager and the Prepay Auditor? Is the status Paid?
Navigation to view the status of the expense report: Employee Self Service > Travel and Expense Center > Expense Report > View
Navigation to view check number and check date: Employee Self Service > Travel and Expenses > Review Payments

Can I be reimbursed for an expense before the trip?

Body

No. According to the Travel Policy, no travel expenses will be reimbursed before the trip has occurred. If expenses must be incurred before the trip (e.g., airfare, conference registration, hotel, etc.), a UVM purchasing card should be used as means of payment.

How should I enter the travel meals on the expense report?

Body

By each day, with all meals included (up to $60 / day domestic, $90 per day international)

What if I’m travelling for a month or more?

Body

Keep a log of expenses. Sum meals by the week (or less often for longer trips). Attach the log to the expense report. A spreadsheet is fine for this purpose.

Insurance

Am I covered by worker’s compensation if I am injured while traveling on UVM business?

Body

Yes. Medical expenses related to the treatment of a work-related injury or illness are covered under worker's compensation. These expenses include doctor, hospital, and physical therapy services, prescription medication, and medical equipment. Alternative treatments such as massage therapy and acupuncture must be pre-approved.

Do I need travel accident insurance?

Body

UVM maintains an Accidental Death and Dismemberment policy covering “employees injured while riding as a passenger in, or boarding or alighting from any land or water conveyance, or riding in a passenger in, or boarding or alighting from any civil aircraft in connection with UVM-related travel.” Please see the Travel Accident Insurance policy and contact Risk Management & Safety if you have questions regarding this coverage.

Should I purchase travel/trip insurance for international travel?

Body
  • Travel insurance for international travel is allowable. This would accommodate weather emergencies, plane delays, etc.
  • Travelers are strongly encouraged to read the description of coverage or insurance policy for details regarding their available coverage.
  • If a traveler meets the requirements for coverage due to sickness, you may be covered for trip cancellation.
  • Trip insurance no longer covers changes in flight or conferences due to COVID-19, the pandemic or ongoing endemic situations.

International Travel

Does UVM offer an emergency assistance and evacuation services program?

Body

Yes. The University has a contract with Healix International to provide worldwide assistance and evacuation services to persons engaged in UVM-related travel. Travelers are urged by Risk Management and/or UVM Office of International Education to connect with Healix via their portal page or mobile app. Services range from pre-travel safety information, risk alerts, and global assistance monitoring. Healix operates 24 hours a day.

The UVM membership number, 11BSGC000020, is the traveler’s member login. Pre-registration is not required, but a traveler may benefit from pre-registering because SOS provides medical, security and general travel advice, such as information on the standard of health care, how to pay for medical care, the availability of medications, safety of the blood supply, embassy/visa information, dialing code information, cultural etiquette and financial and voltage/plug information.

Is Healix a health insurance coverage provider?

Body

No, Healix is not a health insurer. Travelers should check with their health insurance carriers before leaving the country about coverage and claims when medical assistance is needed outside the U.S. See http://www.uvm.edu/~oies/?Page=info.html.

I had a meal in New York City at 6pm, awaiting my flight to Paris, France. Is this a domestic or foreign travel meal?

Body

This is considered a foreign meal. Generally, all expenses toward a trip are categorized by the destination.

Is travel to Canada considered foreign or domestic?

Body
  • Travel to Canada requires an approved travel authorization.
  • If the destination is Canada, the trip is considered domestic for the purpose of daily meal maximum.
  • If the final destination is outside Canada, the trip is considered international. (For example, driving to Montreal to fly out to Paris, France – the mileage is international travel.)
  • Meals in Canada, with a Canadian destination: domestic meal rate.
  • National Institutes of Health foreign travel definition: Any travel outside of Canada and the United States (U.S.) and its territories and possessions.

May I travel to a location subject to a U.S. Department of State travel warning?

Body

UVM does not prohibit travel to locations subject to a U.S. Department of State travel warning, but recommends that the traveler consult with the traveler’s supervisor and the UVM Department of Risk Management & Safety regarding risk mitigation strategies for the proposed travel.

Do export control restrictions govern what I may bring with me when traveling?

Body

Yes. When traveling abroad, any physical items or technical data in your possession are considered to be “exported” from the U.S. to your destination(s). However, in most situations, commercially available University-owned electronic devices and software (e.g., laptops, data storage devices) qualify for the “tools of the trade” exception; similarly, personally owned items (e.g., cell phone) qualify for an exception and, as such, would not require a license for most countries. All data must qualify as public domain.

In general, what do I need to know about travel and export controls?

Body

Export controls govern the shipment, transmission, or transfer of certain sensitive items, information or software to foreign persons or entities. The rules may require preauthorization from the U.S. Government in the form of an export license. Noncompliance can subject both the traveler and UVM to serious financial penalties; the traveler may also be at risk of imprisonment. The Office of the UVM Associate Vice President for Research Administration can provide pre-trip assistance by reviewing the specific requirements with the traveler.

Body

Any proposed activities of this kind must be reviewed and authorized in advance by the UVM Associate Vice President for Research Administration. This includes UVM-related travel to countries subject to sanctions by the Office of Foreign Assets Control (OFAC) of the U.S. Department of the Treasury, which must be reviewed and approved by the UVM Associate Vice President for Research Administration (Export Controls Officer) before funds are expended and before travel occurs to ensure that all travel-related activities are covered by a general license or that, if mandated, a specific license is obtained before travel starts. Failure to obtain prior approval may result in significant personal liability for the traveler if a review shows export violations. It may also result in disallowance of expense reimbursement.

Mileage and Tolls

How should mileage be documented on an expense report?

Body
  • Mileage is documented by indicating the business purpose of the trip, the destination and the mileage incurred.
  • If traveling by car for an extended period of time, or making frequent day trips, use a mileage log (Excel).

Can I enter mileage on an expense report when I am driving my own car around campus for meetings?

Body

No, since you have not left your tax home (UVM worksite), mileage is not allowable.

I went through an unmanned toll booth on a recent trip. There was no transponder in the rental car and I received a bill in the mail. What should I do now?

Body
  • If you have a purchasing card, you can use it to pay the toll.
  • If you do not have a purchasing card, pay the toll, then submit for reimbursement.

Taxes and Tips

Are tax and tips on meals separate from or included in the daily meal maximums?

Body

Tax and tips are included in the daily meal maximums. In other words, the domestic daily meal maximum is $60, including tax and tip.

My domestic travel meal was $58, the tax was $5 and the tip was $9. Can I submit the tax and tip on a separate line on my expense report?

Body

No, the meal total includes tax and tip. In this case, it would sum to $72. The reimbursement amount would be $60.

How are tips calculated?

Body

Tips are generally calculated based on the pre-tax amount. Generally, 15% to 20% is acceptable.

Other Questions

How do I forward my PeopleSoft worklist?

Body

In PeopleSoft Financials, navigate to: Main Menu > Employee Self Service > UVM Self Service Additions > Workflow/Notify Preferences

How do I delegate authority to someone else to enter an expense report for me?

Body

In PeopleSoft Financials, navigate to: Main Menu > Employee Self Service > Travel and Expense Center > Profiles and Preferences > Delegate Entry Authority

What is proof of purchase?

Body

Proof of purchase is a receipt or invoice showing the last four digits of credit card number, amount of cash tendered, etc.