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.

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

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

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.

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.

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

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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

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

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.

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

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

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.

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.

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.

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.

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.

• 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.

• 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).

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

• 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.

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

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

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