CUL Procedure #23

TRAVEL (Endowed Units)

I. General

Regulations for travel funded fully or partially at University expense in the endowed units (including research projects financed from government, grant and gift funds) are described in University Policy 3.2.1, University Travel (Endowed Funded) available at http://www.univco.cornell.edu/policy/UET.html. All travelers should read and be familiar with the policy. The purpose of this library procedure is to relate endowed library practice to the University Travel Policy and to supplement it as necessary.

Staff working in statutory libraries or being reimbursed by state funds should refer to University Policy 3.2.2, University Travel (Statutory Funded), available at http://www.univco.cornell.edu/policy/ST.html. Since statutory travel regulations vary with the policies of the individual colleges, statutory college librarians should consult with their department head or unit librarian when planning travel. Librarians in the Hotel School are funded under the policies of that school and should check with their administrators.

IMPORTANT: All requests for endowed library-funded travel should be submitted for approval two weeks in advance of the trip. This ensures that travel is authorized, costs and funding sources are clearly identified, and reimbursements can be processed with less delay. Requests must be submitted on an Endowed Library Pre-Travel/Pre-Workshop Request Form available at http://www.library.cornell.edu/Adminops/libforms.html#accounting. Approvals required for each category of travel are identified in section II. Reimbursement of travel expenses cannot be processed until the approved form is received.

II. Categories of Library Travel

A. Conference Travel. Conference travel supports attendance at conferences and meetings of library-related professional organizations. The primary purpose of this travel is the professional development of the person attending. Conference travel does not include workshops or administrative travel that primarily serves the needs of the Library. Conference travel must be applied for and approved in advance by the department head, appropriate Associate University Librarian/ Senior Administrator and the Director of Library Human Resources.

Once this approval has been given, staff members may attend professional meetings and receive up to $700 per fiscal year (July 1-June 30) for expenses including reimbursement of registration fees, travel costs and subsistence (rooms, meals, etc.). Assistant and Senior Assistant Librarians will receive an additional $100 per year of conference travel support for a total of $800 per fiscal year. Any unused travel funding may not be carried over into the following fiscal year. In cases of unusual circumstance, special requests for additional funds may be submitted to the Director of Library Human Resources.

NOTE: Summer ALA travel expenses are charged against the following year's conference funding, e.g., using $700 for Summer 20040 ALA travel will use up the traveler's funding in 2004/050/01.

Staff who are serving as an officer, chairing a committee, or who are invited to make a presentation may be allowed an additional $400 per year for reimbursement of conference expenses for a total of $1,100 per fiscal year. Staff who are elected to an office in a national library organization (such as ALA, MLA, SAA, SLA, etc.) may be eligible for an additional $600 per year to defray travel costs for a total of $1,300 per fiscal year.

In circumstances where there is insufficient funding for central support, but the meeting is considered vital by the department, a request for approval to supplement central funding by applying a portion of the expenses to the department's general operating expense budget may be made to the Director of Finance and Administration.

At least two weeks before the conference, an The Endowed Library Pre-Travel/Pre-Workshop/ Pre-Travel Request Form (http://www.library.cornell.edu/Adminops/libforms.html#accounting) (see http://www.library.cornell.edu/Adminops/libforms.html) should be submitted to the traveler's department head for advance approval. If approved, the request should be forwarded to the appropriate Senior Administrator for approval, and finally to the Director of Library Human Resources.

B. Administrative Travel. This category denotes travel that is required by a regular job assignment or special assignment representing the Library. The Any such proposed travel must be submitted on an Endowed Library Pre-Travel/Pre-Workshop/Pre-Travel Request Form (http://www.library.cornell.edu/Adminops/libforms.html#accounting) (see http://www.library.cornell.edu/Adminops/libforms.html) and approved in advance by should be forwarded to the University Librarian or Director of Finance and Administration for advance approval. Reimbursement for this category of travel is normally 100%.

C. Grant/Contract/External Award Travel. This category of externally funded travel is subject, in all cases, to the requirements for advance notice, submission of documentation and limitations generally governing University Library travel. Any proposed travel must be submitted on an The Endowed Library Pre-Travel/Pre-Workshop/ Pre-Travel Request Form (see http://www.library.cornell.edu/Adminops/libforms.html) and (http://www.library.cornell.edu/Adminops/libforms.html#accounting) must be approved in advance by the principal investigator or department head and the Director of Finance and Administration. Reimbursement for this category of travel is normally 100%, but must fully comply with terms of the award.

D. Workshop/Training Travel. This category denotes travel to a program that is determined to be necessary to provide training, or to update skills required to perform one's job more effectively. Examples might include sessions on new technological developments, supervisory/management skills, self-improvement skills, computer skills, etc.

It is anticipated that requests will be submitted throughout the year as programs are announced. Requests to attend outside workshops and training will be considered throughout the year until budgeted funds are exhausted. See the Library LearningTraining Opportunities web site for more guidelines about funding: http://www.library.cornell.edu/Adminops/libhumres/lto.htmhttp://www.library.cornell.edu/lto/) for information about other sources of financial support for training. Approval must be secured in advance from the immediate supervisor and department head. Approval for funding is at the discretion of the Director of Library Human Resources. The cost of reimbursement for this category is often split between central and department funds with possible contribution from the attendee. Requests should be submitted on an Endowed Library Pre-Travel/Pre-Workshop/Pre-Travel Request Form (see http://www.library.cornell.edu/Adminops/libforms.html(http://www.library.cornell.edu/Adminops/libforms.html#accounting) to the staff member's department head for approval with a detailed estimate of expenses and a description of the workshop.

III. Procedural Guidelines

A. Endowed Library Pre-Travel/Pre-Workshop /Pre-Travel Request Form. This form is used for advance approval of all categories of travel, describes the purpose of the travel and includes other necessary information such as estimated cost and funding sources. If the traveler is requesting an additional $400 or $600, the form must be accompanied by a memo or e-mail message supporting the request. If the traveler proposes to charge full or partial travel expenses to an account other than general library travel, the account number should be entered on the form. If travel is to be reimbursed by an outside agency, this information should also be included. The department head, appropriate Associate University Librarian or Senior Administrator, and the Director of Finance & Administration or Library Human Resources (as appropriate) must approve the form. The Director, F&A or LHR, will designate the level of reimbursement and a copy of the Endowed Library Pre-Travel/Pre-Workshop/Travel Request Form will be returned to the staff member after it has been approved. Copies of this form may be obtained from Library Human Resources (235 Olin Library) or online at http://www.library.cornell.edu/Adminops/libforms.html#accountinghttp://www.library.cornell.edu/Adminops/libforms.html.

Once the travel has been approved, the traveler is responsible for making travel arrangements. Upon return, the traveler must complete and submit the Travel/Expense Reimbursement Voucher for reimbursement to be made (see Section E).

B. Corporate Credit Cards. Cornell University provides a Corporate Card with no annual fee to regular employees recommended to receive the card by their department head. head. Individuals who apply for the card may choose between the university's Diners Club or American Express programs. The Corporate Card provides employees with a convenient method of payment for business expenses and reduces the need for university administration of travel advances. In addition, individuals also enjoy special services from the card, such as additional travel insurance coverage, check-cashing privileges, baggage insurance, and personal purchase privileges. Cardholders are personally responsible for timely payment of all charges that appear on each monthly statement. Individuals who apply for the card may choose between the university's Diners Club or American Express programs.

Staff applying for a corporate credit card may request an application form from Library Accounting Services. Allow approximately four weeks to process the application form. More information about the programs can be found in University Policy 3.3, Corporate Card Policy, at http://www.univco.cornell.edu/policy/CorpCard.html.

C. Corporate Card Cash Advance. Although Cornell discourages the use of cash, necessary cash advances for authorized business travel can be obtained by using the corporate Diners Club card at an ATM (automatic teller machine). [Note: A corporate American Express card cannot be used for this purpose. American Express cardholders may request a Diners Club card for use in ATM machines.] If traveler's checks are required, they should be obtained directly from a bank. Cornell will pay reasonable ATM and traveler's check fees required for authorized travel. A corporate card cash advance is generated through the University Cashier's Office and is charged to the cardholder's monthly statement. The advance may be obtained for authorized University travel only by completing a Cornell University Endowed Cash Advance Request. This form can be obtained from Library Accounting Services (234 Olin Library). Traveler's checks are available at no cost through the Cashier's Office, 260 Day Hall.

Cash advances can also be obtained by using the Corporate Card at an ATM (automatic teller machine). There is a transaction fee for this activity that is normally not reimbursed by the university.

D. University Travel Advance. In certain situations, Cornell will issue a travel advance when a cash payment to the traveler is needed prior to the trip. Travel advances are provided:

§ for travelers ineligible to obtain a corporate credit card or travelers who have not yet obtained that card

§ when a travel expense bill is due before a trip is taken

§ when the trip requires the use of travelers checks

§ for non-Cornell employees, such as visitors or students

To receive a travel advance, Ifthe traveler does not have a corporate credit card, and wishes to have travel expenses paid in advance, he/she must obtain a University Travel Advance Account by completeing a Cornell University Endowed Cash Advance Request form (see http://www.payments.cornell.edu/Travel_Forms.cfm) and submit it to Library Accounting Services for approval and processing.University travel advances are generally available only to infrequent travelers who do not have a corporate credit card. The request is forwarded to the University Accounting Office at East Hill Plaza where a check will be issued and mailed (through campus mail) to the traveler Immediate advances are not available. Sufficient lead-time should be allowed in planning for advance processing (allow 5-10 working days to process an approved request).

NOTE: A unit can directly pay for a traveler's airline ticket by purchasing the ticket through Cornell's Travel Office and charging the ticket to a non-sponsored operating account using the Air Travel Requisition form (see http://www.payments.cornell.edu/cm_images/uploads/forms/cu_pay_atr03f.xls). A travel advance account will be charged for sponsored project travel. The traveler completes the form and sends it If the traveler needs to have airfare arranged and paid by the University, the request for airline tickets should be prepared on the Cornell University Travel Services Requisition form available in Library Human Resources, signed by the traveler and sent to Library Accounting Services for approval. It is not necessary to use this form if the traveler will be charging tickets to a corporate or personal credit card. If using this form to obtain airline tickets, travel arrangements must be made by the University Travel Office.

E. Travel/Expense Reimbursement Voucher. A Travel/Expense Reimbursement Voucher (see http://www.library.cornell.edu/Adminops/TRAVEL.XLS) must be submitted for each trip to complete the travel process.

1. This form must be submitted to Administrative Operations within thirty (30) days after the trip has been completed, and must be processed before another advance can be issued. This enables the traveler to receive reimbursement for out-of-pocket expenses, or to clear a University Travel Advance account.

2. Original receipts should be attached for lodging, meals (if using the receipt method described below) and miscellaneous travel expenses of $75 or more. The specifics of all miscellaneous expenses, however, must be identified (i.e. business nature of the expense, date, location and dollar amount). toll charges, conference registration, transportation and each meal over $25 (meal receipts must be itemized if over $25).

3. If the traveler has received a university cash advance and that amount is more than the actual expense incurred, the traveler must reimburse the University by submitting a check for the excess amount. A check from the traveler for the difference must accompany the completed Travel/Expense Reimbursement Voucher form.

IV. Reimbursement Guidelines

The university and Library uses the following reimbursement methodslimits:

A. Meals (including beverages, tips & taxes) - Traveler can select either a per diem or receipt method for reimbursing meal expenses, but one method must apply to the entire trip: $30.00/day

1. Per Diem Method: Cornell will reimburse meal costs at the per diem rates set by the federal government at: http://www.payments.cornell.edu/Per_Diem_Rates.cfm.

Note: The published rates represent maximum rates and travelers should use a lower rate if it more accurately represents actual meal costs.

Note: Use of the per diem method requires an overnight stay.

Note: For the day of departure and day of return, the reimbursement rate is limited to 75% of the per diem rate.

2. Receipt Method (actual expenses): The university will provide reimbursement for meals based upon original receipts. Receipts such as credit card slips, cash register receipts, etc. should be provided for each meal for which you are seeking reimbursement.

B. Transportation

1. Personal vehicleautomobile: $.365/mile + parking & tolls

Note: The university will provide reimbursement for business usage of personal vehicles based on the Internal Revenue Code's allowable reimbursement rate for business miles (which includes gasoline, oil, repairs, and insurance costs of operating a vehicle). The traveler should select a mode of transportation that is cost-effective and efficient. If, for other than a university business purpose, the traveler takes an indirect route or interrupts a direct route, reimbursement for travel costs will be either the actual cost or the costs that would have been incurred by traveling the direct route by the most economical means, whichever is less. The mileage reimbursement rate is determined by the University Division of Financial Affairs in conjunction with IRS regulations and changes periodically.

The current reimbursement rate is available at http://www.library.cornell.edu/Adminops/acctfaq.html#personal. When a personal auto is used for official travel to points more than 300 miles beyond the point of origin, expenses submitted for reimbursement must not exceed the total cost of round trip coach air fare between the nearest commercial airports, plus the reasonable cost of transportation to and from the airports of origin, and other appropriate local transportation costs at the destination

2. Air Travel

Whenever possible, travelers are expected to take advantage of advance purchase rates or other special fare discount programs.

3. Taxes

Travelers on Cornell business should request an exemption from New York Sales Tax and New York City Occupancy Tax. They should provide vendors in New York with Cornell's exemption certificate (ST 119.1) and use their American Express or Diners Club corporate card. Some vendors will not grant an exemption if the traveler uses a personal credit card. Form ST 119.1 is used for both New York sales tax and New York City Occupancy Tax. Contact Library Accounting Services for a copy of this certificate. Other states and countries generally will not grant a tax exemption to an individual business traveler from New York State.

IMPORTANT NOTE: CU is exempt from payment of sales tax on meals, lodging, and car rentals in New York and New Jersey, and in certain other states. Since state tax laws change, please check with Library Accounting Services or refer to the tax table appendix in the University Travel Policy at http://www.univco.cornell.edu/policy/ET.html#RTFToC20. Certificates to claim this tax exemption are available from Library Accounting Services and should be presented when applicable. Reimbursement cannot be made to the traveler for sales tax paid on the above-mentioned items in exempt states.

12/0307/02