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American Express Corporate Card Use

POLICY STATEMENT

Delta State University authorizes the use to the American Express Corporate card by employees for travel related expenses in accordance with the following procedures.

DEFINITIONS

 

None

 

PROCEDURES and RESPONSIBILITIES

 

General

Employees of Delta State University who travel can use the American Express Corporate Card to charge travel-related expenses, i.e. hotels, meals, rental cars, and then be reimbursed for those charges. Each department head will determine which employee(s) of the department will have authority to charge travel-related expenses to the Corporate Card. Each employee who is granted authority to use the Corporate Card must fill out an application to American Express, which must be signed by the designated Program Administrator. The application will be sent to American Express for approval and issuance of the Corporate Card. The employee whose name appears on the Corporate Card is deemed the cardholder and is directly liable for its use. Delta State University assumes no liability for the use of the American Express Corporate Card.

 

Reimbursement Procedures

An employee who travels and uses the American Express Corporate Card to charge travel-related expenses will submit a Travel Authorization and Reimbursement Form to the Accounts Payable Department within the first week after the completion of the travel, as is notated on the form. The employee will verify the accuracy of all documentation and will attach original receipts with the reimbursement form. Approved travel reimbursement requests that reach Accounts Payable department by 2:00 p.m. on Tuesday or Thursday will normally be written the next day unless there is a problem.

 

Payment Responsibility

The employee, not Delta State University, is responsible for tendering payment to American Express for all charges made on the Corporate Card. Each employee should pay close attention to the due date of the American Express invoice and should submit his/her expense voucher(s) in a manner that will allow timely reimbursement. Any charges resulting from delinquent payment of invoices will be the sole responsibility of the named cardholder. The card balance must be paid in full each month. The cardholder is responsible for contacting American Express within the specified timeframe if the cardholder disputes any charges.

 

Liability for Unauthorized Use

Delta State University and the cardholder are not liable for charges resulting from unauthorized use of any Corporate Card. An employee should immediately report any unauthorized expenses incurred on his/her Corporate Card to American Express and to the Program Administrator. Employees will immediately report a lost or stolen card to American Express and to the Program Administrator.

 

Cancellation

Employees may cancel their Corporate Card at any time by rendering the card unusable and returning it to the Program Administrator along with a signed letter requesting cancellation. The Program Administrator will finalize the cancellation with American Express.

 

RELATED DOCUMENTS

  • Section 25-3-41, Mississippi Code of 1972, Annotated

Conference Registration

POLICY STATEMENT

 

Delta State University will pay for conference registration fees if approved by the department head or next higher administrator in accordance with the following procedures.

 

DEFINITIONS

 

None

 

PROCEDURES and RESPONSIBILITIES

 

Out of State

If the registration deadline is more than 10 days before the conference, an advance of 100% of the registration fee can be issued to the employee once the travel authorization is completed and approved. The employee will be responsible for paying the fee with the advance. The balance of the advance can be issued no more than 10 days prior to the trip.

 

In State

Registration fees of $35.00 or more can be paid in advance by a university check. The procedure will require a copy of the approved travel request and a copy of the conference registration form attached to a requisition. The forms must be received in the Purchasing Department a minimum of 2 weeks prior to the registration deadline.

 

The travel reimbursement request should be filled out to include all costs with a notation beside the conference registration fee: “Paid by DSU”.

 

Group of Employees Attending Same Conference in State

State travel regulations do not allow one state employee to claim expenses for another state employee.   A separate travel request should be completed for each employee attending the conference. A copy of the travel requests along with the conference registration form for each employee can be attached to one requisition for the registration fees to be paid by one university check.


RELATED DOCUMENTS

  • Section 25-1-79, Mississippi Code of 1972, Annotated
Lodging

POLICY STATEMENT

In keeping with State Statute (Section 25-3-41) of the Mississippi Code of 1972, Annotated, Delta State University, as a State Institution, will make reimbursement to any officer or employee who is required to travel in the discharge of official duties to the extent of actual, ordinary and necessary costs incurred within those limitations imposed by state law, contractual agreements, or the administrative policies of the University.

DEFINITIONS

 

None

 

PROCEDURES and RESPONSIBILITIES

 

General

Lodging expenses will vary with the area traveled but all expenditures must be necessary and reasonable. Primary responsibility for the reasonableness of amounts charged rests with the person authorized to approve travel vouchers. All travelers must always request government rates and the rate confirmed both at the time reservations are made and at check-in.

 

Since hotels charge for reservations not kept, changes in travel plans must be communicated to the hotel as soon as possible. These charges will not be reimbursed if the traveler has been negligent in canceling reservations, or if the change is due to a personal decision after the deadline for cancellations. Exceptions may be made for emergencies beyond the employee's control.

 

Lodging other than hotels/motels, such as apartments, dormitories, etc., may be used when they result in a lower cost. An itemized receipt is still required.

 

Lodging Shared with Someone not a State Employee

If a member(s) of the employee's family, or other non-state employee travels with the officer or employee, the employee shall claim reimbursement at the single hotel/motel room rate only. The single rate should be written across the face of the receipt and signed by the hotel clerk. Express Check-Out Receipts Which Do Not Provide An Itemized Hotel Bill Are Not Acceptable.

 

Lodging Shared with State Employee

If more than one employee shares a motel/hotel room, each employee should report a pro-rata share of the costs on his travel reimbursement request. Separate invoices should be requested when registering. If the employee does not have an original receipt, he should submit a copy of the receipt and refer to the travel authorization number of the employee where the original receipt may be located.

 

Out-of-State Lodging

Interstate discounted lodging is often available through government rate programs and honored by participating properties of most major chains (e.g., Holiday Inns, Hyatt Inns, Marriott, Hilton, Sheraton, Ramada and others). The state contract travel agency shall check for the government rate - or lowest rate available - when use of the travel agent is required. (Use of the contract travel agent for lodging reservations is required when the trip involves common/public carrier travel.) When driving and making your own lodging arrangements, always request government rates. Government rates do NOT include special requests or more than single occupancy. You may be asked for identification. ID cards will be acceptable. If you have neither, a business card will often (but not always) be accepted by the hotel as proof of employment.

 

RELATED DOCUMENTS

  • Section 25-3-41, Mississippi Code of 1972, Annotated
Meals Allowance
 
 
Officers and employees of the State and political subdivisions shall be reimbursed the actual cost of meals incident to official travel, not to exceed the daily maximums for the specific location of assignment. 
 
 
 
None
 
 
General
Maximum daily rates are established every six months by the Department of Finance and Administration.  Rates remain in effect until otherwise notified by the Office of Procurement and Auxiliary Services (Procurement Office) of DSU.
 
 
The amount allowed for individual meals shall be at the discretion of the department head, provided that the total does not exceed the maximum daily expenditure cited above.  Meal reimbursements are not allowed within the official duty station. Alcoholic beverages are not reimbursable. 
 
Any fees charged for attending the official meetings of a convention, seminar or similar convocation where the meeting includes a meal are excluded from the daily maximum. This means that an employee will not have the fees for these meals counted against the daily maximum.
 
If these official meeting meals cause the total daily reimbursement claimed for meals to exceed the maximum daily expenditure set for that city, the employee can request reimbursement for these fees by claiming them as “Other Authorized Expenses” and by providing a valid original receipt.
 
Expenses incurred for meals during international travel are reimbursed on actual expenditures.
 
Receipts
Original itemized receipts are required for all meal reimbursement requests. Reimbursement will be made for ACTUAL costs only, not to exceed maximum daily rates. If the receipt includes charges for persons other than the employee, the employee must calculate only their meal expenses and clearly state which expenses were theirs on the receipt and sign.
 
 
High Cost Area Meal Allowances
In-state and out-of-state high cost areas are those cities designated in the Federal Register as having a prescribed maximum per diem daily rate of $100.00 or higher. DSU will reimburse ACTUAL meal cost in those cities based on the rate scale found at http://www.dfa.state.ms.us/Purchasing/Travel/convertedrates.pdf.  
 
Taxable and Non-Taxable Meals
DSU does not reimburse taxable meals, which are meal expenses incurred during official travel where an overnight stay is NOT required. 
 
Meal Tips
Meal tips should be included in the actual meal expense unless the inclusion of the tips would cause the meals to exceed the maximum daily limitations placed on meals by the Department of Finance and Administration. If the daily limitation would be exceeded, the employee is allowed to record meal tips for each day under other authorized business expenses. Total meal tips shall not exceed 20% of the maximum daily meal reimbursement claimed.
 
Group Meal (Business Meal)
University employees may be reimbursed for the cost of group meals while carrying out their employment duties. A group meal is defined as a meal for one or more University employees and one or more individuals that are not employees of the University. In other words, if two or more individuals from the University have lunch together, the costs would not be allowed as a group meal. Each employee would be personally responsible for his or her own meal cost. The request for reimbursement for group meals will be excluded from the travel reimbursement and will be submitted on a requisition to the Procurement Office with an itemized receipt for the cost of the meals. The requisition will indicate the names of the persons in attendance and the nature of the meeting. If the average cost per person exceeds $25.00, the appropriate vice president must approve the reimbursement. The University will not reimburse any employees for the cost of alcoholic beverages consumed with the meal. 
 
The policy covers group meals for persons in travel status as well as group meals of an official nature here in Cleveland.
 
Approved group meals will not be treated as travel costs but will be accounted for as commodities (object code 6440, Food for Persons).
 
Group Meal (Faculty/Staff Only)
A business meeting involving only faculty and staff of Delta State University may include a meal as long as the expense is approved by the next higher administrator prior to the meeting. 

Note: The meal cannot be an appreciation type meal. An appreciation meal is a personal expense. Snacks (cokes, chips, cookies, etc.) for regular scheduled meetings will not be allowed.
 
Mode of Transportation Comprehensive Policy

 


In keeping with State Statute (Section 25-3-41) of the Mississippi Code of 1972, Annotated, Delta State University will make reimbursements to employees for transportation pertaining to official state business in accordance with the following guidelines.
 
Employees are required to compare each mode of transportation and select the most economical mode. If the most economical mode is not chosen, travel will only be reimbursed at the most economical rate. If the most economical mode is unavailable, the employee must provide supporting documentation justifying the request for the reimbursement of travel at a less economical rate.
 
 
None
 
 

Whether by public transportation, privately-owned vehicle, state-owned vehicle, etc., reimbursement will be made for the most direct practical route.  
 
Travel by Private Vehicle:
 
If a personal automobile or other private vehicle is the most economical mode of transportation or is the necessary mode of travel, the University will reimburse the employee at the official federal business travel rate for private vehicles. Reimbursement for the use of a personal automobile or other private motor vehicle for official state business includes private airplanes flown by the employee. The federal mileage rate can be viewed at http://www.dfa.state.ms.us/Purchasing/Travel/MileageRate.pdf.
 
When a determination is made that a rental vehicle is the more economical method of travel and there are no extenuating reasons why a rental could not be used, the employee will be reimbursed at the rental car rate as determined by referring to the Travel Decision Matrix.  The employee may still elect to travel in a personal vehicle and be reimbursed at the rental car rate.
Employees can go to http://www.deltastate.edu/pages/552.asp and click on “Travel Decision Matrix” to get an estimate of rental reimbursement rates.   The matrix takes into account the daily rental rate and expected fuel costs for the number of anticipated miles to be driven and it is updated monthly to reflect changing fuel costs. 
 
When two or more employees travel in one private vehicle, only one travel expense at the authorized reimbursement rate shall be allowed.  The person claiming reimbursement shall report the names of other state employee passengers.
 
Travel by Rental Vehicle:
 
When employees will travel by rental car, reservations are to be made in compliance with the state contract and rates. Only the actual cost of the rental vehicle and fuel can be claimed for reimbursement. Employees can go to http://www.deltastate.edu/pages/552.asp and click on “Travel Decision Matrix” to get an estimate of rental reimbursement rates.
 
An intermediate size vehicle is normally the largest rental that will be reimbursed. Naturally, there will be occasions for which a larger vehicle will be required in order to carry out the state’s business.  A waiver request form should be submitted along with the Travel Voucher for reimbursement.
 
Charges for rental cars shall be allowed only when there is a demonstrated cost savings, including compensated employee time, over other modes of transportation such as buses, subways, taxis, etc.  The state will not reimburse for rental cars obtained for personal use, such as sightseeing or optional travel to and from restaurants while on official state business travel.  Only the rental vehicle which is consistent with the size requirements of the business task to be performed will be reimbursed.
 
In-State Vehicle Rentals
 
The In-State Vehicle Rental contract is referenced on the Office of Procurement and Travel (OPT) Travel Information website at http://www.dfa.state.ms.us/Purchasing/StateContracts/VehicleRentalInStateList.html. The corporate identification number listed in the contract must be referenced to obtain the state contract price.  The contract also references the coverage of insurance information. The option to purchase insurance should always be declined when utilizing this state contract. Delta State University also has a contract with Enterprise Car Rental for services in Cleveland and the surrounding areas for when the state rental contract cannot be utilized. 
 
Fill the vehicle with gasoline prior to return.  Otherwise, you may be charged up to the amount per gallon as listed in the state contract referenced above for a full tank of gasoline even if the tank is 3/4 full when returned.
 
Out-of-State Vehicle Rentals
 
The Out-of-State Vehicle Rental contract is referenced on the OPT Travel Information website at http://www.dfa.state.ms.us/Purchasing/StateContracts/VehicleRentalOutofStateContract975.pdf.   The corporate identification number listed in the contract must be referenced to obtain the state contract price.  The contract also references the coverage of insurance information.  The option to purchase insurance should always be declined when utilizing this state contract. Delta State University does not have any additional car rental contracts with other rental facilities outside of the state of Mississippi.
 
Fill the vehicle with gasoline prior to return.  Otherwise, you may be charged up to the amount per gallon as listed in the state contract referenced above for a full tank of gasoline even if the tank is 3/4 full when returned.
 
Vehicle Rental Insurance
 
The current vehicle rental contracts include unlimited mileage and free CDW/LDW insurance.  The option to purchase insurance should always be declined when a vehicle is rented utilizing the state contract or the local Enterprise contract.  Insurance purchases will not be reimbursed as per the above information.  The state is self-insured.  Agencies should purchase CDW only when a rental vehicle is rented not utilizing the state contract as the state provides the liability portion of the coverage.  You must always be covered by insurance that is provided by the contract or by purchase, should you utilize a vendor that is not on state contract.
 
Travel by University Pool Vehicle:
 
If the most economical mode of transportation is utilizing pool vehicle, employees of Delta State University may utilize one or more university pool vehicles while traveling on university business.   Pool vehicles should be reserved for travel by groups of four or more employees. Smaller groups should travel in a rental vehicle or in a personal vehicle if a rental vehicle is unavailable. Each department should ensure that employees follow proper procedures for scheduling university pool vehicles and for encumbering travel funds.  Failure to properly schedule vehicles and encumber funds may cause unnecessary delays and budget shortfalls. Pool vehicles are to be used for official university business only. No pool vehicle is to be used for personal reasons.
 
Scheduling and Use of University Pool Vehicles
 
An employee who plans to use a university pool vehicle for travel should contact Facilities Management first to see if the vehicle(s) is/are available.  The employee will provide the date(s) as well as departure and estimated return time that the vehicle(s) will be needed.  Once availability is verified, the employee may schedule the vehicle(s) for the necessary amount of time.
 
The employee will complete a Travel Authorization form with all required signatures and send or bring it to the Office of Procurement and Auxiliary Services (Procurement Office) at least three (3) business days prior to the date of travel.  The Procurement Office will date/time stamp the form and forward it to the Director of Procurement and Auxiliary Services (Director) for review and signature.  The Director will then forward the form to the Accounts Payable Analyst to encumber the funds. 
 
NOTE: If more than one vehicle is needed, one (1) Travel Authorization form can be used to encumber the trip and to pick up the vehicle(s); however the driver(s) of the additional vehicle(s) shall be clearly notated on the Travel Authorization form.
 
The Accounts Payable Analyst will send the original Travel Authorization form back to the employee.  The employee shall call the Procurement Office to verify encumbrance if the Travel Authorization form is not received prior to the trip.  The employee(s) shall take the encumbered Travel Authorization form or a copy of the form to Facilities Management when ready to pick up the vehicle(s).  Only the authorized employee(s) will be allowed to pick up the vehicle(s).
 
NOTE:  If travel will occur after hours or on weekends, the employee(s) shall bring the Travel Authorization form to Facilities Management on the last business day PRIOR to the trip and receive instructions on securing the vehicle(s).  No vehicle(s) will be released from the university pool without a properly signed and encumbered travel authorization.  It is the responsibility of the traveler(s) to ensure that all steps are completed prior to receiving the vehicle(s).
 
The employee(s) will immediately return the vehicle(s) to Facilities Management once the trip is completed.  It is vital that the vehicle(s) be returned on the scheduled return date to avoid scheduling conflicts.  The vehicle(s) should be parked in the motor pool parking area during business hours or in the east parking lot after hours.  The vehicle(s) shall be clean of debris and locked after parking.
 
Please do not lock keys inside the vehicle(s). Keys to the vehicle(s) will be dropped into the key drop box located at the east door of the Facilities Management building if the vehicle is returned after business hours. The employee(s) shall complete page 2 of the Travel Authorization form and submit the form to Accounts Payable with appropriate receipts attached within the first week after the travel is completed to ensure that funds are charged back to the department for the travel.
 
Travel by Public Airline:
 
If the most economical mode of transportation is by public airline, airline travel plans will be made through the contracted travel agency identified by the Purchasing Department unless it can be shown that less expensive or more advantageous flights can be booked through the Internet or other travel agency. Travel reimbursements by airline will be made in accordance with the following guidelines.
 
In calculating the most economical mode of transportation between airfare and travel by other means the employee shall factor in additional lodging, meal expenses, taxi fares, parking, and other airport related expenses. Delays in route that will not delay the traveler's arrival at the destination by more than 3 hours actual travel time within the same day travel was begun and that result in a substantial cost benefit to the state will be used.
 
Business or first-class service may be authorized if at least one of the flight segments exceeds 6 hours. A flight segment is defined as time in the air between stopovers, changing aircraft, or change of airline. Business or first-class travel is not reimbursable unless approved in advance. A waiver signed by the agency head (or his designee) must be submitted and approved by OPT prior to the trip.
 
Using the Contracted Agency
 
  • Make reservations with the contracting agency. These reservations will be held for 24 hours.
     
  • Complete a “Travel Authorization Form” with appropriate signatures and carry to Purchasing Department. The Purchasing Department will issue a General Encumbrance number to the authorization.
     
  • Call the contracted travel agency with the General Encumbrance number that will then be billed to the University Business Travel Account (BTA) through American Express. 
  • The traveler will attach the itinerary from the contracting agency to the Travel Authorization upon request for reimbursement.
 
Other Booking
 
For all flights which are not booked through the contracted travel agency, the employee must submit a cost comparison showing a minimum of two (2) fares. The cost comparison must show the fare and any issuance cost and must show a savings, and shall be submitted along with the employees Travel Voucher.
 
If the traveler books a ticket through the Internet or another travel agency, the traveler will be responsible for all costs until a request for reimbursement is submitted or travel advance is requested. The traveler must attach an itinerary/receipt to the Travel Authorization. The amount paid for the ticket cannot exceed the specified state contract amount unless prior approval from the Office of Purchasing and Travel is obtained.
 
Airline Reservation Changes
 
Involuntary
 
A note of explanation should be attached to the Travel Voucher and does not require a waiver if an involuntary airline reservation change results in additional reimbursable expense.
 
Voluntary
 
Voluntary in-route changes in travel arrangements should be handled through the original source of the reservations. Most of the travel agencies provide toll-free numbers. Check the Travel Agency Services contract at http://www.dfa.state.ms.us/Purchasing/StateContracts/TravelContract962.pdf. If the change is for personal reasons, the state will not reimburse any fees imposed by the airline or the travel agency. Emergency situations will require a Waiver Request Form to be submitted to OPT for approval and the waiver must be attached to the Travel Voucher.
 
If the traveler is outside the continental U. S. and changes are required, make the change as needed and attach a note of explanation to the Travel Voucher. Necessary waivers should be submitted upon return from the trip to the Office of Purchasing and Travel.
 
Flight Insurance
 
When a ticket is purchased with the state agency's American Express Business Travel Account (BTA) account or with an American Express Corporate Card, automatic Travel Accident insurance is included for any scheduled airline transportation. Note: When the BTA is used, $350,000.00 in travel accident insurance is included for any scheduled airline transportation. Some of the state contract travel agencies

http://www.dfa.state.ms.us/Purchasing/Travel/Travel.html also provide free insurance with tickets. No other flight insurance will be reimbursed.

 
Airlines automatically insure each ticketed passenger's luggage. Any excess valuation must be declared and paid at check-in. Check with the airline or the travel agency for procedures and amounts. Excess valuation for business related items may be a reimbursable expense by your agency. Personal items such as clothing and incidentals are not a reimbursable expense.
 
If tickets are purchased with the American Express Business Travel Account (BTA) or corporate card, both carry-on and checked baggage are insured.
 
Business Travel and Vacation/Personal Leave:
 
Business travel and vacation/personal leave may be combined when both of the following conditions are met:
 
  1. The primary purpose of the trip is official state business;
  2. The employee uses his/her approved leave for the personal part of the trip;
 
The state agency incurs no expenses beyond what it would have incurred had there been no personal travel involved in the trip. (If the employee would normally be expected to arrive the day before, or remain in the area of official business overnight and return the following morning, and does so, expenses for either/both night(s) and the appropriate meals will be allowed.); and,
 
The contract travel agency should be advised that the business part of the ticket will be billed to the state and the personal travel part to the employee's personal credit card at the time the transportation reservations are made.

 
 
 
Other Allowable Expenses

POLICY STATEMENT

 

Travelers may be reimbursed for other allowable expenses in accordance with state law.

 

DEFINITIONS

 

None

 

PROCEDURES and RESPONSIBILITIES

 

Phone Charges

Phone calls, postage, and other expenses included in the “other authorized expenses” column must be certified at the bottom of the travel voucher by the employee that they are for valid business expenses (the employee's signature on the expense voucher qualifies as such certification). Phone calls itemized on a hotel bill should be circled and indication made if they were for business, or deducted and not claimed if they were personal calls. Again, if reimbursement is claimed, this must be itemized and claimed in the "other expenses authorized" column. Calls home are considered personal expenses and are not reimbursable.

 

Taxi Fares

Fares for taxis or limos (airport transportation services) in excess of $10.00 require a receipt which must be attached to the expense voucher to receive reimbursement for that item.

 

Miscellaneous Charges

·        Baggage Handling

o       Reasonable charges will be allowed without receipt. Reasonable is usually defined as $1 per bag for each level of handling.

·        Hotel/Airport Parking:

o       For charges in excess of $10.00, receipts must be attached to the expense voucher.

·        Laundry Charges

o       One reasonable laundry expense is reimbursable for each seven (7) consecutive days that travelers are required to be away from their official station on official business. This does not mean that a laundry expense will be reimbursed when the employee returns home at the end of 7 days away from home. It does mean that if the employee will be away from home seven or more consecutive days, a reasonable laundry or cleaning expense will be reimbursed recognizing that it would be difficult to carry more than 5 days' clothing at a time. If after a complete, written justification, the department head deems it necessary for an employee to be paid for additional cleaning/pressing charges while traveling on official business, the attachment of the approved justification to the request for reimbursement of travel expenses will enable the employee to be reimbursed for such charges.


RELATED DOCUMENTS

  • Section 25-1-79, Mississippi Code of 1972, Annotated
Travel Advance
POLICY STATEMENT
 
A travel advance will be made to a Delta State University employee who anticipates incurring out-of-pocket cash expenses (for hotel, meals, taxis, tolls, tips, etc) while traveling on official University business outside the State of Mississippi. 
 
DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
Advances are not given for trips within the state. For in-state trips, the University will reimburse the traveler after the trip. The travel advance is obtained by check from University Accounting. A travel advance will only be issued to University employees representing the University on official business.
 
Receiving a Travel Advance
The travel request form should be completed by the traveler and approved by the appropriate department/division head. Section C on the form indicates the need for a travel advance and the date on which it is needed. A travel request that includes a request for an advance should be received in Purchasing at least 7 business days prior to the trip. An open accounts receivable is established in the name of the traveler until the advance is cleared.
 
Amount of Advance
An employee may receive up to 80% of out-of-pocket expenses plus gas money in advance. Out-of-pocket expenses consist of hotel charges, meals, ground transportation, tolls, etc.   If students will accompany the employee or if the traveler is a student, the advance is 100% of out-of-pocket expenses. The advance is given by check. An employee may have only one travel advance outstanding at any given time.
 
Responsibility of the Traveler after Trip
After the trip is complete, excess cash may be returned to University Accounting to be posted to the traveler’s account. The back of the approved travel request form should then be completed, receipts attached, approved, and forwarded to the Accounts Payable office for payment.   A check payable to the traveler for the total out-of-pocket expenses minus the amount of the advance will be mailed to the traveler. If the advance exceeds actual expenses, a personal check for the difference made payable to Delta State University should accompany the reimbursement form.
 
Failure to Account for an Advance on a Timely Basis
A travel advance should be settled promptly.   If the advance is not cleared after ten working days after the end of the month in which travel was completed, the full advance will be withheld from the traveler’s next paycheck.
RELATED DOCUMENTS
  • Section 25-1-79, Mississippi Code of 1972, Annotated
Travel Authorization and Reimbursement
POLICY STATEMENT
In keeping with State Statute (Section 25-3-41) of the Mississippi Code of 1972, Annotated, Delta State University, as a State Institution, will make reimbursement to any officer or employee who is required to travel in the discharge of official duties to the extent of actual, ordinary and necessary costs incurred within those limitations imposed by state law, contractual agreements, or the administrative policies of the University.

DEFINITIONS
 
None
 
PROCEDURES and RESPONSIBILITIES
 
General
The “Travel Authorization Form” is used to authorize travel, to receive travel advances, to pre-pay conference registration, to receive and document authorization to charge to BTA account and to reimburse the traveler. The traveler should complete and submit the travel form to accounts payable within the first week after returning from the trip.
 
Travel Within and Outside the State
Prior approval of the department head or next higher administrator is required, using Delta State University’s “Travel Authorization Form”, when the circumstance of travel is for:
·        Attending in- or out-of-state conventions, associations, conferences, workshops, seminars and clinics.
·        Outside the State of Mississippi but within the United States for reasons other than those listed above.
·        A group organized for unitary purposes.
 
Special Notes: Travel to conventions or association meetings chargeable to grant programs must be correlated to the purpose of the project charged by a statement of justification on the Travel Authorization and Reimbursement Form.
 
Other types of in-state travel do not require prior approval.
 
Travel Outside the Continental Limits of the United States
Prior approval of the Department Head, Dean/Director, Vice President, President, and Board of Trustees, with written concurrence of the Governor and the Department of Finance and Administration is required; using “Request for Approval of International Travel and Reimbursement Form” when travel is outside the continental limits of the United States for University business purposes. Designated funds utilization requires a category description be provided for Board approval.

Section 25-3-41 of the Mississippi Code of 1972, Annotated, states “No state or federal funds received from any source by any arm or agency of the state shall be expended in traveling outside the continental limits of the United States, until the governing body or head of the agency makes a finding and determination that the travel would be extremely beneficial to the state agency and obtains a written concurrence thereof by the Governor and the Department of Finance and Administration”.

Private funding of International Travel (i.e. funded by employee, Development Foundation, or other private funds not administered by DSU) does not require the estimate of expenses to be completed on a “Travel Authorization Form”). If private funds are utilized, an advance is not allowed.

All international travel must have the President's original signature. Up to 90 days are required by the State of Mississippi for approval procedures after the President of the University approves the travel.

Canada, Hawaii, and Mexico are outside the continental limits of the United States; therefore, international travel authorization is required when traveling to these locations.

Traveling with Others
 
Staff and Students
DSU employees or students traveling with other DSU employees need individual travel authorizations.
 
For any type of student activity that is held off campus and involves travel, the person in charge of the student group (organization) shall be responsible for attaching to the travel authorization form an approved list of the names of persons participating in the travel.
 
Group of employees attending same conference
State travel regulations do not allow one state employee to claim expenses for another state employee.   A separate travel request should be completed for each employee attending the conference. A copy of the travel requests along with the conference registration form for each employee can be attached to one requisition for the registration fees to be paid by one university check.
 
Other Situations for Which an Additional Travel Authorization is Required
An additional “Travel Authorization and Reimbursement Form” must be filed if:
·        Dates of travel are separated by more than two (2) days.
·        Purpose of the trip changes from that which is stated on original authorization/reimbursement form.
 
Travel in University Vehicle
Employees who use university vehicles that are assigned to a department should adhere to all guidelines that are established by their department for use of the vehicles. Any vehicle used from the vehicle pool at the physical plant should refer to the policy on “Travel by University Pool Vehicle”.
 
Reimbursement Procedures
Employees who seek reimbursement for travel expenses should complete the travel authorization form and submit it to purchasing along with all appropriate signatures and documentation, i.e. hotel receipts, fuel receipts, baggage receipts, etc. Travel authorizations should be submitted within the first five days after the travel is complete. Approved travel reimbursement requests that reach Accounts Payable department by 2:00 p.m. on Tuesday or Thursday will normally be written the next day unless there is a problem.

RELATED DOCUMENTS
  • Section 25-3-41, Mississippi Code of 1972, Annotated
  • Travel Authorization Form
  • Policy on “Travel by University Pool Vehicle”

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