All other requests for the use of other classes of fare must be pre-approved by the traveler’s dean’s office or senior financial approver, and this approval must be documented in the expense request. Confidential medical information per HIPAA (Health Insurance Portability and Accountability Act of 1996) should not be included in the contents of the request. This form must be updated each fiscal year, unless it explicitly states it is for a long-term condition, in which case it will be valid for five years. Other classes of travel may be allowed based on documented medical needs by submitting a medical waiver request. Reasonable and necessary fares typically include coach or economy classes. When a bus, rail or a commercial vessel is selected, the university will pay the reasonable and necessary cost of the lowest fare available for the trip. The expense that would have been incurred as the most economical and direct route must be documented in the expense report. If, for other than university business, the traveler takes an indirect route or interrupts a direct route, payment for transportation expenses will be at either the actual charge or the expense that would have been incurred by traveling the direct route by the most economical means, whichever is less. The traveler should use the most direct route for ground travel. Visit the Business and Travel Expense Policies page for guidance on tips. The university will not pay or reimburse the cost of transportation (such as private sedans, limousines, rideshare services or other car services) used to travel on, around or between campuses. For more information about documentation and reimbursement for ground transportation beyond 350 miles round trip, see the Fare Comparisons section below. For travel in excess of 350 miles round trip, commercial air travel is generally the most economical and practical however, other forms of travel such as bus, rail or ship, may be allowed in certain circumstances and should include an explanation and supporting documentation for why that option was selected.The traveler may still fly to a location that is less than 350 miles round trip if it is more economical. For travel of 350 miles or less round trip, ground transportation by private car, bus, shuttle service, ride service, taxi, rental car or some combination of these is likely to be the most economical.When planning and requesting approval for university-related business travel, the traveler should consider all aspects of the total trip to achieve the most economical result. Ground transportation is likely to be required as more than one component of a trip (e.g., travel from home to the airport, travel from the airport to lodging, travel from the airport to home, etc.). Non-local travel will usually consist of a combination of air and ground transportation. Individuals traveling on university business are expected to use transportation options that are necessary and reasonable. Receipts & Gifts add_circle remove_circle Receipts & Gifts.Account Balance Reconciliation Attestation.Balance Sheet Accounts Balance Sheet Accounts.Managing Aging and Outstanding Expense Transactions. Revenue & Fund Balance Revenue & Fund Balance. Specific Fund Types Specific Fund Types.Authority to View or Access Financial Data.Business & Travel Expenses add_circle remove_circle Business & Travel Expenses.Managing the Supplier Relationship and Record.Setting Up a New Supplier or Visitor Payee.Stanford Purchasing Card (PCard) Program.
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