Travel FAQ's

Faculty:
Faculty must obtain the signatures of Department Chairperson and Deans at a minimum. If you are a Department Chair, the Dean's signature is sufficient.

Non-Faculty:
Managers must obtain the signatures of immediate supervisor at a minimum, and any other Director or VP that will be providing funding.

Out-of-state travel requires the approval of an employee’s supervisor/chair and/or budget manager (if different.) For travel outside of the contiguous United States, the University President’s or Provost’s approval is also required.

If two or more ESU employees are traveling together, only the driver is required to complete a Travel Approval Request (TAR) and list the passengers. Unless the passenger(s) will be submitting expenses for reimbursement, then the passenger(s) must also submit a TAR.

If travel is grant-funded, a Grants Officer must also sign off on the Travel Approval Request.

All TARs must include a "Enterprise Trip Optimizer'' unless the traveler will not be claiming reimbursement for mileage.

Faculty –Travel Expense Vouchers must be signed by Department Chair, Academic Dean, and any other departments that will be providing funding.

Non-faculty- Travel Expense Vouchers must be signed by the immediate supervisor and any other departments that will be providing funding.

If an employee embarks on travel from his/her residence, the employee will be reimbursed for mileage, between either residence and the travel destination, or headquarters and the travel destination, whichever is shorter. Local travel while at destination must be documented for reimbursement purposes.

If an employee is required to work on a holiday or scheduled day off, the employee may be reimbursed for mileage from his/her residence to a point of public transportation or designated worksite, other than ESU. An employee may never be reimbursed for mileage between his/her residence and headquarters.

Yes, an employee may extend travel to obtain savings on transportation costs. The employee must document the savings via an attachment to the travel expense voucher. If extending travel does not save money, the employee is responsible for any incremental costs (i.e., subsistence and accommodations.)

Example: Conference ends on a Friday and employee extends travel to Sunday

Example: Conference ends on a Friday and employee extends travel to Sunday

No, it is not mandatory; however, employees are encouraged to extend travel, if reasonable. Cost of travel is very often the determining factor in whether or not an employee receives budgetary approval to travel.

Yes, an employee may extend business travel for personal purposes. The employee will be reimbursed for expenses incurred up to the point when he/she would have returned under normal circumstances. If extending travel causes the cost of transportation to increase, the employee is responsible for paying the incremental cost of the transportation. Employees are expected to take appropriate leave in accordance with the leave policy.

The University will pay for additional costs incurred if an employee changes his/her itinerary for a valid business purpose, and the change is approved by his/her supervisor. An employee who changes his/her itinerary for personal reasons is responsible for any additional costs resulting from the change.

The University will pay for any costs that are not recoverable if an employee cancels his/her travel arrangements for a valid business purpose, and the change is approved by his/her supervisor. An employee who cancels his/her travel arrangements for personal reasons is liable for any costs that are not recoverable.

No, an employee may use his/her personal vehicle, but will only be reimbursed the Enterprise rate if lower than the mileage calculation.

Use of a rental car is prohibited unless it is the most economical means of transportation available (e.g., less expensive than a taxi or airport shuttle). The rental car may be used for business purposes only. The employee must pay for any incremental cost of personal use of the vehicle.

Use of a rental car is prohibited unless it is the most economical means of transportation available (e.g., less expensive than a taxi or airport shuttle). The rental car may be used for business purposes only. The employee must pay for any incremental cost of personal use of the vehicle.

Because of the relatively high cost, air travel within the state is prohibited. Exceptions may be made if documentation can be provided showing flight cost is cheaper than mileage rate.

No, all occupants of a University-owned vehicle must be employees of the System or members of the public or private sector necessary for the conduct of official business for which the vehicle is assigned.

Yes, all passengers are covered under Enterprise insurance.

No, a traveler cannot be reimbursed the cash value of any reward points/frequent flyer miles used.

No, as a member of Pennsylvania’s State System of Higher Education we are self-insured and therefore, cannot enter into contracts for the purchase of insurance as defined in the procurement code.

The preferred rental agency is Enterprise or National (at airport locations) as we have a contract with them in which we receive discounted rates for both the rental and fuel.

Expenses for lodging will not be allowed at sites located within a reasonable commuting distance of headquarters or residence. Generally, either 50 miles or 1½ hours of travel time are considered reasonable commuting, subject to itinerary, weather, and time considerations. Safe fee and housekeeping tips are not reimbursable.

Subsistence reimbursement is based on the number of hours an employee spends in overnight travel status. The maximum allowable reimbursement amount must be reduced for meals provided at no cost, included in a registration fee, facility rental, or the cost of lodging. Please remember that subsistence is an allowable maximum, it is not an automatic allowance. A traveler should request what was actually spent.

Example: Depart on April 1 at 9:00 AM and return on April 3 at 10:00 PM.

The Itinerary is needed to support the beginning conference date and time and the ending conference date and time. It is also needed to determine if any meals are provided by the conference.

Yes, an employee who works more than two hours before the normal start of the work day or two hours past the scheduled quitting time, and is 50 miles or more from both residence and headquarters may be reimbursed an $8.00 meal allowance.

Yes, an employee is eligible to be reimbursed for a percentage of the 24-hour subsistence rate as listed below.
There are no mileage requirements in this situation.

No, alcohol is not considered subsistence and will not be reimbursed.

No, employees are not eligible for reimbursement for meals, or lodging, that is provided (without charge) by friends, relatives, or any other source. Meals and lodging that are provided at no charge must be noted on the employees Travel paperwork. Nor can an employee submit grocery bills while lodging with friends or relatives.

Business telephone calls are reimbursable. Personal telephone calls are not reimbursable. This must be clearly stated on the travel expense voucher form.