Controller’s Office | Financial Training Course: Create Expenses in Chrome River
controller.umn.edu/training 3/12/18
Financial Helpline: 612-624-1617 or contr[email protected]
Paying for Travel Expenses Grid
A
Employees have several payment options for travel expenses, including: Travel Card, out of pocket, and Procurement Card (PCard). Other
payment options can be used based on the situation. Use this grid as a guideline for recommended payment methods for common travel
expenses. For information related to travel, including policies and U-Wide Agreements, see the U Travel website.
= Best Practice = Allowable
!
= Exception = Unallowable
Expense
Category
Expense Example
Travel
Card
Out of
Pocket
PCard
Other
Payment
Options
Guidelines
Air Travel
Airfare and baggage
fees for yourself
Ticket from Delta
Airlines
!
See the “Traveling on University Business” policy and the
U-Wide Agreements website for specific information on
airline travel.
Airfare and baggage
fees for another
employee
Ticket for faculty
member in your unit
!
Employees should not pay for someone else’s travel
expenses with their own travel card or out of pocket.
Using the departmental PCard to pay for travel expenses
of unit employees is acceptable.
Airfare and baggage
fees for non-
employee
Ticket for a non-
employee traveling
for University
business
!
e University can pay for a non-employee’s airfare when
appropriate. e use of the PCard is preferred. Non-
employees can incur the cost themselves (out of pocket)
and seek reimbursement. Note: University employees
should not pay out of pocket for a non-employee.
Conference
Meeting
Registration
Registration Workshop or
conferences
New account codes for conference registration: Non-
Sponsored Account (720322) or Sponsored Account
(720611).
For booth rentals, see expense category: Short-Term
Leases.
Food and
Hospitality
See Meals expense
category.
For food and hospitality, see expense category: Meals.
Controller’s Office | Financial Training Course: Create Expenses in Chrome River
controller.umn.edu/training 3/12/18
Financial Helpline: 612-624-1617 or contr[email protected]
Paying for Travel Expenses Grid (cont.)
B
Expense
Category
Expense Example
Travel
Card
Out of
Pocket
PCard
Other
Payment
Options
Guidelines
Ground
Transportation
Car Rental National or
Enterprise Car
Rental (use U-Wide
Agreement supplier)
!
Select a U-Wide Agreement. An employee should use
their Travel Card. If no card, use out of pocket.
Gas for Rental Car Refill gas tank for
rental vehicle
!
Consider returning rental vehicle with full tank versus
rental agency filling tank. Costs might differ.
Miscellaneous
Transportation
Uber, Lyft, taxi,
shuttle, bus, train,
or bike
Employee should choose the least costly method based on
the traveler’s needs. Ground transportation costs for local
transportation should not exceed local mileage rates.
Parking Parking costs for
hotel/conference
while in travel status
!
Parking costs should be modest and reasonable.
Local Parking Parking cost while
not in travel status
May not be used in lieu of a personal contract with
Parking & Transportation Services for daily commute-
related parking.
Lodging
Hotel Overnight lodging
during travel
University policy allows travelers to be reimbursed actual
expenses up to 150% of the total allowable lodging per
diem rate. See the “Traveling on University Business”
policy for additional information as well as information
on conference lodging.
Controller’s Office | Financial Training Course: Create Expenses in Chrome River
controller.umn.edu/training 3/12/18
Financial Helpline: 612-624-1617 or contr[email protected]
Paying for Travel Expenses Grid (cont.)
C
Expense
Category
Expense Example
Travel
Card
Out of
Pocket
PCard
Other
Payment
Options
Guidelines
Meals
Per Diem Meals while in travel
status (requiring
overnight stay)
Employees in travel status are allowed a meal per diem
and should pay for it out of pocket. Employees must not
pay or collect per diems for others. In rare or emergency
situations, the Travel Card may be used for per diem. If
using a Travel Card, employees must be prepared for the
expense to be unallowable.
Business Meal Business meeting
between University
employees only
Business meals involve non-travel business meetings
with other University employees. No alcohol allowed on
the Travel Card or PCard. Travelers should not claim a
business meal and meal per diem.
Account code: 720103
Hospitality/
Entertainment Meal
Donor relations,
recruitment
involving employees
and non-employees
Hospitality meals involve non-employees integral to the
event or activity. No alcohol allowed on the Travel Card
or PCard. Travelers should not claim a hospitality meal
and meal per diem.
Account code: 720703
Athletic Meals Meals for student
and staff associated
with the athletic
team
In cases where athletic teams are dining together, it
is acceptable to use the Travel Card as long as the
cardholder is present.
Short-Term
Leases
Rent Meeting Space Rent space in hotel
for meeting, or
booth rental
Best practice is to use a standard purchase order. Consult
the “Use and Lease of Real Estate” policy for an overview
of renting meeting space. Card amounts may be limited.
Controller’s Office | Financial Training Course: Create Expenses in Chrome River
controller.umn.edu/training 3/12/18
Financial Helpline: 612-624-1617 or contr[email protected]
Paying for Travel Expenses Grid (cont.)
D
Expense
Category
Expense Example
Travel
Card
Out of
Pocket
PCard
Other
Payment
Options
Guidelines
Supplies and
Services
Supplies (travel
status)
Ran out of handouts
at conference
e Travel Card may be used while in travel status to
purchase emergency supplies. It is not intended for
routine office/lab supplies where U Market or PCard
should be used.
Supplies (non-
travel)
Pencils for office
!
Routine office/lab supplies should be purchased via U
Market or PCard. Use Travel Card for emergencies only.
Travel - Other
Charter Services Rental of bus
for speech team
traveling
Best method depends on the cost of the expense. Cards
have monetary limitations; therefore, a standard purchase
order may be best practice.
• Least Costly: Individuals traveling on University business are expected to choose the least costly method of transportation that
meets the traveler’s scheduling and business needs.
• Gain nor Lose: Employees should neither gain nor lose personal funds as a result of the travel.
• Tax Exemption: In order to claim the University’s tax exemption, use a Travel Card, PCard, Purchase Order (PO), or
University-issued check. You cannot claim a tax exemption when paying out of pocket. For more information, see the University
Sales Tax website.
• Other Payment Options: Purchase Order (PO) or direct bill from supplier.
