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Individual Travel Procedures

Contents

Whether you’re traveling for the first time or are in need of a traveling “refresher” the following instructions are meant to provide guidance specific to Athletics Department policies for individuals. All forms are available on our Travel and Expense Forms Page. All Staff traveling internationally MUST register with Notre Dame International.

Means of Expense Payment

Cash Advances via Concur travelND

  • Apply for online Cash Advance Approver Request form
  • Submit a form at least 2 weeks prior to departure
  • Typically issued via direct deposit
  • To be used for those expenses that cannot be paid using a credit card

Credit Card

  1. In order to apply for a JPMorganChase Corporate Travel Card, contact the Athletics Employment Coordinator
  2. Payments are the cardholder’s responsibility & monthly statements are mailed directly to the employee. Business expenses are reimbursable on a completed expense report form.

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Airfare

  • Contact Anthony Travel to book all flights. Madison Hahn (631-3286) and Michael Demerath (631-4423) are located in the Joyce Center above Gate 3.
  • Identify the purpose of the trip (recruiting, convention, personal)
  • All business related airfare charges are booked directly to your budget and need to be listed on your expense report as Airfare—Charged to FOAPAL.

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Lodging

  • Lodging is to be booked by the individual & should be paid with a credit card (submit an expense report for reimbursement).
  • The following incidentals are considered personal and are not reimbursable:
    • Movies
    • Health Club Fees
    • Laundry (if traveling 1-4 days or if per diem is claimed)

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Ground Transportation

Car Rental

  • The university has contracted pricing with Enterprise & National Car Rental (visit Procurement’s web site).
  • When using a rental, DO NOT opt for additional insurance as you are covered under the university’s policy.
  • Gas receipts may be submitted for a rental car.

Personal Vehicle Usage

  • Mileage reimbursement may be claimed for the use of your personal vehicle for a business purpose. The current IRS rate for mileage reimbursement is 54.5 cents per mile (effective January 1, 2018).
  • Reimbursement is claimed on an expense report. Use Google Maps for mileage calculation.

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Meals

Employees have the option of claiming either per diem or submitting actual meal receipts for a trip.

Per Diem

  • Domestic
  • Foreign
  • Requires an overnight stay
  • Use the current per diem rates for each destination (where you’ll stay overnight that evening).
  • The daily rate is divisible by meal (breakfast 20%, lunch 30%, dinner 50%).
  • When student-athletes claim per diem, use the daily rate less $5.00.
  • When issuing foreign per diem, use the M&IE Rate minus Incidentals which can be found on the FTR Appendix B (Breakdown of Meals/Incidentals).
  • The first and last day of travel is limited to 75% of the allowable daily per diem rate (total minus $5.00 for athletes x .75).
  • Incidentals (laundry, tips) are inclusive in a daily per diem and may not be claimed for reimbursement when per diem is issued.

Meal Receipts

  • Submit original itemized meal receipts including the restaurant’s name with the expense report
  • List any additional person(s) present at a meal that you paid for.
  • Alcohol must be itemized using Account number 72451.

Completing the Expense report

  • Attach original receipts
  • Purchases made online must also be accompanied by a copy of the credit card statement (it is permissible to black out all unrelated charges).
  • Lost receipts must be documented on a Missing Receipt Affidavit and a copy of the credit card charges or canceled check.
  • Attach a conference agenda, when applicable.
  • Unused traveler’s cheques are to be returned with the expense report

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