Business travel expenses are expenses incurred by an individual while on University related business travel such as a conference or event. These types of expenses typically consist of airfare, hotel, meals, taxis and conference fees. For more information regarding how an employee may pay for business travel expenses see Travel Expense Reimbursements and Travel Advances.
The University will reimburse individuals for reasonable, necessary, appropriate and approved travel and business expenses incurred in the performance of University business. A purchase order is not required for travel expenses.
Airfare – The University will reimburse for the most economical airfare that is generally a coach class ticket aboard a regularly scheduled commercial carrier. An itinerary or e-ticket is the required documentation for reimbursement of airfare. Both are commonly issued from online travel booking sites. The itinerary or e-ticket must include the travelers’ names, flight dates, price, ticket class, destination and proof of payment. Upgraded seats, travel insurance and other nonessential expenses are not reimbursable. The University will not reimburse the equivalent cost of the ticket when personal airline miles are used.
Hotel – The University will reimburse lodging for business travel to non-local destinations. Lodging reimbursements are only allowed when traveling more than 50 miles away from Seattle University. Only expenses for standard room accommodations will be reimbursed. The paid hotel bill is required documentation for reimbursement of a hotel stay. If the hotel room is booked through an online travel reservation website, the traveler may print the itinerary rather than providing the hotel bill. The bill or itinerary must show the names of the people staying, travel dates and proof of payment. Room service charges on the hotel bill require an original itemized receipt. Movies or other entertainment expenses are not reimbursable.
Meals – The University will reimburse employees for meals while traveling under the following options:
Ground Travel – Ground travel for University business may be reimbursed as follows:
Incidental Expenses –Incidental expenses are miscellaneous expenses incurred while traveling. Examples of incidental expenses include laundry, internet access fees, metered parking and reasonable tips for housekeeping. The University will reimburse the employee for the actual reasonable expenses if original receipts are provided or will reimburse the employee $3.00 per day without receipts.
Conference Fees –The University requires a receipt showing what fees were paid and the dates of the conference. Most conference fees can be paid directly by the University through an invoice or by the employee using a University Procurement Card.