Updated Policies

Previously, travelers were issued mileage reimbursement. In some cases, people asked for exceptions and wished to use a shuttle, or rental car, or to park at the airport. Going forward, we will be offering a per diem amount to offset costs in any way they wish to travel to the airport. Their method may cost more or less than the offered per diem. It is the traveler's choice on how they spend that per diem. The per diem is the equivalent of 4 days of parking at the airport which is currently $100.

We encourage travelers to choose ground transportation wisely. If they are going to a conference close to an airport, a ride-share service may be easier and more cost-effective than renting a car. Likewise, for a complex trip or one far from an airport, a rental may be the wiser choice. As a cost center manager, we are looking to you to help determine reasonable expenses.

Travel for university business is normally in the main cabin. Because of significant restrictions, we normally do not use basic economy tickets. You may authorize seat selection upgrades or enhanced economy if there is a business reason. Personal comfort would be considered a personal expense. That reason needs to be written down and part of the expense report. Similarly, if there is a business reason for more than one bag, discuss this with the traveler, document the exception in writing, and provide it as part of the expense report.

Previously travelers could select per diem, use corporate cards for meals, or turn in receipts on personal credit cards. Going forward, we will only be offering per diem amounts. This should provide additional flexibility to the traveler and higher spending amounts. Employees are still welcome to eat in groups with traveling companions, but each traveler is responsible for their portion of the meal. If a meal is offered and paid for by the university, such as lunch at a conference, per diem should not be claimed, whether or not the employee attended the meal. Rather than creating an extensive list of when per diem can or cannot be claimed, work with the traveler before the trip to use judgment in edge-case situations.

Hosting scenarios will still exist, and the employee should follow the hosting policy. If an employee is participating in a hosted meal, a corporate card can be used, and they should not claim per diem for that meal.

We are allowing for greater flexibility in how to pay for expenses. Business travel expenses can be made with corporate cards, personal credit cards and travel advances, depending on the needs of the traveler. Personal expenses should not be put on corporate cards. Travel advance should be rare and usually associated with student travel. Air travel should still be paid for with corporate cards via Travel Services.

Certain expenses require additional approval beyond the cost center manager.

The following are considered extraordinary and require documented business reasons and written approval by a Vice President:

• Business or first-class flight accommodations
• Lodging on Oahu
• Family, spouses, or other individuals travel on university business
• Vendor-supplied complimentary or reduced-cost travel
• International travel
• Extending personal travel, while traveling internationally
• Exceptions not identified in the policy

The following have significant risks to the university and require the President Council’s approval:

• Travel on private aircraft
• International travel to a restricted country or area
• Inviting visitors from countries designated as State Sponsors of Terrorism