UNIVERSITY OF VIRGINIA
FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL
TITLE: TRAVEL - DAY-TRIPS AND POLICY: VI.B.6x
NON-EMPLOYEE TRAVEL
DAY TRIPS. The University reimburses for reasonable meal expenses,
mileage, parking and other expenses for DAY TRIPS outside
Charlottesville for official business. If meals are involved,
include the time of departure and time of return. Refer to "Meals"
on page 6.2.4.2.
NOTE: These meals must qualify as business meals. The
traveler, therefore, must complete and attach the
"Business Meal Certification for Non-Overnight Travel" to
the travel voucher. The reasoning follows below.
Day-trip Meals
Reimbursements for day-trip meals not qualifying as "business
meals" are tax reportable income according to the IRS and can be
reimbursed from local funds only (Ledgers 4, 6, 8, or 9). However,
travelers can certify day-trip meals were "business meals."
If Day-Trip Then Traveler
Meals are: should submit: So that
Business related
meals * "Business Meal Certifica- Meal reimbursement
tion for Non-Overnight will NOT be included
Travel" with the Travel as tax reportable in-
Voucher come on the traveler's
W-2 statement.
Personal in
nature Only the Travel Voucher Meal reimbursement
(local funds will be included as
only) tax reportable income
on the traveler's W-2
statement.
* Business meals are when an employee acts as a university
representative, or when a meal is for training or recruiting.
See also Procedures:6-25, "Preparation of Reimbursement For Travel
Expenses," and 6-26, "Preparation of Business Meal Certification
for Non-Overnight Travel."
RECRUITMENT EXPENSES incurred by University employees are
restricted as follows:
Entertaining Prospective Employees
Category Can Be Charged To
Three employees State or local funds
Additional employees Local funds only
(over three)
Spouses** Local funds only**
The department MUST STATE the names of the persons attending the
event. The meal must be reasonable, given the area. ALCOHOLIC
BEVERAGES ARE NOT ALLOWED TO BE PAID ON STATE FUNDS. Entertaining
prospective employees at home is allowed, given the above
restrictions and that the cost cannot exceed the meal allowance, if
the meal were to be eaten in a restaurant.
** If the prospective employee is accompanied by his/her spouse,
expenses for both the prospective employee's spouse and
corresponding University employee spouse can be charged to
local funds only.
COMBO forms may be used to reimburse some travel related expenses
as described below. University travelers must use a travel expense
reimbursement voucher for all other claims.
CONSULTANTS, GUEST LECTURERS, AND OTHER NON-EMPLOYEES may
be reimbursed by using a COMBO form. The visitor can
provide a signed statement of expenses instead of actual
receipts. In the COMBO's description section, the
department must state the purpose of the travel and that
the visitor is not a University employee. Also state the
visitor's social security number and home address.
Travel expenses for consultants should be coded to the
appropriate travel object codes. The visitor must also
attach a W-9 form.
ISSUED BY: 07/01/95
Associate Comptroller for
Accounting Operations 6.2.6.1