**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      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