TRAVEL & ENTERTAINMENT

Procurement Services is responsible for providing general assistance with the travel procurement process. This includes, but is not limited to, establishing and maintaining preferred vendor relationships and other special travel-related assistance.

Travel Guidelines
In general, all travel expenses should be paid with a university ProCard whenever possible.

Airfare
At this time DePaul does not have any established vendor relationships for airfare. Departments ordering airfare should pay via the ProCard whenever possible or with personal funds and requesting a reimbursement afterwards.

Please note that grant funded travel MAY NOT be paid with the ProCard. Departments utilizing grant funds to pay for airfare should make payments out of pocket and submit a reimbursement request.

Additionally, many grants have restrictions on what airline carriers they may use (e.g. only US based airlines). Please check with OSPR or the grant agreement before ordering any airline tickets.

Car Rentals
DePaul currently has several preferred vendors providing car rental service. These vendors offer discounts to the university which help to defray total travel expenses. To view these vendors please visit the Preferred Vendors page.

Conference Registration
Conference registration may be paid via a university ProCard or through a voucher check request.

Hotels
DePaul currently has several preferred vendors providing hotel services. These vendors offer discounts to the university which help to defray total travel expenses. To view these vendors please visit the Preferred Vendors page

Personal telephone calls made while away are reimbursed at the discretion of the appropriate budget manager. Please check with your budget manager to determine the policy for your specific area.

Mileage Reimbursement
DePaul reimburses on a per-mile basis for employees using their own car on university business. This reimbursement covers gasoline, routine expenses (regular maintenance, insurance, etc.) and non-routine expenses (tires, repairs, etc.)

Since this per-mile charge includes gasoline, you cannot request separate reimbursement for fuel charges.

The reimbursement rate beginning January 1, 2009 is 55 cents per mile.
The reimbursement rate beginning July 1, 2008 is 58.5 cents per mile.
The reimbursement rate beginning January 1, 2008 is 50.5 cents per mile.

Other Expenses
Other personal expenses incurred while away (magazine purchases, movie tickets/fees, club fees, etc.) are not reimbursable.

Paying for Travel

Pre-paid expenses
Procurement Services will only pre-pay for conference registration expenses. All other expenses should be paid via ProCard or through the travel reimbursement form.

To request a conference registration payment, complete a voucher check form and submit it to the Accounts Payable department.

ProCard
Wherever possible, the university expects travel expenses to be covered by using the ProCard.

Reimbursements
When the ProCard cannot be used for business expenses, employees should pay out-of-pocket and complete a travel reimbursement afterwards. Original receipts must be submitted

The following types of documentation are required for all reimbursable expenses:

• Air Transportation - Airline ticket "receipt" coupon and copy of invoice or credit card statement
• E-Tickets - Airline "receipt/itinerary" and charge card receipt
• Car Rental - Car rental agreement and charge card receipt
• Personal Auto - Miles driven
• Lodging - Itemized hotel bill and charge card receipt
• Meals - Hotel bill, charge card or restaurant receipt (if applicable name(s), position(s), company of the person(s) entertained and business purpose)
• Registration - Agenda (meeting schedule) and paid receipt
• Phone, Fax,Internet - Hotel bill or other connection charges
• Taxi, Other - Receipt or bill