Air

Valparaiso University’s corporate travel business partners are World Travel (for individual travel needs) and Anthony Travel (for group travel needs) for all University-related travel. By coordinating travel arrangements through these agencies, the University has established an efficient purchase and payment method. Please contact Purchasing if you should have concerns about how to handle individual, unusual travel circumstances. A 60% reimbursement will be paid in those cases where World Travel, Anthony Travel or an internet provider was not used and there was no previous communication with Purchasing regarding extenuating circumstances.

Reservation Procedures – With University Business Partners

• Contact World Travel (Phone 219-464-9555) for individual travel arrangements or Anthony Travel (219-631-7080) for group travel arrangements. Identify yourself as a VU traveler and give the name of your department. Provide the agency with your air travel requirements. When possible, be flexible by giving a variety of departure and arrival options to secure the lowest fare.
• The agency will notify departments of travel itinerary and cost.
• Departments will enter a purchase requisition into Colleague and a purchase order will be issued to the agency. Purchasing will provide the agency a purchase order number. The agency must have the purchase order number before a reservation is booked. To avoid possible price increases or other charges, enter purchase requisitions in Colleague or call Purchasing as soon as reservations are requested.
• Departments that have a high volume of travel needs should consider issuing a blanket purchase order for all travel during a semester/year. Each time travel arrangements are made, the agency should be given the blanket purchase order number. This eliminates a purchase requisition/purchase order for each individual travel situation. The supervisor should monitor the blanket purchase order activity.
• Tickets are delivered by e-mail with receipt and copy of itinerary.

Other Reservation Procedures

• Internet Providers: If you choose to use an internet provider due to the low rates often available, the cost will be reimbursed provided the confirmation page indicating confirmation number, itinerary, total cost and proof of payment is attached to a properly completed Travel Expense Report.
• Other Providers: If another agency has quoted a lower rate, the provider may be used instead of the University agency. However, you must obtain a written quote from the University agency (World or Anthony) for the same itinerary as documentation of savings. To be comparative, the agency quote must be obtained the same day as the other provider’s quote. When submitting a charge for travel on the Travel Expense Report, you must attach the quotes and proof of payment of the other provider’s charge. Proof of payment consists of an original invoice indicating “Paid in Full” from the other provider.

Domestic and International Travel

Class of Service
No first class/business class travel will be reimbursed for any VU employee while traveling on University business. The only exception to first class/business class travel is a free upgrade provided by the airline, the travel agency or a frequent flyer program.

Private Aircraft
The University does not provide reimbursement for travel in private aircraft for University business unless authorized by the appropriate vice-president.

Passports/Visas/Tourists Cards
Passports/visas/tourist cards are typically personal in nature and are not the responsibility of Valparaiso University. However, passports required for University business travel may be reimbursed at the discretion of the appropriate supervisor.

Accounting Procedures

Flight Reimbursement
World Travel and Anthony Travel will bill Valparaiso University for all flight arrangements made through the purchase order system, and Accounts Payable will handle the payment. For flights arranged by the employee due to special circumstances stated above or on the internet, reimbursement will be paid to the employee upon receipt of a properly completed Travel Expense Report. Please refer to documentation of internet purchases outlined above. If purchasing guidelines are not followed, only 60% of the cost of the flight will be reimbursed. If travel arrangements are made by the individual in advance of the dates of the trip, reimbursement requests must be submitted in accordance with reporting deadlines. For more details, see “Expense Reporting” above.

Unused Tickets
Refunds for unused tickets must be sent to the University Cashier. Provide details including information regarding the unused ticket and the general ledger account number from which the original purchase was made. Non-refundable credits must be used when making future University business related travel arrangements.

Lost Tickets
Employees are personally responsible for the replacement of all lost paper tickets.

Changes/Reissues
Any fees charged for business-related flight changes will be reimbursed to the employee if documentation is included in a properly completed Travel Expense Report.

Personal Travel with Business Travel

Valparaiso University will allow combinations of personal/business travel if the rate proportionately decreases the cost incurred by the University. The travel agencies will offer the traveler the optional cost of the Saturday stay-over fare. The cost comparison must take into account the airfare savings compared to the additional cost for lodging, meals and rental car.

Airline Club Memberships

Airline club memberships are the responsibility of the employee. Valparaiso University will not reimburse for membership costs unless related to ongoing University business and approved by the supervisor.

Number of Employees on Same Flight

The President, Provost and Vice President for Administration and Finance of Valparaiso University are not permitted to travel on the same flight.

Frequent Flyer Program

Valparaiso University permits its employees to retain their frequent flyer miles earned on University business travel.

Guest Travel

Valparaiso University will not reimburse the travel costs of a personal guest. It is the responsibility of the employee to document reimbursable business expenses and to keep a record of such expenses apart from those incurred by the guest.

Business Guest Travel

From time to time, the University hosts individuals or groups for a variety of reasons. The individual or group is encouraged to make travel arrangements through the University’s approved travel agencies. The hosting department is responsible for purchase requisitions and/or expense reimbursement requests.

Travel Insurance

Flights arranged through World Travel or Anthony Travel and paid using the University’s Chase Mastercard automatically include $250,000 travel accident insurance for the traveler. In addition, the University provides $50,000 accidental death and dismemberment insurance for all employees while traveling on University business.

Automobile

Personal Car

• Authorization for travel must be obtained from the appropriate supervisor. In the event that several University employees will be traveling to the same destination, joint travel is expected.
• Reimbursement for use of a personal vehicle will be paid to the employee upon receipt of a properly completed Travel Expense Report. The maximum reimbursement will be at the current IRS mileage rate, which includes all costs of operating a vehicle. No other costs of operating a personal vehicle will be reimbursed. If the destination warrants air travel but the employee chooses to use a personal vehicle for his/her own convenience, the reimbursement will be limited to the cost of airfare and rental car at the destination as quoted by World Travel, Anthony Travel or internet provider or the actual mileage reimbursement rate, whichever is less. The employee will be responsible for obtaining a written quote from World Travel, Anthony Travel or internet provider prior to departure.
• Mileage will be calculated using the most direct route. The Travel Expense Report will include point of origin, destination, dates of travel, business purpose and the number of miles driven.
• Under no circumstance will the employee be reimbursed for fines resulting from moving or parking violations.
• In the event an employee is involved in an accident in his/her personal vehicle while traveling on University business, the employee is responsible for loss or damage to the vehicle and any bodily injury or property damage to others they may cause, and is expected to maintain appropriate insurance covering damage, liability and medical costs.
• Under no circumstance will the employee operate/use a cell phone, including text messaging, while driving a vehicle.

Rental Car - General Policies

The following general policies address University non-student drivers only. Please refer to the “Student Driver” section of the Travel Policy for all trips involving student drivers.

• The driver must be a University employee with a valid driver’s license.
• The University has insurance coverage for hired vehicles driven by University employees. This coverage includes public liability insurance as well as physical damage coverage with a $500 deductible. This precludes the necessity of purchasing rental car insurance coverage from any car rental agency. In the event of an accident, the University will be responsible for the cost of damages not to exceed $500. The cost will be charged to the department that rented the vehicle.
• Only business-related travel is authorized use of a rental vehicle. The rental vehicle may not be used for personal side-trips. The only authorized driver is the employee who rented the vehicle.
• Large passenger vans commonly known as “15 Passenger Vans” may be used for local university trips within Porter County only. However, trips requiring use of a 15-passenger van must be approved by the Vice President & University Counsel prior to the trip.
• In the event of an accident, regardless of the amount of damage or injury, the employee must contact local law enforcement authorities and an accident report must be obtained. The employee must notify the University’s insurance carrier, Valparaiso Insurance Professionals, at 219-462-5106 during regular business hours, 219-464-1906 after hours or the Vice President for Administration and Finance of the University at 219-464-5215 as soon as possible.
• Rental vehicles should be returned refueled to avoid excessive vendor refueling charges.
• Under no circumstance will the employee be reimbursed for fines for moving or parking violations.
• Under no circumstance will the employee operate a rental vehicle under the influence of alcohol or other controlled substance.
• Under no circumstance will the employee operate/use a cell phone, including text messaging, while driving a vehicle.

Rental Car - Local

The University has contracted with Enterprise Rent-a-Car for all authorized local transportation needs. The authorization is for official University business only for destinations exceeding 30 miles (round trip exceeding 60 miles). The procedure is as follows:

• Contact Enterprise at 531-2700 to obtain reservation information.
• Enter a Purchase Requisition into Colleague. The reservation will not be honored if a purchase order is not prepared or a Valparaiso University Procurement Card is not provided. Departments that have a high volume of travel needs should consider issuing a blanket purchase order for all travel during the semester/year. Each time travel arrangements are made, Enterprise must be given this blanket purchase order number. This will eliminate a purchase requisition/purchase order for each individual travel situation.
• Arrange with Enterprise for pick up or delivery of the rental vehicle. The rental agreement must be signed by the driver/employee at the time of pick up/delivery. The driver/employee must inspect the vehicle for damage before and after the rental period and note any damage on the rental agreement.
• Enterprise will bill the University directly for the rental charges.

Rental Car – Out of Town

• In the event that transportation is required at a travel destination, Valparaiso University authorizes and will reimburse for the use of rental cars. The rental agreement must be signed by the driver/employee at the time of delivery. However, only business-related travel is authorized use of a rental vehicle. The rental vehicle may not be used for personal side-trips. The only authorized driver is the employee who rented the vehicle.
• The style of vehicle needed for business travel may vary depending on the purpose of the business trip. Keeping budget constraints in mind, the vehicle choice remains with the employee with the approval of the appropriate supervisor.
• Drop off charges will be reimbursed to the employee if the charge meets the necessary University business purpose criteria.
• A personal credit card or University procurement card must be used for the rental of vehicles outside of Valparaiso. Local blanket purchase orders will not be honored by out of town agencies.
• Reimbursement for use of a rental vehicle will be paid to the employee upon receipt of a properly completed Travel Expense Report. The University will reimburse for the additional night(s) rental car cost resulting from choosing a flight option that requires a Saturday night stay as long as the option resulted in savings or no further expense to the University.

Transportation - Other

Taxis, Buses, Vans, Airport/Hotel Limousines
Use of taxicabs, shuttle buses and other forms of mass transit are encouraged. The cost will be reimbursed when properly submitted on a Travel Expense Report. Original receipts are not required for individual charges under $25.00.

Chauffeured Limousines
Reimbursement will be provided for chauffeured limousines when their use is cost effective or required under special circumstances and approved by the appropriate supervisor.

Rail
Contact World Travel or Anthony Travel for rail travel arrangements following the same procedures as previously stated for air travel.

Toll Charges
Reimbursement will be provided for tolls charged for roads, bridges, etc. The cost will be reimbursed when properly submitted on a Travel Expense Report. Original receipts are not necessary for individual charges under $25.00.