POLICY: POL-070
TITLE: TRAVEL AND ENTERTAINMENT
EFFECTIVE DATE: JANUARY 2000
UPDATED: FEBRUARY 2007
General
Travel includes all necessary official transportation on railroads, airplanes, buses, automobiles, and other common carriers. Every situation is different when it comes to travel, therefore, individuals doing the travel should make her or his own travel arrangements in adherence with RWU policies. Entertainment expenses must be prudent and appropriate to the occasion.
The process begins with an individual contacting an approved travel agency, on-line service, airline, hotel, etc., and requesting an itinerary and then following up with a purchase requisition to the Purchasing Office. Traveler must then complete the Pre Authorization for travel form and submit to Department Head, Dean, and/or Vice President for approval before making final arrangements for travel. T & E are permitted with the expectation there is a present or future benefit to RWU. Travel expenses should be made by use of RWU department or Purchasing Department credit cards. The use of personal credit cards is generally not permitted. All travel must be approved by Department Heads or Vice Presidents prior to finalizing arrangements.
The Travel Pre Authorization Form must be used for this purpose. Airline and accommodations can be secured by either the use of the RWU travel agent; Liberty Travel, or one of the many now current on line services for best rates. Once arrangements are finalized and Department head or Vice President has approved the trip in writing or Email the traveler must submit a requisition to the Purchasing Department if the Purchasing credit card is to be used or the employees department P card administrator. When Traveling to conferences, seminars, etc. the conference schedule and agenda must be attached. Athletic teams and recruiters are exempted from this requirement when traveling on prearranged schedules.
Foreign Travel
Because of the varied nature of foreign travel special arrangements for cash advance can be made by contacting the Finance Department at ext. 3853 or 3886.
Cash Advances & Petty Cash Accounts
Need for out of pocket expenses are permitted for reasonable and appropriate expenses if adequately documented. Cash advances may be secured by contacting the Finance Department ext. 3853 or 3886.
Travel & Accommodations
All travel and accommodation arrangements should be made through an agency approved by Roger Williams University, alternatively "on line" travel services may also be used if lower in cost, however, they should always be compared to the RWU approved travel agency. This agency can offer travel assistance away from home should the circumstances require something "on line" services do not provide.
TRAVEL AGENT
Liberty Travel
338 County Road
Barrington, RI 02806
(P) 401-245-0800
800-999-2628
(F) 401-245-0876
Primary Contact:
Susan Toomey
(P) 401-245-0800
toomeys@libertytravel.com
Secondary Contact:
Becky Johnson
(P) 401-397-5757or 401-245-0800
johnsonr@libertytravel.com
Manager:
Marilyn Picerelli
Direct line: 401-261-4811or 401-245-0800
picerellim@libertytravel.com
Car Rental
- Enterprise Rent A Car the RWU is the preferred car rental company. You may make reservations with Enterprise or its’ affiliated company National Car Rental.
- You may make reservations in the following manner.
- DIRECT CONTACT:
- Enterprise
Phone 800-593-0505
On-line http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=ROGWILU
RWU ID # 49B6005
Pin: ROG
- National
Phone 800-227-7368
On-line http://www.nationalcar.com
RWU ID # EP100009
- Via RWU Travel agent: Liberty Travel
- When traveling for RWU purposes the traveler should always decline insurance as RWU carries blanket coverage for all employees.
- Every reasonable effort should be made to return rentals with the same amount of fuel as initially received.
- Both Enterprise and National make the same discounted rates available to RWU employees for personal travel. When this service is utilized employees are reminded they must make payment with personal funds.
- Use of personal vehicles is permitted with reimbursement based on miles traveled at rates which are published to the campus community from time to time.
Travel & Entertainment Reimburstments
(T & E FORM) The T & E Form must be completed for all personal reimbursements. Entertainment expenses are subject to extensive scrutinizing by the Internal Revenue Service. The business purpose of entertainment, names of attendees and their relationship to RWU must be clearly indicated on the form. Original receipts must be attached to all T & E reimbursement requestsand proof of payment. If a receipt is lost the University Master Card Missing Receipt form must be attached. Under no circumstances may an individual approve his or her request or that of his or her superior.
Approvals
Expense reimbursement forms, together with required documentation, must be submitted to the employee's immediate supervisor for review and signature.
In the absence of the immediate supervisor, approval from the next higher level of supervision is required.
The President of Vice President for Finance may approve expense reimbursement if the above mentioned supervisory approvals cannot be obtained due to the supervisors' absences.
Supervisors approving expense reports are responsible to ensure the following:
- Expenses reported are proper and reimbursable under this policy.
- The expense report has been filled out accurately and has the required documentation.
- The expenses are reasonable and necessary.
Travel For Professional Development
Faculty who plan travel for professional development must make application to the Professional Development Committee before making travel arrangements. Professional development travel is not considered official university travel and individuals must seek reimbursement according to the faculty guideline.