Highlights of Updated Reimbursement Policy
Memorandum
To: CPH Faculty and Staff
From: Sheri Ozard, Vice Dean of Finance & Administration
Date: August 23, 2022
Re: Updated Travel and Expense Reimbursement Procedures
On July 1, 2022, the University sent out an updated Travel and Expense Reimbursement Policy and Procedures. Below are excerpts for the expenses that are most frequently used or that have changed. We asked that you read the entire policy (located on the Budget and Finance tab of the TU portal ) thoroughly to ensure you comply with the University’s policy and procedures. Please keep in mind that non-compliant requests will not be approved. Per University’s policy, failure to comply with the Procedures may result in disciplinary action. The Dean’s Office Finance team is available to answer any questions.
Catering (section 9)
Aramark Catering Services, doing business as Cherry & White Catering Company, must be used for all catering activities on the University’s main campus and its Health Sciences Campus located in North Philadelphia. If Aramark is unable to provide services for any reason, you must complete the Catering Exception Form at least two weeks prior to the event (which can be found by entering “catering” in the search box under “University Forms” on TUPortal) and obtain approval from Business Services in advance of the catering activity. Exceptions are also required for all off-site catered events [this includes events such as taking a faculty candidate to dinner at a local restaurant]. When appropriate, payments to a non-University caterer, facility, or transportation provider should be processed against a purchase order issued by the Purchasing Department. Whenever possible, catering should be invoiced to the University (rather than being submitted for reimbursement). Exceptions requests must include a Certificate of Insurance from the caterer or restaurant.
Special Occasions (section 8)
The cost of holiday, retirement, and office gatherings, when determined to have a business purpose and be in the best interest of the University, may be reimbursed when approved (prior to the expense being incurred) by the cognizant dean or vice president and above (including officers of the University).
Gifts and Flowers (section 11)
Gifts to employees are subject to review for taxability and payroll reporting. They also require approval by the cognizant dean or vice president and above (including officers of the University).
Entertainment (section 7)
Entertainment expenses are expenses that are: (i) incurred during a meal or an event that is business related and also social or celebratory in nature, and (ii) attended by at least one non-Temple attendee (i.e., not a University employee or student). Entertainment expenses include food and beverages
(including alcohol), catering services, banquet facilities, decorations, and musical groups. Payments to a non-University caterer, facility, or transportation provider must be processed against a purchase order issued by the Purchasing Department. Refer to the Catering section.
Alcohol (section 6)
Donations, Contributions, and Sponsorships (section 10)
Donations, contributions, and scholarships must be approved in advance by the Vice President for Finance and Treasurer and paid directly by the University to the receiving organization. The use of University resources (including University funds) for political campaign activities is strictly prohibited under Temple’s Political Campaign Activities Policy. This includes political donations, contributions, and sponsorships.
Transportation (Sections 1-3)
All travel arrangements must be made through either the Concur online tool or World Travel. All car rentals and rail travel must be booked through either World Travel or Concur.
For the 2022-2023 academic year, the university has lifted all COVID-19 travel restrictions. Effective Wednesday, August 17, 2022, faculty and staff traveling internationally may proceed with booking airfare in Concur or through World Travel if they have authorization from their school/college/division. All student travelers, including PhD students, require approval to travel internationally.
Per the university’s International Travel Policy, all international travel must be registered with Risk Management’s Global Health, Safety, and Security team prior to departure.
Meals (section 5) General (section A)
Travelers have two options when submitting for reimbursement of meals:
- Per Diem meal rates following the current GSA Per Diem Rate guidelines, which do not require receipts; or
- Direct meal expense code with the corresponding receipts (not to exceed GSA rates). Total value of meal receipts submitted per day for reimbursement should not be in excess of the aggregate GSA daily rate.
Utilization of the per diem meal rates requires an overnight stay and should not be used for local daily travel.
Gratuities: when using the GSA per diem rates, additional reimbursement for gratuities will not be provided. Gratuities on direct meal expense submissions are limited to a reasonable amount for services and are not to exceed 20% of the food and nonalcoholic beverages expensed.
Conferences (section E)
When using a per diem meal rate, Travelers must provide a copy of the conference agenda and indicate which meals were and were not provided by the conference. Only meals not provided by the conference are reimbursable.
Submission Due Dates
Travel advance request and expenses must be appropriately accounted for and requested and/or submitted for reimbursement within a reasonable period of time.
- Travel advances are provided within 30 days of the disbursement.
- Excluding extended travel arrangements (in excess of 30 days) and sabbaticals, expenses are required to be submitted for reimbursement within 60 days of the expense being incurred. For extended trips and sabbaticals, expenses must be submitted within 60 days of the conclusion of the travel arrangements. Untimely expense submissions may result in reimbursement requests being denied or reimbursements being considered taxable income.
- Any excess reimbursement must be returned to the University within 60 days of the expense being incurred.
Thank you for your understanding and compliance with Temple University’s updated policies.