3301 PR.01 Travel Arrangements for University Business
- 1 – Overview
- 2 – Making Travel Reservations
- 3 – Payment for Travel
- 4 – Supporting Documentation Requirements
- 5 – Telephone and Internet Services
- 6 – Air Travel Supported by A Sponsored Award
- 7 – Quick Chart for Travel Reservations at a Glance
Reservations for Non-Employees
The University will pay for reasonable travel expenses incurred by non-employees, including University visitors, who are traveling on University business, as defined in Travel Policy 3301.
Travel arrangements can be facilitated in one of the following two ways:
- Travel Arrangers must have a secondary Egencia account, called a Guest Account, set up in advance of making reservations for non-employees. Arrangers must call Yale Travel Management to request that a Guest Account be set up. .Departmental travel arranger can then go online at www.egencia.com to book the reservation in their Guest Account, or call Egencia the full-service travel agency at 877-647-1453 or 702-939-2532 to make a reservation for the guest. The arranger must have the traveler’s name as it appears on their government-issued ID, gender, and date of birth.
- Departmental travel arranger obtains Request to set up a Meeting or Traveler Group form from the Yale Travel Management website or the travel office at (203) 432-9962 to set up a customized group or meeting. Once the group is set up the traveler may self-book online, or call an Egencia agent for assistance.
The arranger and traveler will receive an email confirmation of the transaction.
Arrangements for Individuals Who Are Not Citizens or Permanent Residents of the United States
Payments Other Than Expenses
Department administrators should visit the Office of International Students and Scholars (OISS) website, Overview of Non-immigrant Visa section, to review recommended immigration status based on type of payments (e.g. honoraria) and length of stay. If the administrator has any questions, he or she should contact OISS prior to an individual’s arrival in the United States to arrange for the appropriate visa for the type of payment contemplated. Contact OISS at (203) 432-2305.
Reimbursement of Substantiated Expenses
Generally, substantiated expense reimbursements paid pursuant to University policy and paid to or on behalf of individuals who are neither citizens nor permanent residents of the U.S. are permissible. Further, such payments are not subject to Internal Revenue Service reporting or withholding. For B1, B2, WB and WT visas, international visitors must complete the International Information Form and submit receipts as stated in the chart. The immigration status code (visa type) is provided on the individual’s Form I-94, Departure Record. International visitors with any other visa categories only need to submit receipts for reimbursement. Contact the International Tax Office at (203)432-5597 with questions.
International Information Form (IIF) – complete section 1 only, signature and date
Receipts and other appropriate documentation per University policies and procedures
All other visa categories
Note: The Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) is not required to reimburse international visitors for substantiated expenses.
Restrictions for B-2/WT Visa Status
If the academic activity in which the B-2 or WT visitor is engaged lasts no longer than nine (9) days and the visitor has not accepted payment of expenses and/or honorarium from more than five (5) U.S. institutions or organizations in the previous six months, the visitor is permitted to receive reimbursements paid to or on his or her behalf. If, however, either of these conditions is not satisfied, reimbursement made to or on behalf of the visitor is not permitted.
Individuals are asked to make reservations as soon as their travel plans are known to obtain advance purchase discounts. When convenient, travelers may consider modifying an itinerary (e.g., staying over on a Saturday night) when the change results in airfare savings greater than the cost of the additional hotel and food expenses. Supporting documentation indicating savings should be attached to the expense report.
Travelers are expected to be prudent when selecting transportation (i.e., air, rail, automobile) for business trips. The transportation chosen should be the least costly, consistent with the itinerary and the business requirements of the trip.
Preferred Travel Agency and Online Booking Tool
Travelers are encouraged to use the University’s preferred travel supplier Egencia by contacting them directly. Travelers will be able to take advantage of travel options and discounts; including University negotiated rates and low service fees.
Although no single source (travel agency or online booking tool) can claim to have the lowest fares 100% of the time, the University’s preferred travel supplier Egencia generally provides the best overall value. Travelers are encouraged to take advantage of the services and discounts provided through University-negotiated rates
Note Lower cost airlines such Jet Blue and Southwest are included in the searchable data base of the preferred supplier, Egencia. On a rare occasion when an airline or fare cannot be located in the online display, travelers are asked to call an Egencia agent or Yale Travel Management for assistance in obtaining the fare.
Availability of lower air fares is greater when one makes their reservations well in advance; though the optimum advanced booking time will vary for each destination, the best practice is to book as far ahead as feasible when travel plans become firm.
Use e-tickets when available, airlines may impose a fee for paper tickets and their related shipping costs.
Preferred Travel Agency and Online Booking Tool
The University’s preferred vendor for travel services is Egencia, which provides a full-service travel agency and an online booking tool. All air reservations, plus any hotel, car rental, private car, and Amtrak reservations should be made using either the full-service travel agency or the online booking tool.
Advantages of using Egencia include:
- university-negotiated rates and discounts for air, hotel„ train, car; and private car service.
- no service fees are charged to departments for using Egencia, either the online booking tool or the full-service travel agency for air, hotel, train, car, or limousine reservations)
- 24 hour cancellation policy – ability to cancel booked air e-ticket (does not apply to paper tickets) within 24hrs of purchase without penalty;
- management of unused nonrefundable ticket inventory;
- professional travel agents available 24/7, 365 days a year to assist University travelers;
- international rate desk pricing: capability to secure lowest possible international fares where there are 3 or more legs to a flight;
- free assistance for using online booking tool;
- toll-free number for travel-related emergencies, available 24 hours a day, 365 days a year.
Some additional notes:
To use Egencia, the travel arranger will need a credit card, preferably a Yale Purchasing Card or a personal credit card to purchase or make reservations.
All reservations for air, hotel, car, Amtrak, and private car service for a University employee or a non-employee/guest traveling on University business can be made in one of the following ways:
- Book online via Egencia
Log on to www.egencia.com using your email address, then click “request new password”.
Egencia will immediately send your log in name and temporary password via email.
Or call Egencia at 1-877-647-1453 to request self-registration:
- Egencia full-service travel agency may be the best resource to coordinate travel arrangements for multiple travelers, non-employees, multi-leg and international trips or other special situations.
- For multiple or recurring guests, contact Yale Travel Management at 203-432-9962 to set up a customized Meeting or traveler Group. Once the group is set up the travelers may self-book online, or call an Egencia agent for assistance.
- Use the Request to set up a Meeting or Traveler Group form to request group reservations requiring an airline contract for 10 or more people traveling on the same flights.
- Instructions on arranging travel can be found on the Yale Travel Management home page.
- Using Egencia for leisure travel
Egencia is set up expressly for University faculty and staff traveling on university business, and may not be used for making personal air or rail reservations. Hotel and car rental reservations for personal travel are allowable through Egencia
- Select the flight using one of the methods described in the Using Egencia section (above).
- Because most airlines impose a fee for paper tickets and their related shipping costs, electronic tickets should be used whenever they are available. An electronic ticket confirmation will be sent via email, and should be kept for the traveler’s records. The traveler may be asked to present it at the airport check-in process.
- Whether the reservation is made online or via the travel agency, the itinerary will be available on the Egencia website, under “Trips” Please note: Egencia saves all trip searches. If the icon to the right is in green font, this indicates that the trip has been purchased.’.
- When making the airline ticket reservation, be sure to use the traveler’s name as it appears on their government issued ID; airlines do not allow name changes.
- The traveler is responsible for determining the need for, and obtaining, all necessary documents required for travel. Visa information can be obtained by calling Center for International Business Travel (CIBT) at 1-800-929-2428 and referencing the Yale account number 40634, or by logging into the CIBT website. US citizens may do a Quick Check to see if the country they are planning to travel to requires a visa by clicking here.
Changes and Cancellations
For electronic tickets, the traveler may go online or call Egencia directly within 24 hours of purchase and cancel the ticket without penalty (defined as ‘Courtesy Cancel’). For paper tickets or cancellations done later than 24 hours, the ticket can be changed online or by contacting Egencia. Airline imposed change/cancellation fees will be displayed when changing the trip. All reservations must be cancelled prior to flight time to retain value.
Certain air tickets (i.e., international flights) do not qualify for cancellation online and require an agent’s assistance.
- When traveling to a conference, it is appropriate for the traveler to stay at the hotel hosting the conference, assuming that the daily rate is not unreasonably expensive relative to other alternatives. Call the preferred hotel site as soon as possible to reserve a room.
- The University’s preferred hotel properties and rates are included on the Egencia site and should be utilized when appropriate.
- If the above two options are not viable, select a hotel using Egencia online or full-service travel agency.
- Hotel reservations require a credit card (Yale Purchasing card preferred) to guarantee the room.
- When making a reservation, use the Yale preferred rate. If available, one may also use an Egencia “Payment through Egencia” hotel rates, which provide a discount but carriy additional penalties if the room is cancelled. These rates will not be charged until the day of check-in, but may be non-refundable. Check all rules before booking. When using “payment through Egencia” rates, the traveler must use the confirmation from Egencia as the receipt as the hotel will not provide one. Payment through Egencia rates should not be used when booking hotels in New Haven as the tax-exempt status will not apply.
- The University reimburses travelers for the single occupancy cost of a reasonably priced hotel room (e.g. Marriott)
Hotel CancellationsEgencia hotel reservations can be cancelled or changed either online or through th Egencia full-service travel agency. If a Payment through Egencia hotel rate was purchased, a hotel-imposed cancellation fee may apply.
If a trip is changed or cancelled because of University business reasons or circumstances beyond the traveler’s control (e.g., conference or event is cancelled), the traveler can be reimbursed for penalty fees. Proper documentation is required, including a receipt showing the penalty charge, proof of payment (credit card statement or cancelled check), and reason for the change or cancellation.
Travelers will not be reimbursed for cancellation fees resulting from trip changes or cancellations for personal convenience.
If the reservations were made using federally-sponsored funds, contact the appropriate Office of Grants and Contracts to determine if the cancellation charge may be charged to the grant.
New Haven-Area Special Rates and Direct Billing
The University has contracts with some New Haven-area hotels for special rates for individual travelers on University business. These hotels may be direct-billed to a Yale P-card. A current list of these hotels is available on the Yale Travel Management web site.
Large Meetings or Groups
Group space for 10 or more passengers traveling on the same flights, and requiring an airline contract, may be requested from Egencia via Group Request form 3301 FR.09.
Egencia can also assist in making arrangements for meetings or groups of travelers departing or arriving at diverse locations and times. Use Request to set up a meeting or traveler group to set up the travel parameters of the meeting/group, and the names of the university guests.
Yale Conferences & Events Services provides administrative and support services designed to assist members of the Yale Community in the development, promotion and delivery of quality conferences and seminars including advice about hotels, transportation services, and facilities.
Departments that host or coordinate large meetings or conferences at outside venues, such as New Haven area hotels, should be aware that all hotel agreements need to be signed by Travel Services regardless of the cost. University employees (other than the business manager) should not sign direct billing documents or extend the University’s credit.
The hotel should be contacted directly to make a reservation. Payment for New Haven area hotels can be facilitated by using a purchase requisition. Other payment options are a Yale Purchasing Card or the use of a Check Request payable to the hotel.
Sales Tax Exemption
If a personal credit card is used for travel and small expenses, the University will reimburse for sales tax paid. The preferred method for paying for such expenses is through a Yale purchasing card whether or not sales tax is charged and paid. See www.yale.edu/tax/salesanduse for guidance on how to avoid paying sales tax.
Certain lodging and meal expenses incurred while traveling on University business may be exempt from state sales tax. Refer to the Controller’s Office Fact Sheet to see a chart of the states that offer sales tax exemption. The sales tax exemption will not apply if a traveler makes the payment using a personal credit card.
Car Rental, Train and Other Group Transportation
Travelers are expected to use the lowest cost ground transportation consistent with business needs. For example, many hotels offer free airport shuttles, which should be used whenever practical.
Travelers should rent the most economical (compact or midsize) vehicle consistent with business needs and travel circumstances. For a list of preferred vendors visit the Yale Travel Management website. Yale contract discount rates are available through Egencia where the Yale ID number is imbedded or by contacting the car rental agency directly and referencing the respective ID number
To rent a car, the traveler must:
- have a valid driver’s license;
- have a Yale PCard or major credit card in his/her own name;
- be at least 25 years old (some car rental companies have lower or higher age restrictions and may charge an additional fee; refer to the individual car rental company for specific requirement).
The University does not permit the rental of 12- or 15-passenger vans because of the possibility of serious accidents and injury to passengers and will not extend University insurance to these vehicles.
- Domestic Rentals: Do Not Purchase insurance coverage when renting in the contiguous 48 states, including the District of Columbia. Travelers should decline any additional insurance coverage offered by car rental companies. It duplicates insurance already provided by Yale and will not be reimbursed.
- International Rentals: Do Purchase the LDW (Loss Damage Waiver; formerly called CDW or collision damage waiver) and LIS (Liability Insurance Supplement) insurance for all rentals outside of the contiguous 48 states, including Alaska, Hawaii, Canada, Puerto Rico, and the US Virgin Islands. The cost will be reimbursed.
Refer to Policy 3301Travel Policy for information about insurance coverage when non-employees or students are renting a car for University business purposes. For additional information, contact the Office of Risk Management at (203) 432-0140.
Travelers should book service on Metro-North or Amtrak consistent with their business needs. University policy allows business class service on Amtrak. Yale has a 30% discount off the Acela business class fare between New Haven and Washington, DC. To take advantage of University-negotiated discounts on Amtrak, travelers must make reservations online using Egencia.
Metro North provides service to New York’s Grand Central Station and offers rates that are more economical than Amtrak; however, tickets must be purchased directly from Metro North.
Other Ground Transportation
Travelers should use taxis, shuttles and public transportation whenever possible instead of private limousine or car services. Examples of shuttle services are Connecticut Limousine and Go Airport Shuttle.
Private Car Service
The decision to use a private car service should be made by the traveler and departmental business office, based on cost and business needs. Refer to Policy 3301Travel on University Business for more information on the use of a private car service.
Use of Personal Vehicles
Travelers who use a personal vehicle when traveling on University business should be aware of the following:
- If an accident occurs when a traveler is using a personal vehicle for business travel, the individual’s automobile insurance is primary. Contact the Office of Risk Management at (203) 432-0140, and refer to Policy 1705 Automobile Fleet, Rental and Safety Program for additional information.
- To be reimbursed the traveler must submit an expense report for the miles incurred.
All transportation options are available on the Yale Travel Management website.
The Yale Purchasing Card is the preferred method of payment for all travel purchases, including airline and train tickets, hotel reservations and payments, conference registration fees, meals, and other business expenses. As an alternative, individuals can also use personal funds (cash, check or a personal charge card) and seek reimbursement according to Policy 3301 Travel on University Business.
Yale Purchasing Card
Yale Purchasing Cards should be used for travel and other business related expenses. Appropriate spending thresholds can be set by the department business office.
Advantages of using the Yale Purchasing Card to pay for travel expenses include:
- costs are billed directly to the University, saving the traveler the out-of-pocket expense resulting from using a personal credit card or other payment method;
- traveler is eligible to take advantage of any state sales tax exemptions available to the University;
- department business manager or designee will receive an email notification of every card transaction;
- electronic receipts for some purchases are automatically routed to the University’s Expense Management System (EMS) for proper tracking, when applicable.
When using a Yale Purchasing Card for travel purchases, a billing address (including zip code) and telephone number that are associated with the card is needed. The PROCPCRD1 PCard Card Holder report, in the DWH Portal, now contains the Purchasing Card billing address. If a transaction using a Yale Purchasing Card is denied one should call the bank’s number which is on the back of the card. The business office or the Purchasing Card Office (432-9977) may also be of assistance.
To change an existing card or obtain a new card go to the Yale Procurement Purchasing Card Website or call the Yale Purchasing Card Office at (203) 432-3227. Refer to Procedure 3215 PR.01 Purchasing Card and EMS for more information about Purchasing Cards.
When a Purchasing Card is unavailable, the traveler has the option of paying for his/her travel expenses using a personal credit card, check or cash.
The University issues travel advances only to the traveler(s) who are ineligible for the Yale Purchasing Card or when extended travel or unusual circumstances are involved. For more information regarding extended travel, see Policy 3305 Long Term Activity and Other Expense Advances.
The employee or his/her designated preparer must complete and submit an expense report describing the business purpose for travel, and listing all travel-related expenses. Proper documentation and receipts must be attached to the expense report. Expense reports should be submitted according to policy.
Documentations are required as follows:
- Business Purpose: A clear and complete business purpose must be documented for each and every trip. The purpose should include the dates of the trip and enough supporting documentation to help the approver, and any subsequent reviewer, validate the business need for the trip. For example, when attending a conference or other event on University business, supporting documentation (such as the conference brochure, itinerary or letter of invite), listing the date(s) and purpose of the event, should be attached to the expense report.
- Original detailed receipts: An acceptable receipt is one that is printed on official letterhead or company stationary and that includes line item detail such as the date(s) and description of each expense. All others must be accompanied by additional supporting materials (e.g., a credit card statement showing proof that an expense was paid with a personal credit card).
Receipts are not required for expenses of less than $75 and do not need to be attached to the expense report nor retained once the expense report is processed. It is a best practice, but not required, for the traveler to submit all receipts even those that are less than $75 to the preparer. Approvers have the right to inquire and review receipts for expenses under $75 in situations that they deem appropriate. After the expense report is processed and appropriate receipts scanned, and the report is approved, all associated receipts should be shredded, except in those cases where the funding source requires all original receipts. Preparers should check all scanned or uploaded attachments to be sure they are legible prior to submitting the report.
- Purchasing Card transactions: Some major vendors provide receipt-level detail in an electronic report. These itemized electronic reports (also called “Level 3” detail reports) can take the place of a detailed receipt where applicable in the EMS system. For more details, refer to Procedure 3215 PR.01 Yale Purchasing Card and Expense Management System
- Air travel: Include the itinerary listing traveler’s name, routing, class of service and total price.
- Lodging: Include the itemized hotel receipt. The per diem rates for lodging cannot be used for reimbursement of a hotel stay. Any expenses on a hotel receipt must be itemized using the appropriate expense type.
- Personal meals: If per diem is used, no receipts are required. If actual expenses are used, receipts for expenses of $75 or greater are required. There is no longer a requirement to break out alcohol on business meals. However if the business meal is charged to a federally sponsored award, any alcohol must be identified and charged appropriatly. The per diem rates will be used as a guideline to determine the reasonableness of actual meal expenses.
- Group meals and entertainment: A detailed list of attendees will be required for meals up to and including 10 people. For a group of more than 10 people, a description of the group including the number of people attending will suffice. A detailed receipt (must include date, amount and place) from the restaurant will remain the preferred type of receipt. However if it is not available, a credit card receipt is acceptable. There is no longer a requirement to break out alcohol on business meals. However if the business meal is charged to a federally sponsored award, any alcohol must be identified and charged to the expenditure type 873000.
- Refer to Policy 3302 Business Meals, Entertainment, and Other Social Events for more details.
- Car rental: Include the final receipt indicating daily rate, mileage, vehicle size, insurance options, plus any gas receipts.
- Missing documentation:. If any required receipts are missing, complete the missing receipt form located within the EMS application.
- Multiple Reports: If multiple expense reports are used for one trip, each additional report should reference the original report number.
Please note that telephone and internet expenses on hotel bills cannot be charged to grants and must be split from the main bill and charged as an unallowable expense type.
Yale Cellular Phone
A University cellular phone should be used to make business calls while traveling, whenever possible.
Because some hotels may charge exorbitant rates for internet use, travelers should be prudent when utilizing these services. Internet access can be obtained in the following ways:
- travelers using laptop computers should take advantage of wireless options if possible;
- when utilizing internet service from hotels, one can use a Purchasing Card and include the charges with the hotel folio receipt.
Determine IF Travel Restrictions Exist
All travel supported with federal funds must be in compliance with the Fly America Act and any other requirements of the sponsor. It is the responsibility of the traveler and the department business office to:
·identify the source of funds supporting the travel;
·review the terms and conditions of the award notice or award document, program announcement and/or sponsor specific requirements to determine if any travel restrictions apply prior to making any travel arrangements;
·ensure the booking is in accordance with the Fly America Act or Open Skies (see below); and
·use the University’s preferred travel vendor Egencia at https://www.egencia.com. For assistance, contact your GCA/GCFA representatives:
- Office of Grant and Contract Administration: (203) 785-4689, 47 College Street, Suite 203
- Office of Grant and Contract Financial Administration: (203) 785-3630, 47 College Street, Suite 216.
Fly America Act and Open Skies Agreements
Federal regulations (i.e., Fly America Act) require that federally funded domestic awardees use U.S. flag air carriers when traveling between the U.S. and an international destination, between domestic destinations, or between international destinations to the maximum extent possible.
For purposes of this requirement, the U.S. flag air carrier service is considered available even though:
- A comparable or a different kind of service can be provided at less cost by a foreign flag air carrier; or
- A foreign flag air carrier service is preferred or more convenient.
Any air transportation to, from, between or within a country other than the U.S. of persons or property paid for from U.S. federal funds must be performed by or under a code-sharing arrangement with a U.S. flag air carrier if service provided by such carrier is available. Tickets or documentation for electronic tickets must identify the US flag air carrier’s designator code and flight number.
An exception to the Fly America Act is permitted when the following conditions exist at the time travel reservations are made.
- A U.S flag air carrier is not available
- The use of a U.S flag air carrier would extend travel time, including delay at origin, by 24 hours or more.
- When a U.S. flag air carrier does not offer non-stop or direct service between origin and destination and would:
- Increase the number of aircraft changes outside the U.S. by two or more
- Extend travel time by at least six hours or more
- Require a connection time of four hours or more at an overseas interchange point.
- An exception for short distance travel is permitted when both of the following two conditions are met:
- When the elapsed time between origin and destination by a foreign carrier is 3 hours or less, and
- The use of a U.S. flag air carrier doubles the time en-route.
Proper supporting documentation must be provided along with form 3301 FR.06 with the submission of the expense report within i-expense or EMS in order to document the exception and use of a non-U.S. air carrier.
Open Skies agreements are considered an exception to the Fly America Act. This exception only exists if an Open Skies agreement is in place between the U.S government and the government of a foreign country. Under Open Skies, the use of a foreign air carrier is permitted when the airline is a member state carrier, transportation is between the U.S. and any point in the member state, or between two points outside the U.S. Currently, travel is limited to the four bilateral and multilateral “Open Skies” agreements (U.S. Government Procured Transportation) listed below:
- United States (US) Government and the European Union (EU) effective April 30, 2007 US-EU Amendment effective June 24, 2010, and US-EU Amendment effective June 21, 2011
- United States (US) and Australia effective October 1, 2008 Requires city pair verification
- United States (US) and Switzerland effective October 1, 2008 Requires city pair verification
- United States (US) and Japan effective October 1, 2011 Requires city pair verification
Open Skies agreements restrictions and limitations:
- Current Open Skies agreements do not apply to Department of Defense funds; therefore, only U.S Flag air carriers is applicable, and
- Use of Australia, Switzerland and Japan member state air carriers require a city pair verification prior to booking travel on the air carrier. Open Skies agreements allow the use of a foreign carrier when that airline is a member state carrier (i.e., Quantas, Swiss Air, and Japan Airlines), and a city pair fare does not exist between the U.S city of origin and the destination city within the member state. City Pair fares can be verified at the following GSA website: http://apps.fas.gsa.gov/citypairs/search/index.cfm?ft
For additional guidance and assistance with Fly America and Open Skies, please refer to Appendix A - Fly America Act and Open Skies Matrix
The table below shows the preferred methods of purchase and payment for employees, and non-employees/visitors of the University.
When booking hotels within Connecticut, provide CT Tax Exemption code to avoid paying sales tax.
If however, a personal credit card is used for travel and small expenses, the University will reimburse for sales tax paid. The preferred method for paying for such expenses is through a Yale purchasing card whether or not sales tax is charged and paid. See www.yale.edu/tax/salesanduse for guidance on how to avoid paying sales tax.
Type of travel expense
Airline and Amtrak tickets
Use Egencia full-service travel agency or online booking tool at (www.egencia.com)
Yale Purchasing card
Yale Purchasing card
Yale Purchasing card
Yale Purchasing card
Call conference sponsor directly
Yale Purchasing card or Check Request payable to conference sponsor
Local meetings and conference services
Purchase Requisition, Yale Purchasing card or Check Request
Long-distance telephone calls from off-campus locations
University cellular phone when available, or use Yale telephone calling card
Directly billed to department
CIBT 1-800-577-2428; Yale acct # 40634
Yale Purchasing Card
Other expenses (meals, taxi, parking, etc.)
Traveler purchases directly
Yale Purchasing Card, personal check or cash