Foreign travel policy
Persons traveling overseas are required to obtain a University travel credit card to use for business purposes. Applications for new cards must be submitted to the Accounts Payable/Purchasing Department three weeks prior to travel. Reimbursements will not be allowed for expenditures on personal credit cards. Cash advances and reimbursements can be secured for allowable or reimbursable incidentals only.
The Bradley University Travel Expense Reimbursement Policy and Procedures apply to all foreign travel. In addition to the substantiation and documentation requirements, an itinerary of the foreign travel should be provided for any travel card expenses and reimbursement of incidentals. Cash conversions require documentation of the exchange rate at the time of conversion. Exchange rate conversion as provided on the Bradley Travel Card statement can be used. Additionally, most receipts for the conversion of cash will provide the conversion rate. When this is not possible, the Controller’s Office researches the exchange rates for the period of travel and bases reimbursement on an average exchange rate for that period.
Non-meal tips must be substantiated by actual receipts or written documentation detailing the recipient, name and number of attendees (if applicable), purpose, date and place. Tips for meals in excess of 20% will not be allowed.
An employee on foreign travel may elect to use a $45 per-diem rate for meals and incidentals. However, the per-diem option must be used for the entire travel period per IRS rules and elected prior to date of travel. WARNING: A charge for meals on the Bradley Travel card is an ex-post-facto election of the actual receipts method of substantiation. Any per-diem amounts received through a cash advance must be returned to the University.
Foreign Travel on Restricted Funds. The traveler must comply with the travel requirements of the sponsoring agency, including all applicable OMB Circulars and state requirements. The following restrictions apply to sponsored project travel:
- Foreign travel on sponsored project funds is restricted to individuals who are directly associated with the scope and purpose of the project.
- Foreign travel costs are allowable only when specific funds for foreign travel are provided in the sponsored agreement. Such travel may also require specific sponsor approval.
- Foreign travel funded by the U.S. government is booked on a U.S. flag carrier if available. Deviations or exceptions are specifically approved in advance by the sponsoring agency.
Any employee traveling on University business to countries outside the United States must adhere to the United States Foreign Corrupt Practices Act (FCPA). The Act is available at www.usdoj.gov/criminal/fraud/fcpa/dojdocb.htm. Basically, the antibribery provisions of the FCPA make it unlawful for a U.S. person to make a corrupt payment to a foreign official for the purpose of obtaining or retaining business for or with, or directing business to, any person.
February 21, 2006