Dept of Physics & Astronomy

Travel & Expense Reimbursement

PLEASE NOTE THAT FAILURE TO FOLLOW THE BELOW GUIDELINES WILL RESULT IN UNNECESSARY REIMBURSEMENT DELAYS

Rutgers will reimburse employees for reasonable, necessary, appropriate, and approved travel and business expenses incurred while conducting university business. Detailed purpose of meetings and conferences must be provided on all expense reports. It must include event name, dates, participants names, your role (attendee, speaker, etc.). Go to Quick Tips for Business Justification for further information. Travelers are encouraged to submit their expense reports as soon as they return from their trip. Any expense report submitted beyond the 60 days will require an exception request explaining why the expense report was late. (Department requires 7 business days for every Expense Report review and release.) The Expense Late Approval Form must be approved by SAS Dean’s office and should be submitted as an Expense Report attachment.

Booking Travel

Travel (air, train, hotel, car rentals) must be booked using the Rutgers Travel Services Online Booking Tool (Concur) or by contacting Direct Travel, the Rutgers-approved travel agency via RutgersTravel@dt.com or phone# 1-888-818-1067. Travel that is not booked using the Rutgers Travel Online Booking Tool or Direct Travel will not be considered Rutgers-related travel and will not be reimbursed. Watch the online travel booking tool demo here. The following travel arrangements can be done outside of the official booking tool or RU travel agency:

• Hotel reservations associated with conference room blocks
• Airbnb, Vrbo, and other home-share providers
• Rutgers University Inn and Conference Center
• Uber, Lyft, and other ride-share providers as well as car service
• Other local transportations such as trains, bus transits, taxis
• Other travel services not provided by Direct Travel

International Travel

Any Rutgers student, faculty, scholar, or staff considering international travel must visit the Rutgers Department of Risk Management website to register for international travel.

Non-Employee Travel – For candidates, guest speakers, students, other visiting guests, etc. (required before contacting the travel agency via phone or email).

Expense Management

The Oracle Expense Management is the current online tool used to submit business expenses for reimbursement for Rutgers employees. New employees should complete Expense Management Access Form before using the online tool. Non-employees, including students and visitors, do not have access to Oracle Expense Management. The business staff will assist non-employee travelers in getting reimbursed via RU Marketplace.
For new employees, click here for instructions on how to use the Expense Management system.

Airline and Rail Tickets

Airlines and rail (Amtrak) tickets are prepaid by the university. Travelers must purchase airline and rail (Amtrak) tickets through the Rutgers Travel Services Online Booking Tool (Concur) or by contacting Direct Travel, the Rutgers-approved travel agency via RutgersTravel@dt.com or phone# 1-888-818-1067. Travel that is not booked using the Rutgers Travel Online Booking Tool or Direct Travel will not be considered Rutgers-related travel and will not be reimbursed. Tickets for local/commuter train services (NJ Transit, NYC Subway, etc.) cannot be purchased through Direct Travel. Travelers can submit costs associated with these tickets for reimbursement. Baggage fees that are personal in nature are not reimbursable. Fees for upgraded or extra legroom seats are not reimbursable. Fees and additional airfare associated with an itinerary change or cancellation require a business purpose for reimbursement. Travelers may receive frequent flyer miles for traveling on Rutgers business. Be sure to include frequent flyer/hotel loyalty account numbers when completing the traveler profile.

Meal Expenses

Travelers are reimbursed for their meals when travelers are actively in travel status which is defined as traveling: for at least 12 consecutive hours; or at least 100 miles from the Rutgers departure point. When a traveler is not in travel status, meals are considered a personal expense and are not reimbursable. Travelers have two meal reimbursement options. Travelers must select one option for the entire trip to receive reimbursement.

• Rutgers per diem rate of $50 for all cities (domestic or foreign)
• IRS per diem rates
• Use the per diem calculator form and current IRS meal rates Expense_Report_Per_DiemCalculatorFY23_2.xlsm

Please note that the per diem rate must be prorated for the date of departure and date of return at 75% of the per diem rate. Travelers cannot request reimbursement for a meal that is included in some aspect of the travel, like a meal provided at a conference. Per diem must be prorated for any meal provided by any source. Breakfast or lunch reduces the per diem by 20 percent, dinner reduces it by 60 percent.

Business Meeting Meals

Travelers who host (pay for) a business meal can request reimbursement with supporting documentation: a detailed business purpose, a list of attendees including affiliations, and an itemized receipt with proof of payment.
Travelers can submit credit card receipts to show meal expenses. Meals funded by an account that restricts alcohol must include a statement confirming that no alcohol charges are included on the receipt. If charges for alcoholic beverages were included, then these charges must be deducted from the receipt, or charged to an account that permits alcoholic beverages.

Automobile Mileage Rate

If a traveler chooses to drive rather than fly to the destination, mileage reimbursement cannot exceed the lowest cost of commercial coach airfare. Please include an airfare quote before the scheduled travel date with the supporting documentation.
Travelers who use a personal car for Rutgers business purposes can request reimbursement at the current authorized mileage rate. Travel miles should be calculated from Civic Square unless the employee’s home is closer to the destination. The expense report must include: specific origination and destination location(s) (use Google Maps or MapQuest to track distance) and a detailed business purpose. Tolls and parking fees are also reimbursable with original receipts. Gasoline for a personal vehicle is not reimbursable; the mileage reimbursement rate covers this cost. Gasoline expenses are only reimbursable for rental or university-owned vehicles. Effective July 1, 2022, the IRS has increased the mileage reimbursement rate by $0.040 to $0.625 per mile.

Lodging

All hotel reservations must be made through the Rutgers Travel Services Online Booking Tool (Concur) or by contacting Direct Travel. Exceptions are made for hotel bookings associated with conference/convention room blocks and Airbnb, Vrbo, and other non-hotel stays. Lodging is reimbursed at 100 percent of the actual expense for a standard hotel room. The expense report must include:

• an original hotel receipt that includes the rate and itemized detail of costs,
• dates of stay and proof of payment
• a copy of the reservation confirmation provided by the travel agency

Lodging expenses billed to federal or federal pass-through grants will be reimbursed according to continental United States (CONUS) rates. Find rates here https://www.gsa.gov/travel/plan-book/per-diem-rates.
Travelers can choose to stay at a hotel other than a conference hotel. If the conference hotel is not chosen, reimbursement will not exceed the conference hotel rate without justification and approval from the unit. An explanation of the exceptions must be included in the reimbursement request and attached to the expense report. Travelers who don’t have an itemized receipt for lodging should contact the hotel and have the hotel fax or email a copy of the required itemized hotel folio. If a receipt is unavailable, the Lost Receipt Certification Form may be submitted, but it must include proof of payment. Staying at a private residence requires the traveler to obtain a W-9 (US) or a W-8 BEN (International) from the landlord to be reimbursed. Tax exemption certificates can be used by the traveler via http://uco.rutgers.edu/tax-services when applicable.

Car Rental

All rental car reservations must be made through Rutgers Travel Services Online Booking Tool or by contacting Direct Travel.
Travelers can rent up to an intermediate-size car and request reimbursement when the cost of the car rental is less expensive than alternative means of transportation (e.g., taxi, car service, or train). Travelers must include the business justification, rental agreement, and the original final receipt to request reimbursement.
The university currently has a negotiated agreement with Enterprise and National Car Rental which includes insurance domestically.
U.S. and Canada: Travelers must purchase collision insurance (often called Collision Damage Waiver Insurance on the rental contract) when booking any vendor other than Enterprise and National Car Rental. Travelers must also purchase the minimum liability insurance if it is not automatically included in the contract.
For international car rentals, all insurance coverage must be purchased (e.g. Loss Damage Waiver (LDW), Personal Accident Insurance (PAI), and Liability Insurance Supplement (LIS)). Tolls and parking fees are also reimbursable with original receipts. Gasoline expenses are only reimbursable for rental or university-owned vehicles.
If a traveler chooses to drive rather than fly to the destination, car rental fees plus fuel cannot exceed the lowest cost of a commercial coach airfare. Travelers should include an airfare quote with supporting documentation. Meals or lodging will not be reimbursed while driving to the destination.

Ground Transportation

Reimbursement may be requested for ground transportation from the traveler’s home, or from their worksite to the airport, bus, or train station. Before using either taxi, alternative ride-share, or car service, the traveler should determine that it is more economical and reasonable compared to personal car usage, adding in tolls and parking. If a car service will be used, the traveler should contact the university’s Preferred Car Service Suppliers.

Cash Advance

A cash advance is an advance of payment to cover work-related expenses, such as lodging, meals, and incidentals when needed. Cash advance requests are created before expenses have been incurred, and are submitted for approval within Oracle Expense. Delegates cannot request a cash advance on behalf of someone else.

• Cash Advances travel can be requested up to 90 days before the departure date
• Cash Advances will be paid out two weeks before the trip begin date
• Cash Advances will be automatically deducted on the first expense report submitted after the trip return date
• Cash Advances of more than $100 per day for meals and incidentals require a justification letter to be submitted along with the Cash Advance request

To request a cash advance, travelers should:

1. Navigate to the Oracle Expense Management System
2. Click the “Request Cash Advance” link from the Action menu on the right
3. Enter the required fields, add attachments, and click “Submit” for cash advance approval

Lost Receipt Certificate Form

An original document itemizing the good(s) or service(s) purchased. The receipt must provide a named payee and date that confirms payment has been made for a stated purchase. The method of payment must be shown on the receipt. If the receipt is lost, the individual seeking reimbursement must complete the Lost Receipt Certificate Form.

SAS 60 Day Expense Late Approval Form

Any expense report submitted beyond the 60 days will require an exception request explaining why the expense report was late. (Department requires 7 business days for every Expense Report review and release.) 60 Day Expense Late Approval Form The Expense Late Approval Form must be approved by SAS Dean’s office and should be submitted as an Expense Report attachment.

Employee Relocation Reimbursement

Moving and relocation expenses of new faculty and staff members who are transferred from one geographic location to another may be paid by the University up to the amount agreed to in their offer letters. As stated on Rutgers’ Employee Relocation Reimbursement website, moving expenses are the costs of packing, shipping, and storing household goods. Relocation expenses are the costs of travel for the faculty or staff member and family to the position assigned, including transportation, food, and lodging, travel for trips necessary to secure living quarters, and temporary lodging.
Currently, moving expenses incurred by employees will be treated as wages or taxable income subject to federal, state, and FICA tax withholding. Further, please note that employees may not deduct these expenses on their individual income tax returns. Please visit Employee Relocation Reimbursement to check for any updates to this rule.

Three Processes for Moving Expense Payment

1. Rutgers Pays the Moving Company Directly
   It is encouraged that the University pay the moving company directly (for household goods or office/laboratory equipment) using one of the University’s contracted suppliers, for ease of buying, use of discounts, and fewer out-of-pocket expenses for the new employee. The business staff will complete the Taxable Moving Expense Reimbursement form and attach the signed form to the RU Marketplace requisition.
2. Employees Reimbursement Before the Appointment Has Commenced
   It is an option to request reimbursement for other relocation expenses related to travel to the new employment location, or trips to secure a living arrangement before the employee’s appointment has commenced. The business staff will have to complete the Form. The signed form is then attached to the check request form in RU Marketplace, along with any other required forms, See the Check request matrix for documentation needs.
3. Employees Reimbursement After the Appointment Has Commenced
   All relocation expenses related to travel and moving expenses that must be reimbursed directly to the employee after the appointment has commenced must go through Payroll Services. The business staff will complete the Taxable Moving Expense Reimbursement form and submit it, along with original receipts, to Payroll Services.
   
   Please read the Employee Relocation Policy 40.2.22 (PDF) before proceeding with the relocation and moving expense process.

Expense Report Submission Checklist (pdf)
Frequently Asked Questions | University Procurement Services