The University Policy Office announces major revisions to University Policy 3.2, University Travel. These revisions will become effective on January 1, 2016. Some of the most significant changes from the current policy are detailed below:
- The title of the policy has been changed to “Travel Expenses.”
- The per diem method will now be required for all non-hosted meals while on travel that includes at least one overnight. Travelers will no longer be allowed to submit receipts for meal reimbursement.
- The reimbursement process has been streamlined, as follows:
- In most cases, a single reimbursement submission per trip will be expected,
- Direct-pay options have been increased, thereby reducing advances,
- The corporate travel card will now be recommended for any expenses that will be due by the traveler that can’t be direct paid by another option,
- Cash advances or reimbursements in advance of the trip will be limited to only those that will cause an undue hardship to the traveler where direct pay and corporate card options are not available, and
- Reimbursements made more than six months after a trip will become taxable to the employee, in accordance with IRS guidance.
- Additional forms will now be required for foreign visitor travel.
In addition, the policy has been reorganized and rewritten to add requirement details; eliminate redundancies; update outdated information and regulations; and provide a traveler guide.
Please familiarize yourself with this important policy revision, at https://www.dfa.cornell.edu/tools-library/policies/travel-expenses. Questions should be directed to the university controller at controller@cornell.edu.
