Travel & Expense Policies

• Standard Airfare: Includes economy class seat fees, one checked bag, tips, and business-related internet/Wi-Fi charges. University officers may travel business class, for international flights only. Reasonable accommodations, in consideration of sensitive personal matters, may be allowable with justification and department approval.
• Booking and Payment: RIT prepays employee airfare related to business travel when booked through RIT's Designated Travel Agencies. Provide the traveler's UID when booking.
• Economical Route: Select the most economical route. For alternate routes or personal extensions, reimbursement is capped at the cost of the most economical route, with a cost comparison provided at booking.
• Unallowable Expenses: Upgrades, premiums, traveler program fees.
• Insurance Coverage: RIT's insurance does not cover non-commercial air travel liability. Travelers may not operate aircraft they own, rent, or borrow for RIT business. Consult RIT Global Risk Management for privately chartered aircraft needs.
• Corporate and Loyalty Programs: Provide the agent with program numbers below when booking with an applicable airline (for rental car programs, refer to the rental vehicle policy). Use of the corporate program numbers helps to optimize rates for the RIT community.
   

  Airline Company	Corporate Program #
  American Airlines	YE281L2
  Delta	US754064496
  Southwest	99277776
  United	B0480

• Usage: Use your private automobile only if it is the most practical method of travel for University business.
• Reimbursable: RIT will reimburse costs associated with personal automobile travel for business use based on the current RIT business mileage reimbursement rate posted in the RIT Service Center (RSC). This rate covers costs such as gas, oil, tires, maintenance, insurance, depreciation, taxes, license, registration, and other fees.
• Non-Reimbursable Expenses: Expenses due to automobile mechanical failure or accidents, including personal automobile insurance deductions, are not reimbursable, nor are fines for parking or traffic violations.

• Reimbursable Expenses: Reasonable hospitality expenditures that are directly related to the educational or research purpose of the trip and beneficial to RIT's educational mission are reimbursable. Discretion should be applied to all purchases.
• Documentation: Clearly indicate the relationship of the expenditure to the educational or research mission of the trip in the expense report. The 'Details' box of the expense report must include:
  • The specific business purpose
  • Reason expense was incurred (e.g. donor relations, faculty recruitment)
  • Names, affiliations and business connections to RIT
• Event Itineraries: Event itineraries that include attendee names are acceptable justification for business dinners or hospitality expenses common to departments such as Advancement, Alumni Relations, etc., who meet regularly with prospective donors.
• Receipts: Itemized receipts are required for reimbursement. If the itemized receipt is not available, prepare a memo providing an explanation, obtain the signature of your budget authority, and attach it to the TER.
• Grant/Contract Restrictions: Hospitality expenses cannot be charged to a federal or state grant/contract.

Host/Hostess gifts are reimbursable when cost does not exceed what lodging expenses would have been.

Laundry and/or dry-cleaning expenses are reimbursable for trips of seven or more consecutive days.

• Accommodation Types: Reasonably priced, commercial class hotels, motels, or alternative short-term rentals.
• Payment and Discounts: PNC Travel Cards may be used to pay for lodging expenses and secure sales tax exemptions. Ask for educational discounts at hotels and motels, many of which offer reduced rates to faculty or staff.
• Reimbursement: You will be reimbursed for the actual reasonable expense of lodging for each night that you are traveling away from home, including any business-related internet/Wi-Fi charges.

General Policy

• Reimbursement Basis: RIT traveler meals are reimbursed on either a per diem or receipt basis.
• US Meals Cap: US meals are capped at rates by the US General Services Administration (GSA Per Diem Rates). The RIT travel reimbursement system will be updated with GSA rates annually each October to automatically calculate each per diem rate based on the location provided.
• Per Diems: Per diems are only allowable for travel dates that include an overnight stay. Day trips without an overnight stay will be reimbursed based on receipts. Click here for instructions on how to document per diems.
• Alcohol: Alcohol will not be reimbursed as part of the employee meal.

Meals Within the Continental U.S.

• Reimbursement Rates: Meals within the Continental US are reimbursed at GSA rates. The first and last days of travel are reimbursed at 75% of the GSA Rate to align with GSA practices.
• Adjustments: Travelers must adjust each per diem entry to deduct for any meals provided by other sources (e.g., breakfast at a conference).
• Full GSA Rate: If the traveler wants to be reimbursed for the full GSA rate on the first and last days, receipts for all days must be provided as only one method (per diem or receipt) can be chosen for each trip.

Meals Outside the Continental U.S. (Foreign Locations, US Territories, and Alaska/Hawaii)

• Reimbursement Rates: Meals outside the Continental US are reimbursed at $110 per day for per diem, or $131 per day with receipts. Only one method (per diem or receipt) can be chosen for each trip.
• Adjustments: Travelers must adjust each per diem entry to deduct for any meals provided by other sources (e.g., breakfast at a conference).
• Currency Conversion: All international receipts must be converted by the traveler, with a USD amount noted on each receipt, and an Oanda.com currency calculation provided for each receipt. Alternatively, a credit card statement calculation can be provided in lieu of the OANDA details.

• Mileage Rate: Mileage is reimbursed at the RIT business mileage rate at the time of the trip.
• Documentation: Provide a Google map or similar document as backup for each mileage expense. 

Note: when claiming a mileage reimbursement, you cannot be reimbursed for gasoline.

Payment Methods: Pay conference registration fees with your RIT PNC Procurement Card or request reimbursement through an expense report.

• Use of Rental Vehicles: Only use a rental vehicle when less expensive transportation is unavailable. Contact one of the RIT designated travel agencies to make arrangements. If you prefer to contact the rental agency directly, select one of the agencies listed below.
• Corporate and Loyalty Programs: Provide the agent with program numbers below when booking for an applicable rental car company (for airline programs, refer to the airfare policy). Use of the corporate program numbers helps to optimize rates for the RIT community. Rental car loyalty programs require registration, and employees may do so at no cost. Loyalty program benefits include quicker pickups/drop-offs, free rental days, etc. For specific details, refer to company websites.
   

  Rental Car Company	Corporate Program #	Loyalty Program
  Avis	B005900	-
  Enterprise	XZ29401	https://www.nationalcar.com/enroll/XZ29401
  Hertz	1807216	http:/bapgold.hertz.com  Company: Rochester Institute of Technol CDP: 1807216 Pin Code: bapgold
  National	XZ29401	https://www.nationalcar.com/enroll/XZ29401

  
   
• Payment: Car rental expenses may be paid with your PNC Corporate Travel Card. 
• Reimbursable Expenses: RIT will reimburse the cost of economy, compact, subcompact, or standard vehicles and associated gasoline. Exceptions for larger vehicles may be approved if warranted with detailed justification (ex: several travelers in one vehicle). Provide a detailed explanation in the 'Justification' box on the online TER. 
• Non-reimbursable: Do not purchase a Collision Damage Waiver (CDW) or Liability Insurance from the car rental agency except when renting a vehicle outside of the U.S. Contact GMRS at 475-6131 for evidence of insurance rentals in California or Texas. 
• Accidents: If you have an automobile accident while traveling on RIT business, notify your department head and GRMS at (585) 475-6131 as soon as possible.

• Reimbursable Expenses: Includes rail, subway, taxi, ferry, shuttle, and ride-shares.
• Booking: RIT business travelers and delegates should book airfare and reserve hotel, rail, and car rentals through an RIT Designated Travel Agency.
• Economical Fare: The most economical fare should be selected to achieve the business objective. All other exceptions must be approved in advance as outlined in the Exception Policy (below).

In certain situations, it may be appropriate to deviate from policy—such as when doing so results in cost savings in another area. This should be justified in advance, and documented approval must be included with the expense report.

Exceptions to Policy must be approved by the applicable dean or vice president.

• Approval for exceptions at the dean level must be granted by the provost; exceptions at the vice president’s level must be approved the president.
• When a vice president's approval is required, the request should be escalated by the dean or department head. 

• Additional Insurance: Car rental insurance (Collision Damage Waiver and Liability) is not eligible for reimbursement unless renting outside the US. Additional travel insurance, travel accident insurance, and trip cancellation premiums is also non-reimbursable.
• Cancellation & Fees: Costs incurred due to failure to cancel transportation or hotel reservations.
• Commuting Costs: Costs for commuting between the traveler’s home and work location.
• Credit Card Late Fees, Rewards & Airline Miles: Employees will not be reimbursed for costs incurred due to failure to pay a credit card on time, reward or airline/frequent flyer miles used/forfeited.
• Entertainment: Entertainment expenses, including movies in hotel rooms.
• Gasoline: Gasoline expenses when the automobile mileage reimbursement rate is claimed.
• International Transaction Fees: Credit card fees associated with processing international transactions are non-reimbursable.
• Passports & Airport Pre-Check Memberships: TSA PreCheck and similar programs; Passport-related fees.
• Personal Expenses: Examples include alcoholic beverages (refer to RIT Discretionary Expenditures Policies for more information), childcare and babysitting, haircuts and hair styling, host/hostess gifts in lieu of meals or lodging when the cost exceeds what meals/lodging would have been, kennel/boarding costs for pets, laundry and/or dry-cleaning for trips less than seven days, magazines or newspapers, personal tangible property (e.g., medications, phone chargers, luggage, etc.), and spousal and dependent travel.
• Sales Tax: New York State sales tax and sales tax paid in states that recognize RIT’s tax-exempt status.
• Traffic & Parking Violations: Costs incurred for traffic and parking violations.
• Travel Upgrades: Upgrades such as airline class, hotel rooms, rail cars, auto rental are not eligible for reimbursement.
• Other Non-Business Related Costs: Any other costs not directly related to the business purpose of the travel assignment.

Most countries require insurance coverage from a licensed local provider. If not included in the rental agreement, employees must purchase the minimum legally required insurance from the rental company. This cost is reimbursable by RIT.

Only officers of the University (i.e., Presidents and Vice Presidents of RIT) are permitted to fly business class when traveling internationally.

All international expenses must be converted to U.S. dollars before submitting an expense report:

• Use OANDA’s currency converter based on the date of each expense.
• Record the converted USD amount on each receipt and provide a copy of the associated Oanda conversion (a credit card statement conversion is also accepted).
• For longer stays, an Oanda conversion rate from the first or last day of the trip may be used for all expenses. In this case, provide one Oanda print for the entire trip.

For multi-country travel, provide a summary sheet with applicable rates and upload it with your receipts. If using a PNC Travel Card, the conversion will appear automatically on your statement and in Oracle.

The following emergency resources are available to employees traveling abroad:

• RIT 24x7 Assistance Hotline: +1-443-569-0230
• Review the Crisis24 Horizon Instructions prior to your trip and download the mobile app to access risk ratings, threat intelligence, location insights, and emergency features.

If your travel is funded by the U.S. government, you must comply with the Fly America Act, which requires the use of U.S. flag air carriers. When booking travel with federal funds, notify an RIT Designated Travel Agency to ensure compliance.

Learn more about the Fly America Act

Foreign travel funded by grants or contracts requires prior sponsor approval, unless it was explicitly included in the approved budget.

All RIT-sponsored study abroad programs must follow the Study Abroad Program Requirements adopted by the Provost. For guidance, contact RIT Global for assistance.

Low-Risk Destinations

If the destination is not under a U.S. State Department travel warning or alert, and there are no known significant health or safety risks, travelers must obtain approval from their dean or department head before making travel arrangements or incurring expenses.

High-Risk Destinations

If the destination is under a U.S. State Department travel warning or alert, or if other reliable sources indicate significant risks, travelers must obtain advance approval from their division vice president. University or sponsor funds may not be used for travel to these locations without prior approval.

Travelers are responsible for:

• Checking current travel warnings and alerts
• Securing the appropriate approvals
• Reviewing and following the U.S. Department of State’s Tips for Traveling Abroad

RIT reserves the right to withdraw travel approval at any time if conditions warrant cancellation.

Obtain a Travel Assistance Identification Card from RIT’s Global Risk Management Services before departure.

Before departure, leave detailed trip information with your department, including:

• Contact information
• Travel itinerary
• Copy of your passport

This information will be used to contact you in case of an emergency.

Airfare

• If booked via RIT Designated Travel Agency: Contact the agency for an airline credit voucher (valid 12 months). Your department will be charged airfare and reissue fees when the credit is used or expires.
• If booked with RIT travel card or personal card: Cancel with the airline and request a credit voucher (valid 12 months). Submit an Invoice Payment Form for reimbursement using prepaid travel object code 09050.
• When a credit is used or expires: Submit expense report to charge airfare and reissue fees to your department.

Conference Registration or Other Fees 

• Charged to an RIT procurement card: Request a credit from sponsor to the p-card.
• Charged to an RIT travel/personal card: Request a credit to your card.
• No credit available: Request reimbursement via an expense report charged to the appropriate department.
• For additional guidance, email travel@rit.edu.

Airfare Charged to Personal Credit Card

• Submit an approved Invoice Payment Form to accpay@rit.edu for reimbursement.

Registration Fee Charged to Personal Card

• Request credit from conference sponsor.
• If a credit is not available, submit an approved Invoice Payment Form to accpay@rit.edu for reimbursement.

Airfare Cancellations

• Contact the agency for an airline credit voucher (valid 12 months).
• When credit is used or expires: Submit an expense report to charge airfare and reissue fees to your department.

Federal regulations and many sponsors require that expenses charged to a grant/contract must directly benefit the sponsored project. Therefore, agencies/sponsors typically require that the University incur costs for trips cancelled by the traveler or conference sponsor.

If a trip charged to a sponsored project is cancelled:

• Follow the standard university process for cancelled travel.
• Charge associated costs to the Principal Investigator’s designated project. If funding is not available, consult with your department or dean for an alternate funding source.
• Charge the associated costs to an alternate internal account designated by the Principal Investigator. If a funding account is not available, consult with your department or dean to determine a funding source.