Travel Reimbursement Policy
This policy was posted for public comment from April 7 - April 23, 2023.
Comments
|
I have a comment on the per diem section. Some schools (SUU, for example) have moved towards a model that reimburses per diem at a total amount per day, NOT reduced by conference-provided meals, etc. I would like to see the College explore this as a possibility. It would certainly simplify the reimbursement process. Departure and arrival days are at 75% of the normal rate, and all other days are 100% regardless. SUU’s policy is here: |
|
After reviewing this policy, it looks like they no longer need to check if a motor pool vehicle or department vehicle is available before they use their personal vehicle for college business. If this is so, and we keep seeing less use of motor pool vehicles I will have no choice then to then to reduce the motor pool vehicles since we have very little use of these vehicles and the travel reimbursement keeps growing. |
|
Suggestions related to improving the clarity of the language used. |
Responses
Per Diem
No response is necessary to these comments.
Confusion Between Computer Resource, Electronic Resource, IT Resource, and Personal Device Definitions
We reviewed the travel policies of other Utah schools and schools outside of Utah. We did not find any schools, or other government agencies including state and federal, who pay per diem for a meal that is provided by a conference. Though SUU’s policy does not list this specific rule, it is included in their procedures and training documents. After discussion with the Controller, it was determined that it would not be in the best interest of the College, nor fiscally responsible, to pay a traveler per diem for a meal that was provided.
We also discussed changing per diem calculation for first and last day travel from the time chart that we use now to 75%. We decided to stay with the current process. Should we choose to switch later, we can do so by updating the STARR and will not need to update policy.
Motor Pool Vehicles
In the current policy there is no requirement to use a motor pool vehicle or check with motor pool before driving on college business. The policy states that a traveler would be reimbursed at the lower rate unless a motor pool vehicle is not available. Back in 2022 when we changed to having only one reimbursement rate, it made this section of policy no longer applicable. Since we are reimbursing all mileage at the higher rate, this section is no longer necessary, hence its removal.Clarity
Many of the suggested changes related to improving clarity to the language were incorporated into the policy.