Accounting Service Center at Cornell University College of Veterinary Medicine

Travel Helpful Hints and Tips

General Guidelines

Reimbursements must be submitted and travel advances must be cleared within 30 days from returning from trip.
If travel submitted after 6 months of returning, Gene Wheeler, Assistant Dean for Finance and Administration, must approve this trip reimbursement. The Departmental Manager should send an e-mail detailing the traveler, where, when and the business purpose of the trip. Also, include the account being charged, the dollar amount, and why the reimbursement was submitted so late.
Direct Deposit is available to employees only for travel and other reimbursements if the traveler is signed up for payroll direct deposit. To sign up

Reminders

Original receipts are required.
Personal expenses are not reimbursable and must be documented as such.
If a trip is cancelled, be sure to cancel travel arrangements/reservations previously made. (ie: hotel, rental car, etc.)
Procurement cards must not be used for travel.
All travel requisition forms from Cornell Travel should be forwarded to the appropriate ASC team leader for final approval.

Note: If you are using the web based travel system make sure that

Supervisor name is required and supplied by the department.
Change preparer name to appropriate ASC accounts rep when travel reimbursement is completed to the best of your knowledge. Do NOT have traveler submit before sending on to the ASC.
Print "Travel Cover Page," attach travel checklist, receipts and send to appropriate ASC accounts rep.

Transportation

Air Carriers
US Airways - to receive the discounted rate, the CU Travel office must be used.
Foreign Carriers - If charging a sponsored award or any federal funded accounts (incl. federal flow through) then you must comply with the Fly America Act
Fly American Form
Foreign Travel - must constitute 75% business activity
Rental Cars
Collision Damage Waiver (CDW or LDW) - Protects against damages that may be done to the rental car
    Included in rental from Enterprise.
    Coverage is provided automatically if paying via a Diners Club card.
    If you do not have a Diners Club card this coverage must be purchased.
Personal Accident Insurance (PAI)
    Employees are covered by Workers Compensation. Do not purchase this insurance as you will not be reimbursed.
Personal Effects Insurance (PEI)
    Cornell will not reimburse for this expense.
Personal Vehicles
If an accident should occur while on Cornell business, all claims will flow through the traveler's insurance and the traveler is responsible for the deductible.
Preferred mode of travel is CU fleet vehicle. If a fleet vehicle is not available a rental car should be used.

Lodging

If mixing personal and business, be sure that taxes are charged on the personal portion of the expense. If Cornell is tax exempt in that state (see page 2), verify that the taxes have been removed for business portion only.

Meals

Per Diem Method
Tips are included in the per diem rate for meals and incidentals; therefore reimbursement can NOT be given for additional tips for meals, hotel staff, parking valet, etc.
Receipted Method
One day trip (no overnight) - Receipted method is required.
Must submit itemized receipts for all meals.
Hosted Meals
May be reimbursed for the full amount even when the per diem method is being utilized, however the per diem rate will be reduced accordingly.
Must include: attendees, their affiliation, business purpose of meal and submit itemized receipts.

Moving Expenses

Shared Expenses

When members of the same unit travel, the most senior member should pay the expenses.
The person who paid for the travel expenses should be the only one seeking reimbursement. One travel reimbursement form should be completed and it must include the names of the other travelers.
If travel should be charged to different accounts or different departments, only one travel should be prepared and the ASC notified of the appropriate accounts and amounts to charge to each account.

Personal Phone Calls and Internet Usage

Cornell will reimburse personal calls that are reasonable (generally not more than an average of 10 minutes per day).
The university expects that the most economical or efficient means of accessing the internet will be used while traveling.

Cornell Sales Tax Exempt States in addition to New York