DGCA Travel Policy

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Policies and Procedures for Travel and Business Expense Reimbursement on Grant and Contracts

The information below represents additional requirements to the University Regulations and Procedures Manual Sections 40.4.1 regarding travel. It is applicable to grants and contracts.

1. General:
· Request for reimbursement of travel must include a full explanation of the rationale for charging the sponsor for the trip, i.e. "To attend XYZ Conference” is NOT sufficient. If more space is needed, to explain the expenditure benefit to the grant attach an addendum to the TABER.
· Original receipts are required for lodging and individual expense items.
· Entertainment and/or alcoholic expenses are unallowable on grant and contract accounts.
· Federal agencies allow only charges from U.S. airlines, unless specific prior approval is obtained. Lower cost is not an acceptable reason to use a non-U.S. airline.
· Expenditures submitted more than one year after the cost was incurred or after the final report is filed with the sponsor will not be paid.

2. Local Travel – Meals:
No reimbursement will be given for meals while on official business in New Jersey, New York City, or Philadelphia unless the cost of meals is inseparable from the charge for a meeting, convention, or other event. In general, meals are not reimbursable unless the employee is in travel status, i.e. away from home overnight on official business. When employees are not in travel status, meals are considered to be personal expenses and not reimbursable.

3. Local Travel-Overnight Lodging:
Overnight lodging within 100 miles of the University must be explained by the requestor and authorized by a department chair/director or higher administrative authority. The theory is that individuals can commute to their home, thus avoiding the cost of lodging. If the benefit to the program outweighs the cost considerations, the cost can be approved. The approval must be at “arm’s length” rather than by the individual incurring the cost. If overnight lodging has been approved, the individual is considered to be in travel status, and meals are also reimbursable.

4. Business Meals:
This section relates to meals with several people for a business purpose, not meals while in travel status. Meals with only University employees are not reimbursable. A request for business meal reimbursement must clearly demonstrate the necessity of the meal and the relation to project objectives. It must include the following:

A. A full explanation of the rationale for charging the sponsor for the business meal, including specifics such as the topics discussed.
B. List of attendees, their affiliation and relationship to the project.
C. Approval of the respective chair, director or next higher authority.

For additional DGCA travel information visit

Travel and Business Expense Report (TABER)
TABER Checklist
TABER Guidelines Update (10/94)
Mileage Rate (7/1/2006)
TABER 101

RU Travel Policies and Procedures
40.4.1 Travel, Travel Incidentals, and Meal Expense Policy

Purchasing Travel Website