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Travel

  • Employee Travel Policy and myClemson Travel Reimbursement Guidelines
    Effective 1/1/2015 (rev. 2/26/16)

    Employees will be reimbursed for travel expenditures in compliance with the University travel guidelines as governed by State and Federal travel regulations. Adequate documentation must exist to allow for verification of expenditures. This policy is applicable to all travel, regardless of the source of funds used for reimbursement.

    All travel vouchers submitted for reimbursement are required to have the signature of the traveler certifying the amounts are true and correct and conform to State, Federal and University laws, rules and regulations. All signatures must be original or in an approved electronic format (faxed or electronic mail). No stamped signatures will be accepted. An exception to the requirements above is that the submission of domestic travel expenses through the University’s my.clemson Online Travel Reimbursement application shall constitute as a true signature by the traveler and their supervisor or designee based on the authentication process of the application itself. The reimbursement must be approved by the employee’s supervisor or supervisor’s designee. The designee cannot be a direct subordinate of the traveler. The supervisor or designee’s approval is asserting that they are aware of the employee’s travel and the expenditures appear reasonable.

    Travel outside the continental United States, Alaska, Hawaii, Canada or Puerto Rico meets the definition of International travel and requires approval prior to departure. International travel funded from sponsored program activities must be approved in advance by Grants and Contracts Administration. The traveler must complete the International Travel Request Form and obtain all required signatures before incurring any travel expenses or traveling.

    Under Clemson’s Human Resources Discipline Policy, any employee who falsifies records or documents or willfully violates written rules, regulations or policies can be suspended or terminated from their employment with Clemson University.

    All Policies and Procedures are in compliance with the State of South Carolina Appropriations Act, Section 117 General Provisions.

    This policy does not apply to reimbursement of travel for non-Clemson employees. Those payments are to be treated as procurement of services according to Procurement policies.

    Definitions

    Electronic Approval — approval of a voucher/reimbursement request or of other documentation may be done electronically with a fax/scanned copy of a signed document or via an email from the approver directly from their Clemson email address.

    Travel — as described in this policy, is travel more than 10 miles from an employee’s primary office at the University for the purpose of conducting business of the University, attending professional meetings, special demonstration meetings and other related meetings. Expenses related to the cost of relocating/moving are not classified as travel per this policy.

    Primary Office — the location of an employee’s office. In the case where an employee works out of more than one office on different campuses/University locations, the employee and their supervisor will agree in writing on a primary office from which travel reimbursement may be allowed if pre-approved by supervisor. Based on work schedule, the Primary Office may change day-to-day or week-to-week, again, as agreed upon in writing with the supervisor.

    Reasonable Expense — An expense that is ordinary and reflects a prudent decision to incur the expense on behalf of University business. Not extreme or excessive.

    Short-term rental or “home sharing” — residential property that is rented to a visitor for fewer than 30 days through a centralized online platform whereby the rental is advertised and rental payments are securely processed. Examples include but not limited to Airbnb, VRBO, Roomorama, HomeAway, et al

    Transportation network company or “ridesharing” — an organization, including but not limited to, a corporation, limited liability company, partnership, sole proprietor, or any other entity, operating in or out of the United States that provides prearranged transportation services for compensation using an online- enabled or mobile application or platform to connect passengers with drivers using a personal vehicle. Simply, Ridesharing is a service that arranges one-time shared rides on very short notice, usually arranged through a smartphone app. Examples include but not limited to Uber, Lyft, Sidecar, et al

    University Online Travel Reimbursement — mobile/online domestic travel expense submittal my.clemson application for approval and reimbursement. This tool acts as the secure online system for submitting, approving and storing travel reimbursements.  When utilizing this tool, no paper forms or receipts are necessary.

    Travel Guidelines

    MyClemson Travel Reimbursement

    MyClemson Travel Quick Reference Guide

    Employee travel expenditures must be paid by the traveler from personal funds and reimbursed using a Travel Voucher upon return. Travel vouchers / reimbursement requests are the documents used to account for reimbursable faculty and staff travel costs. Travelers are expected to exercise discretion when making travel arrangements and expenditures. As an agent of State and Federal funds and private grant funds, each employee should use the following guidance when traveling:

    • Avoid excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment.
    • Travel by commercial airlines must be in coach or economy class.
    • Automobile transportation may be used when air and ground transportation cannot be arranged satisfactorily, or to reduce expenses when two or more University employees are traveling together.
    • Transportation to or from points of arrival and departure should be by the most economical method.

    Travel Status Reimbursement versus Business Meal Reimbursement

    Business Meal reimbursement procedures will be followed when an employee is traveling within 10 miles of their headquarters or overnight travel is not required.

    An employee must be in travel status to be eligible for reimbursement of meals. Meals reimbursed while in travel status should not be confused with business meal reimbursements. Refer to Business Meals section of disbursement guidelines for guidance for more information. If an employee on non-overnight travel receives reimbursements for meals, this amount could be considered income and be reported on their W-2 tax form. For instance, meals on day trips are subject to tax withholding except when a business purpose for the meal can be documented. If you are claiming reimbursement for such business meals, documentation should include the name and affiliation of the person sharing the meal and the general nature of the business discussed. The Travel Log Form should be used for non-overnight meal reimbursements.

    Local Travel or Travel to Other Clemson Locations

    Travel may be authorized and mileage reimbursement or a rental car expense may be allowed between an employee’s primary office location and another Clemson location (i.e. Clemson campus and CU-ICAR) when pre-approved or authorized by the employee’s supervisor, in a manner of approval determined by the supervisor. If not pre-approved, mileage or other travel expenses may not be reimbursed. (see Means of Travel for specifics on reimbursements/allowable expenses)

    Meals

    While on official travel within and outside the the State of South Carolina, employees will be reimbursed for meals based on rates in the table below.  Meal per diem is only reimbursable when travel includes an overnight stay. Out of State Travel is defined as travel outside of South Carolina but within the continental US, Alaska, Hawaii, Canada or Puerto Rico.

    If you depart before:    If you return after:   
    In State
    Out-of-State
    Breakfast 6:30 a.m.    11:00 a.m.   
    $6
    $7
    Lunch 11:00 a.m.    1:30 p.m.   
    $7
    $9
    Dinner 5:15 p.m.    8:30 p.m.   
    $12
    $16
    Total     
    $25
    $32

    When the daily limit for meals is exceeded due to the cost of an official banquet, the excess will be allowed provided a receipt and proper explanation for the banquet charge accompanies the travel voucher.

    If an employee on non-overnight travel receives reimbursements for meals, this amount could be considered income and be reported on their W-2 tax form. For instance, meals on day trips are subject to tax withholding except when a business purpose for the meal can be documented. If you are claiming reimbursement for such business meals, documentation should include the name and affiliation of the person sharing the meal and the general nature of the business discussed. The Travel Log Form should be used for non-overnight meal reimbursements.

    An employee must be in travel status as defined by State regulations (more than 10 miles from their official headquarters) to be eligible for reimbursement of meals. Meals reimbursed while in travel status should not be confused with business meal reimbursements. Refer to Business Meals section of disbursement guidelines for guidance for business meal reimbursements. When an employee is in International travel status, they will adhere to federal per diem rates or provide receipts of actual meal costs.

    Lodging

    Lodging arrangements and deposits are the responsibility of the traveler and will be reimbursed as part of the lodging expenses upon completion of the trip. Actual lodging expenses as reflected on the receipt will be reimbursed, however moderately priced accommodations should be selected when a choice is available.

    No reimbursement will be made for overnight lodging within 50 miles of the employee's official headquarters or residence. Expenses for shared lodging will only be reimbursed to one employee. If the room is shared with someone other than a University employee, only the single room rate will be reimbursable.

    All necessary and reasonable tips for baggage handling are reimbursable.

    Parking Fees related to parking at a hotel, NOT valet parking, are reimbursable with receipt. Other parking fees for parking meters and non-hotel related are reimbursable per Reimbursement Procedures and Receipt sections below.

    Home Sharing

    Travelers may use such services, but a detailed receipt is still required for reimbursement, so travelers are encouraged to check that such receipts are available before booking thought these services.

    Means of Travel

    Rental Cars
    Charges for automobile rental are allowed when it is more economical than alternative methods of transportation or is the only practical means of transportation. While traveling on University business originating from South Carolina, employees are required to use the University contract vendor for vehicle rentals unless the contract vendor is not available at the location where the employee desires to rent a vehicle. Documentation stating that neither of the contract vendors was available should be attached as supporting documentation to justify the use of another vendor.

    Refer to the Procurement Services How to Buy/Pay page for information on the rental car contract. University employees should be aware that the State contract provides for unlimited mileage, liability, and comprehensive and collision protection.

    If it is necessary to rent an automobile while in travel status outside the United States, it is recommended the collision damage waiver insurance be obtained. The charge and the applicable tax will be included on the automobile rental statement submitted with the request for reimbursement.

    Mileage between an employee's home and his/her place of employment is not subject to reimbursement. However, when an employee leaves on a business trip directly from his/her home, and does not go by the employee's headquarters, the employee shall be eligible for reimbursement for actual mileage beginning at his/her residence.

    Personal Cars
    University employees may use their own automobile for official travel provided the University will not incur added expenses above that of other forms of transportation available (or if determined to be a reasonable alternative for other reasons by the travel approver for travel reimbursement).  Reimbursement for personal automobiles is $.54 per mile (was $.575 per mile prior to 1/1/16).

    No reimbursement will be made for fines related to moving or non-moving violations.

    Air and Ground Transportation

    Transportation for individuals traveling alone should be by (air, rail, bus) whoever practical.  Advantage of reduced round-trip rates must be taken when available.  Travel must be by the most direct route possible.  Individuals traveling by an indirect route must bear any additional expenses.  EXCEPTION: When discount fares are available which result in a savings to the University by extending a trip using personal time, the reimbursement will be limited to the lesser of the actual expenses incurred (subject to the limitations contained herein, such as meal allowances, mileage rates, etc.) or the amount that would be incurred for the business portion only. The calculations for the business portion of the trip must be made using the least expensive rates available.

    Travel by Airplane
    This is recommended when the cost of the employee's time is an important factor or where the travel time by other methods would increase the subsistence expense. Accommodations must be limited to tourist or economy class.  Travelers are strongly encouraged to book well in advance of travel to secure the lowest fares. In addition, travelers are encouraged to select special or promotional flights that may require significant advance booking, use alternative airports, entail a connection, or feature departure and/or arrival times slightly different than originally specified by the traveler.

    Reasonable and actual add-on airline fees, within the fare class for which the traveler is authorized (coach or business class) are reimbursable.  Such as add-on fees include checked baggage fees and advance seat selection fees.  Add-on airline fees should be paid by the traveler and submitted for reimbursement with an original detailed receipt.  The use of upgraded/preferred coach seating options are generally a traveler's personal choice and therefore is a traveler's personal expense.  If travel is on a sponsored program, accommodations must be limited to tourist or economy class.

    • Direct Payment by the University
      Air transportation tickets may be purchased in advance from a travel agency or an air carrier directly by the University. The departmental purchasing card should be used for prepayment of airline tickets.
    • Initial Payment by the Individual
      Employees who choose to purchase their tickets must secure reimbursement through a travel voucher after travel is completed. No reimbursement for reduced-fare advance purchase tickets will be made to employees prior to completion of travel since direct payment by the University is available.
    • Frequent Flyer Program
      State employees while in official travel status shall select air carriers based on the cost and time criteria, not on whether frequent flyer premiums are given. State employees earning frequent flyer premiums while on state business must use them to reduce the cost of subsequent Clemson University business travel whenever possible.
    • Adequate Documentation
      In order for the traveler to receive reimbursement, adequate documentation reflecting the ticket cost, dates and destination must accompany the travel voucher. This may be accomplished via one or several of the following: boarding pass, copy of a printed ticket or print-out from internet purchase.

    Airport Shuttle
    The use of the airport shuttle to transport employees to the airport from Clemson and return them after their trip can be considered a part of the employee's travel expense and will be reimbursed as such. The departmental purchasing card may not be used for this expense.

    Ridesharing
    Travelers may utilize such services, but receipts are still required to be reimbursed per Receipts section below.  Surcharges and fees may bre reimbursable if the total cost is comparable to other ground transportation options.  Travelers need to be aware that there is no guarantee of safety when using such service. 

    International Travel

    International Travel, for reimbursement and approval purposes, is defined by State of South Carolina law as travel outside the continental US, Alaska, Hawaii, Canada or Puerto Rico. International travel requires approval prior to departure using the International Travel Approval Form.

    International travel funded from Sponsor Approvals must be approved in advance by the Grants and Contracts Administration Office. Refer to the Grants and Contracts Administration Website for details.

    While on International travel actual lodging expenses will be reimbursed. Fees for the purchase of traveler's checks, passports and visas will be reimbursed provided a receipt is furnished. All expenses claimed must be converted to U.S. dollars and the conversion rate be properly documented.

    If receipts are not provided, only the maximum daily rate established by the Federal Government for meals and incidentals can be claimed. When claiming reimbursement for actual expenses of meals that exceeds the daily rate, receipts are required. Click here for International Per Diem Rates, including a breakdown of meals and incidental expenses.

    If it is necessary to rent an automobile while in travel status outside the United States, it is recommended the collision damage waiver insurance be obtained. The charge and the applicable tax will be included on the automobile rental statement submitted with the request for reimbursement.

    If you are traveling Internationally with students, check with Clemson Abroad ( Abroad-L@clemson.edu or 864-656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.

    University Purchasing Card Usage

    Allowable charges made on a University Purchasing Card are NOT reimbursable to the individual. All employee travel expenditures must be paid by the traveler from personal funds and reimbursed on a Travel Voucher upon return with the exception of:

    Allowable P-card Charges for Travel
    • airline and train tickets (including baggage fees IF purchased with ticket)
    • baggage fees when purchased with ticket
    • conference/registration fees (not including hotels)
    • student travel (includes hotels, ground transportation, airline/flights)
    • food expenses incurred during travel (for students only)
    • rental cars

    For additional information, see the Policies and Procedures on the Purchasing Card Program Website.

    Reimbursement Procedure
    When individuals file for reimbursement of travel expenses they are certifying:

    • they have followed the University's travel policies,
    • they have not nor will not receive reimbursement for these expenses from any other entity outside the University,
    • all expenses are business related and, that all supporting documentation is on file with their department/business office or been submitted via the my.ClemsonOnline Travel Reimbursement application.

    There are three main classifications for travel reimbursements: in-state, out-of-state and International. Each method has unique features based on type of travel and policies thereof.  Know Before You Go checklists exist for each classification of travel.

    Travel reimbursement requests should be filed:

    • as soon as the trip is completed (which adheres to good business practice)
    • within the same fiscal year in which the trip occurred

    Reimbursement will be made upon completion of the travel. Any reimbursements not filed within the same fiscal year require additional explanation and approval by the appropriate Dean or VP or designee thereof.

    Employee reimbursements will be posted in CUBS once processed. Click here to view your reimbursement voucher details and advice. Employees, through my.Clemson, may review the status of their reimbursement.

    Receipts

    You must submit receipts for expenditure categories of $25 or more (e.g. 2 taxi charges of $15 and $20 require receipts to be reimbursed). All receipts and paid bills must be submitted with your reimbursement form. In rare occasions, a receipt may not have been provided to the traveler or the traveler may misplace the receipt. In which case, a detailed explanation signed by the traveler may be substituted and included with an acceptable proof of payment such as a canceled check or a scanned copy of a credit card statement.

    Registration Fees

    Registration fees in the amount necessary to qualify individuals to attend conventions, meetings, conferences, etc. are allowed. These fees can be prepaid using the Departmental Purchasing Card or on a Direct Purchase Voucher. If the registration is prepaid by the traveler or paid at the time of registration of the meeting, reimbursement will be made after the trip is completed.

    Miscellaneous Expenses

    Receipts are required if each expense (or total of expenses in reasonable categories, such as parking, taxis, etc) is $25 or greater.

    Allowable: Expense must be required for University business trip.

    • Baggage charges:
      • Transportation charges for authorized excess baggage when carrying equipment necessary to complete official business
      • Necessary charges for storage when such are a result official business - including tips
      • Charges for checking baggage
      • Charges or tips at transportation terminals or lodging for handling luggage and items necessary to complete business mission
      • Tips for handling luggage, such as taxi, shuttle or courtesy transportation drivers or hotel staff
      • Sending baggage, samples, display materials, and/or supplies to official business location and back to official station
    • Services of guides, interpreters, or drivers
    • Services of typists, data processors, or stenographers
    • Use of computers, printers, fax machines, and scanners when necessary to complete official business mission
    • Fees for conference/meeting rooms and equipment when necessary to complete official business mission
    • Official telephone calls/service, such as faxes, internet access, etc.
    • Emergency purchases of materials or services (i.e., film, batteries, photocopying, etc.) when necessary to complete official business mission
    • Airport shuttles, taxis, ground transportation
    • Other reasonable expenses if justified and approved by supervisor as required for travel.

    Non-Allowable:
    Movies, bar bills, laundry, room service, health or spa fees, etc. will not be subject to reimbursement on the travel expense report. These are considered personal in nature and should be paid by the traveler. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. If certain non-allowable expenses are deemed business essential and justified as such, they may be reimbursed with approved written consent of the supervisor.

    Account Codes

    TRAVEL IN STATE    Expenditures related to travel within the State of South Carolina   
    6001    Meals Business Related    Meal at a location within the State of SC, while attending a conference, seminar, etc in an overnight status or a business meal that meets the IRS criteria. Reimbursed on travel voucher.   
    6002    Meals Non-Bus Non-Overnight    Non-overnight meal at a location within the State of SC, that is taxable to the employee based on IRS criteria. Reimbursed through the Payroll System.   
    6003    Lodging    Hotel, motel bills within State of SC   
    6004    Mileage Personal Reimbursement    Mileage reimbursed for use of personal car if the trip destination is within SC   
    6005    Contract Rental Car    Contract Rental Car charge for a travel destination within the State of SC   
    6006    Commercial Air Fare    Airline ticket cost for a travel destination within the State of SC   
    6007    University Aircraft    Fees for use of the University plane for a travel destination within the State of SC   
    6008    Other Expenditures    Expenditures such as taxis, airport transportation, tolls, portage, telephone calls, etc. for a trip within the State of SC   
    6009    Registration Fees    Fees for a conference or seminar held in the State of SC   
    6031    Private Aircraft    Expenditures related to use of personal aircraft to travel within the State of SC   
    6033    Charter Flights    Expenditures related to cost of a charter flight to travel within the State of SC   
    TRAVEL OUT OF STATE    Expenditures related to travel outside of South Carolina but within the continental US, Alaska, Hawaii, Canada or Puerto Rico   
    6010    Meals Business Related    Meal at a location outside the State of SC, while attending a conference, seminar, etc in an overnight status or a business meal that meets the IRS criteria. Reimbursed on travel voucher.   
    6011    Meals Non-Bus Non-Overnight    Non-overnight meal at a location outside the State of SC, that is taxable to the employee based on IRS criteria. Reimbursed through the Payroll System.   
    6012    Lodging    Hotel, motel bills outside the State of SC   
    6013    Mileage Personal Reimbursement    Mileage reimbursed for use of personal car if the trip destination is outside of SC. Mileage to airport if the trip destination is outside of the State of SC.   
    6014    Contract Rental Car    Contract Rental Car charge for a travel destination outside the State of SC.   
    6015    Commercial Air Fare    Airline ticket cost for a travel destination outside the State of SC   
    6016    University Aircraft    Fees for use of the University plane for a travel destination outside the State of SC   
    6017    Other Expenditures    Expenditures such as taxis, airport transportation, tolls, portage, telephone calls, etc. for a trip outside the State of SC   
    6018    Registration Fees    Fees for a conference or seminar held outside the State of SC   
    6032    Private Aircraft    Expenditures related to use of personal aircraft to travel outside the State of SC   
    6034    Charter Flights    Expenditures related to cost of a charter flight to travel outside the State of SC   
    TRAVEL INTERNATIONAL
    Expenditures related to travel outside of the continental US, Alaska, Hawaii, Canada or Puerto Rico   
    6019    Meals Business Related    Meal while attending a conference, seminar, etc in an overnight status or a business meal that meets the IRS criteria. Reimbursed on travel voucher.   
    6020    Lodging    Hotel, motel bills outside the continental US,Alaska,Hawaii,Canada or Puerto Rico   
    6021    Mileage Personal Reimbursement    Mileage reimbursed for use of personal car if the trip destination is outside the continental US,Alaska,Hawaii,Canada or Puerto Rico. Mileage to airport if the trip destination is international.   
    6022    Commercial Air Fare    Airline ticket cost for a travel destination outside the continental US,Alaska,Hawaii,Canada or Puerto Rico   
    6023    University Aircraft    Fees for use of the University plane for a travel destination outside the continental US,Alaska,Hawaii,Canada or Puerto Rico   
    6024    Other Expenditures    Expenditures such as taxis, airport transportation, tolls, portage, telephone calls, etc. for a trip outside the continental US, Alaska, Hawaii, Canada or Puerto Rico   
    6025    Registration Fees    Fees for a conference or seminar held outside the continental US,Alaska,Hawaii,Canada or Puerto Rico   
    STUDENT TRAVEL    Expenditures related to travel where the primary purpose of the travel is to benefit students.   
    6030    Student Travel    Expenditures for student travel   
    TRAVEL ATHLETIC    Expenditures related to travel for the Athletic Department   
    6026    Recruiting General   
    6027    Recruiting Off Campus   
    6028    Officials   
    6029    Post Game Meals   
    6035
    6043
        In-State - Prospect Meals
    Out-of-State- Prospect Meals   
    6036
    6044
        In-State - Prospect Lodging
    Out-of-State- Prospect Lodging   
    6037
    6045
        In-State - Prospect MileReimb
    Out-of-State - Prospect MileReimb   
    6038
    6046
        In-State - Prospect Motor Pool Vehicle
    Out-of-State - Prospect Motor Pool Vehicle   
    6039
    6047
        In-State - Prospect Com Air Fare
    Out-of-State - Prospect Com Air Fare   
    6040
    6048
        In-State - Prospect Univ Aircraft
    Out-of-State - Prospect Univ Aircraft   
    6041
    6049
        In-State - Prospect Other Travel
    Out-of-State- Prospect Other Travel   
    6042
    6050
        In-State - Prospect Regist Fee
    Out-of-State - Prospect Regist Fee   
    6051
    6052
        In-State - Prospect Charter Flight
    Out-of-State - Prospect Charter Flight   
    6053
    6054
        In-State - Official Party
    Out-of-State - Official Party   
    6055
    6056
        In-State - Charter Bus Travel
    Out-of-State - Charter Bus Travel   
  • Travel Forms

    Forms effective for travel ON or AFTER January 1, 2016

    Rental Car vs. Mileage Reimbursement Calculator — use this tool to help decide the more cost effective way of traveling by automobile.

    Forms effective for travel BEFORE January 1, 2016

    Rental Car vs. Mileage Reimbursement Calculator — use this tool to help decide the more cost effective way of traveling by automobile.

  • Student Travel Guidelines

    Definition

    Trips for which the primary purpose is to benefit students would be considered student travel. Student travel may consist of students:

    1. attending a conference or seminar (possibly as a participant).
    2. taking a field trip in relation to their course work.
    3. traveling as a recognized club event.

    Travel costs related to an employee traveling as an advisor/chaperone may be treated as student group travel costs. All expenses may be submitted on one travel voucher. Travel costs for chaperones who are not University employees (i.e. volunteers) should be treated as student group travel costs.

    Job related travel for a student employee (i.e. grad research assistant), is to be treated as student travel.

    Planning

    With adequate planning, any of the following methods may be used to fund the trip.

    1. Student travel is allowable on procurement card. May need to have limit on card increased. (cards limited to $2500)
    2. Faculty member may fill out the cash advance for student travel form from Cash and Treasury in accordance with per diem guidelines.
    3. Faculty member and/or students may pay expenditures out of their own funds and request reimbursement upon return.
    4. For groups of 10 or greater, complete the Group Travel Reservation Form and contact Christopherson Business Travel company. (new as of 4/1/16)
    5. Obtain advance invoices and prepay expenditures.
    6. For International travel, it is recommended that the procurement card be used or that funds be wired to an international bank.
    7. Also for International travel, check with Clemson Abroad ( Abroad-L@clemson.edu or 864-656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.

    Funding Options

    1. State funds
    2. Sponsored Projects (grant) funds
    3. Discretionary or Foundation funds
    4. Fees paid by participants

    Required Documentation

    1. List of all participants. (Name and ID #)
    2. Paid hotel receipts (number of rooms must be in line with number of participants)
    3. Meals: Refer to meals section.

    Lodging

    If each student is paying his/her own expenses, actual lodging expenses may be reimbursed. A University purchase order is not required. Reimbursement should be claimed on a DPV.

    Meals

    Meals will be reimbursed at actual costs not to exceed per diem, except when applicable. Faculty member pays for meals for entire group: Must have receipts to get reimbursed for actual cost, not to exceed per diem.

    • Faculty member gives per diem money to each participant: Each participant must sign indicating receipt of the funds. Recommended documentation would include participants' name, ID number and signature and the amount received. No receipts required.
    • Student traveling and paying his/her own costs: Student may claim actual expense up to per diem. No receipts required.
    • Fee for conference event related to trip (i.e. banquet) where amount exceeds meal per diem: With receipts, can be reimbursed for actual costs.

    Transportation

    Transportation may be provided in several different manners:

    • Rental car through University Contract Vendor
    • Air travel
    • Contracted transportation (i.e. charter bus). Purchase Order required if greater than $2,500, unless being paid for with participant fees.
    • Mileage reimbursement at the University approved rate. Reimbursement must be claimed on separate vouchers for each vehicle owner.

    Other Incidental Costs

    Comply with University employee travel guidelines.

    Travel Insurance Coverage

    Contact the University Office of Risk Management to obtain information on the purchase of travel insurance.

    When Procurement Rules Apply

    For group travel where a trip is packaged (i.e. hotel and airfare, etc…) by a travel agent or equivalent (e.g. Orbtiz, Travelocity, other online “travel agents”, etc…), or for contracted transportation such as a charter bus, State and University Procurement rules must be followed and bids/prices must be obtained. A purchase order must be issued PRIOR to the travel in order to prevent the purchase from being an unauthorized procurement.  For dollar limits and number of bids required, refer to Procurement Services Policies and Procedures Contact Procurement Services for further assistance.

  • In-State Travel Checklist

    Know Before You Go

      Obtain authorization to travel from your Department Chair, Budget Officer, Supervisor or Principal Investigator.
      A good contact for travel related questions starts with your Business Officer.
      Registration fees in the amount necessary to qualify individuals to attend conventions, meetings, conferences, etc. are allowed. These fees can be prepaid using the Departmental Purchasing Card or on a buyWay$ Payment Request Form.  If the registration is prepaid by the traveler or paid at the time of registration of the meeting, reimbursement will be made after the trip is completed.
     Determine method of travel (personal car, rental car, University aircraft, etc.).  Review Rental vs. Personal Vehicle Calculator to aid with your decision.  Rental car reservations may now be also charged to your departmental P-Card.
      Consider joining the Enterprise Plus program, to make your reservation process simpler.

    • Step 1: Click Click here to join.
    • Step 2: Complete the form and click on "submit".
    • Step 3: Print the Welcome page that displays the temporary Enterprise Plus for Business card and unique member number. We will mail you a permanent member card within 4 to 6 weeks.

     Reserve an Enterprise Campus Rental

    • On-campus location:  Old Motor Pool Building behind Facilities on Klugh Avenue 8 a.m. to 5 p.m. Monday-Friday.  Location contact:  Michelle Denmark 864-654-0904 or cell 864-643-6326.
    • Clemson University has a rental contract with Enterprise to provide vehicles while they are being used for Clemson University business.  The contract includes liability insurance and a collision deductible waiver.  Therefore, the employee does not need to purchase any additional insurance from Enterprise.
    • Enterprise does not offer their "pickup service" at this location. 
    • Click here to see all their SC and No GA rental locations or for more info on the Enterprise contract.

      Schedule lodging reservations (if applicable).  Clemson University now had preferred lodging in the areas below:

    Meals

    If you depart before    If you return after   
    In State
    Breakfast 6:30 a.m.    11:00 a.m.   
    $6
    Lunch 11:00 a.m.    1:30 p.m.   
    $7
    Dinner 5:15 p.m.    8:30 p.m.   
    $12
    TOTAL   
    $25

    Receipts

    Obtain all original receipts while traveling.  You must submit receipts for expenditures of $25 or more.  All receipts and paid bills should be originals. In rare occasions, a receipt may not have been provided to the traveler or the traveler may misplace the receipt. If originals are not available or documentation is inadequate, a detailed explanation signed by the authorized signer may be substituted.

    MyClemson Travel Reimbursement

    How you will receive your reimbursement payment — Note: Your reimbursement will not accompany your regular semi-monthly payroll deposits but rather, if signed up for Direct Deposit, your travel reimbursement is processed twice weekly on Tuesday and Thursday.

  • Out-of-State Travel Checklist

    Know Before You Go

      Obtain authorization to travel from your Department Chair, Budget Officer, Supervisor or Principal Investigator.

      A good contact for travel related questions starts with your Business Officer.

      Registration fees in the amount necessary to qualify individuals to attend conventions, meetings, conferences, etc. are allowed. These fees can be prepaid using the Departmental Purchasing Card or on a buyWay$ Payment Request Form.  If the registration is prepaid by the traveler or paid at the time of registration of the meeting, reimbursement will be made after the trip is completed.

     Traveler Tools a resource for travel-related, free/discounted services.

     Online Booking Search Engines When utilizing your P-card, it isn’t prudent to save your card information in your online profile; this safeguards from inadvertent personal travel accidentally charging to the saved P-card information.

     Airline Sites

     Airport 3-letter Codes

     Airline Seat Guru identify the good from the bad on specific aircraft.

     If you’re traveling by vehicle, from South Carolina, to an out-of-state location, please review Rental vs. Personal Vehicle Calculator to aid with your decision.  Rental car reservations may now be also charged to your departmental P-Card.

      Consider joining the Enterprise Plus program, to make your reservation process simpler

        • Step 1: Click here to join
        • Step 2: Complete the form and click on "submit".
        • Step 3: Print the Welcome page that displays the temporary Enterprise Plus for Business card and unique member number. We will mail you a permanent member card within 4 to 6 weeks.
     Reserve an Enterprise Campus Rental
        • On-campus location:  Old Motor Pool Building behind Facilities on Klugh Avenue  8 a.m. to 5 p.m. Monday-Friday.  Location contact:  Michelle Denmark, (864) 654-0904 or Cell (864) 643-6326.
        • Enterprise does not offer their "pickup service" at this location. 
        • Click here to see all their SC and No GA rental locations or for more info on the Enterprise contract.

     Avis Rental Car - Wizard #L625831

     Airport Shuttles (Clemson Area to GSP, ATL and CLT airports) Reminder: Use of P-card is prohibited for shuttle charges.

     Departing Airport Information: Greenville-Spartanburg (GSP), Atlanta/Hartsfield-Jackson (ATL), Charlotte-Douglas (CLT), Asheville (AVL), Columbia (CAE),   Charleston (CHS)

     Flight Tracker provides live data on airlines’ departures & arrivals.

     Amtrak

    Greenlink Bus Routes and Fares (Clemson to/from Greenville)

      Schedule lodging reservations. Use Online Booking Search Engines or the University’s out-of-state preferred lodging through a small network of national & regional colleges--search for lodging if you are traveling to that specific area at available discounted rates. Reminder: Use of P-card is prohibited for lodging charges.

     Transportation Security Agency (TSA) Traveler Information

    Meals

    If you depart before    If you return after   
    Out of State
    Breakfast 6:30 a.m.    11:00 a.m.   
    $7
    Lunch 11:00 a.m.    1:30 p.m.   
    $9
    Dinner 5:15 p.m.    8:30 p.m.   
    $16
    TOTAL     
    $32

    Receipts

    Obtain all original receipts while traveling.  You must submit receipts for expenditures of $25 or more.  All receipts and paid bills should be originals. In rare occasions, a receipt may not have been provided to the traveler or the traveler may misplace the receipt. If originals are not available or documentation is inadequate, a detailed explanation signed by the authorized signer may be substituted.

    MyClemson Travel Reimbursement  Note: Don’t include airfare, conference registration or other charges for reimbursement if you used a P-card or direct billing to your organization.

    How you will receive your reimbursement payment - Note: Your reimbursement will not accompany your regular semi-monthly payroll deposits but rather, if signed up for Direct Deposit, your travel reimbursement is processed twice weekly on Tuesday and Thursday.

  • International Travel Checklist

    Know Before You Go

       Obtain authorization to travel through the Authorization for Official International Travel form  Note: includes declaration of shipped/carried equipment subject to export control review

       If utilizing your P-Card while traveling abroad, the cardholder needs to call the Bank of America (866-500-8262) and notify them of their itinerary to the most accurate degree as possible.  The card holder will need their 16-digit card number and the name of our P-Card Administrator (Lynn Crawford).

       Registration fees in the amount necessary to qualify individuals to attend conventions, meetings, conferences, etc. are allowed. These fees can be prepaid using the Departmental Purchasing Card (P-card) or on a buyWay$ Payment Request Form.  If the registration is prepaid by the traveler or paid at the time of registration of the meeting, reimbursement will be made after the trip is completed.

       Sponsored Program International Travel Policy  Note:  If International travel is not specified in the approved proposal, the PI must obtain written approval from the sponsor before submitting the Authorization for Official International Travel form above.

       If you are traveling Internationally with students, check with Clemson Abroad ( Abroad-L@clemson.edu or 864-656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.

       Transportation Security Agency (TSA) Traveler Information

       Travel Advisories (U.S. State Dept)

       Traveler’s Health

       Online Booking Search Engines

       Airline Seat Guru identify the good from the bad on specific aircraft

       Traveler Resources a resource for travel-related, free/discounted services

       Traveler’s Insurance

       International Per Diem Rates

       Expedited Passports and Visa Services

       Lodging Abroad Reminder: Use of P-card is prohibited for lodging charges.

       Airport Shuttles (Clemson Area to GSP, ATL and CLT airports) Reminder: Use of P-card is prohibited for shuttle charges.

       Departing Airport Information Greenville-Spartanburg (GSP),   Hartsfield-Jackson (Atlanta) (ATL), Charlotte-Douglas (CLT), Asheville (AVL), Columbia (CAE) & Charleston (CHS) (to include off-airport parking, where applicable) & Airport 3-letter Codes

       Flight Tracker  provides live data on airlines’ departures & arrivals

       International Rail Services

       Currency Converter

    Receipts

    Obtain all original receipts while traveling.  You must submit receipts for expenditures of $25 or more.  All receipts and paid bills should be originals. In rare occasions, a receipt may not have been provided to the traveler or the traveler may misplace the receipt. If originals are not available or documentation is inadequate, a detailed explanation signed by the authorized signer may be substituted.

    International Travel Reimbursement Form  Note: Don’t include airfare, conference registration or other charges for reimbursement if you used a P-card or direct billing to your organization.

    How you will receive your reimbursement payment  Note: Your reimbursement will not accompany your regular semi-monthly payroll deposits but rather, if signed up for Direct Deposit, your travel reimbursement is processed twice weekly on Tuesday and Thursday.

  • Travel LISTSERV

    Listserv is a customized electronic mail list that can be used to distribute e-mail to a group of people. Lists can be created and used to reach a class section, all faculty members in a department or groups with other selected criteria. E-mail distribution lists will be created for official University use only.

    Instructions:
    Send e-mail to listserv@clemson.edu
    No subject
    In body of message put: Subscribe cu_travel_services Firstname Lastname (ex: subscribe cu_travel_services John Doe)

  • About Travel Management Services

    The mission of Travel Services is to provide an efficient, cost-wise travel management program to assist University faculty and staff with their travel needs. We will work to negotiate smart rates from travel vendors, consult with departments on how to better manage their travel costs, respond timely to customer feedback and present training opportunities to University clientele while assuring South Carolina Procurement Code and Regulations, University policy and applicable federal guidelines/regulations are followed.

    Travel Services — Administrative Services Building, 108 Perimeter Road, Clemson, SC 29634-5365, 864-656-2390 ext. 6, cu_travel@clemson.edu

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