Travel Definitions


  • Allowable Expense – Necessary, reasonable, and appropriate expense incurred for the benefit of University business and therefore permitted to be reimbursed or directly charged based on the permission of the University or by the terms of a sponsored agreement.
  • Appropriate – Suitable or fitting, in the eyes of an objective third party, for a particular valid business purpose.
  • Authorized – Travel that is consistent with this policy and approved by a supervisor with budget authority.
  • Business Meal – Meals with a substantiated business purpose that are directly associated with the conduct of University business. At a business meal, the business discussion is the primary purpose of the meal.
  • Business Purpose – Purpose that confirms a particular good, service, or activity is necessary to fulfill the mission of the University and is of primary benefit to the University rather than the individual; a purpose that can be well defended under public scrutiny or audit.
  • Cardholder – University employee whose name appears on the University Travel Card and who is accountable for all charges made with the card.
  • Code Sharing – Mechanism by which a U.S.-certified carrier leases space on an aircraft of a foreign air carrier.
  • Division Head – Chancellor, Vice Chancellors, Executive Vice Presidents, Chief Financial Officer, Senior Vice Presidents, and Director of Athletics.
  • Expense approver – The individual responsible for approving all charges against the chart string funding the travel, making sure charges are accurate and have supporting documentation. Under no circumstances shall a traveler serve/act as expense approver for himself or herself.
  • IRS Accountable Plan – Travel expense reports submitted more than 60 days after trip completion will result in a portion or all of the reimbursement being treated as taxable wages.
  • Lowest fare ticket available – A ticket that provides travel for the lowest rate possible, with the minimum number of required stops on the traveler’s desired travel dates.
  • Necessary – Required to achieve a particular business objective.
  • Reasonable expense – An expense that is ordinary, not extreme or excessive, and reflects a prudent decision to incur the expense on behalf of University business.
  • Receipt – Legible, image of the original merchant receipt or invoice issued by the supplier or service provider to document and substantiate the business transaction. When the original receipt is not available or does not contain adequate information, an electronic image of a cancelled check, credit card receipt, supplier statement, or a paid notice may be substituted. If none of those are available, documentation that explains why a receipt is not available must be provided, including the date, place, amount, and explicit business purpose.
  • Travel (Business Travel) – Travel for the purpose of conducting business for the primary benefit of the University’s mission.
  • Travel Card – University Credit Card – JP Morgan Chase.
  • Travel Status – A traveler is more than 50 miles away from his or her primary residence while on University business.
  • Traveler – An individual (employee, student, or visitor) who is engaged in business travel for which the University is covering expenses as a result of necessary authorization being granted.
  • Uniform Grant Guidance (Omni Circular) – Issued by the U.S. Office of Management and Budget, this circular provides guidance and definition of allowable direct and indirect cost for reimbursements under federal contracts and grants at universities. More information is available on the website for the U.S. Office of Management and Budget (
  • University business – Business travel directly funded by the University or by sponsored funds that are associated with the University and is subject to this policy. Business travel funded by parties other than the University or sponsored funds (i.e., travel for consulting work not affiliated with the University, conference travel paid for by external third-party) is not considered University business and is not subject to this policy, but the traveler is encouraged to comply with the “Traveler/Employee Responsibilities” as a courtesy and to take advantage of the University preferred vendor discounts.
  • U.S. Flag Carrier – Air carrier that holds a certificate under 49 U.S.C. 41102.

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