USNH Travel Administrative Procedure Change

Friday, June 28, 2019

Effective July 1, 2019, changes take effect to the USNH travel administrative procedures.

Email sent to all UNH Faculty/Staff from VPFA office on June 28, 2019

To All UNH Faculty and Staff,

As mentioned in the USNH HR Bulletin dated 5/2/19, there are changes to the USNH travel administrative procedures that will take effect on July 1, 2019.  These changes were in response to a USNH-wide audit of travel.  The purpose of the changes is to increase clarity, address updates needed around federal Uniform Guidance and IRS rules, and expand coverage.

The link to the detailed USNH procedures and related travel forms can be found here: USNH Travel Procedures. Questions can be directed to Carol Mitchell or Faith Gerry at USNH, or your BSC Director.

There are some specific changes that are worth noting.

  • Taxability of travel reimbursements under IRS’ accountable plan rules: Travelers are required to substantiate all expenses within a reasonable amount of time.  The revised procedures adopt the IRS’ definition of reasonable time which is within 60 days from the date of completion of the travel. Reimbursement requests submitted later than 60 days after the end of the related travel are not guaranteed, and if paid, such amounts must be treated as taxable income. A request is considered submitted on time when the date the traveler signed the form is within 60 calendar days of the completion of the trip, and the total cost of the trip is fully substantiated.  The policy is in effect for trips beginning 7/1/2019 or later.
  • Sponsored projects travel:  The updated procedures includes guidance for foreign travel and the Fly America Act, as well as handling of changes, cancellations and unused tickets charged to sponsored projects.
  • Authority to approve exceptions to a standard procedure:  The updated procedure clarifies when a traveler should request an exception and who should provide the approval. The campus VPFA or other designee has final authority on exception requests.
  • Airbnb/VRBO/Home Away:  The prior procedure required approval from the VPFA or designee as an exception to policy.  The new travel procedure will allow for these accommodations under certain conditions, without VPFA Office approval.
  • Clarification and expanded guidance:  Expanded guidance for airport-related expenses, including travel to and from airports, and using P-Cards for airfare costs; revised required breakdowns for travel-related meals; and detailed information about personal automobile expenses.