The University encourages all employees to use the Concur Online Booking Tool to book their university business travel. The functionalities of this website are similar to Expedia or Travelocity, however, Concur includes all of Johns Hopkins University’s pre-negotiated discounts on flights, hotels, and car rentals. The site can be used for business or personal travel.
For Travelers who do not wish to pay personally for their travel transportation and be reimbursed, can use the department’s Central Bill Travel Card (Ghost Card). This option charges the department’s travel account and is allocated to the appropriate internal order, identified by the Traveler. See the PHA-Travel Card Instructions document for details on how to book your travel on the department’s Central Bill Travel Card (Ghost Card).
Reimbursement for Travel Expenses
The university reimburses faculty, staff, and students for approved travel and business expenses when incurred while conducting university business. For reimbursement, all receipts and documentation for approved business travel should be given to your designated Grants and Contracts Analyst (GCA). After receiving all required documentation, the GCA will process the transaction in SAP within 48 hours. Once Accounts Payable is in receipt of the travel reimbursement request, they have up to 10 business days to process the reimbursement. The reimbursement will be paid to the traveler in the same manner as they receive their payroll payments.
**See your GCA for a handy travel envelope to store your receipts and document miscellaneous expenses.
Reimbursable Expenses (KSAS Travel & Business Expense Supplement Policy)
Below are some examples of allowable expenses. This list is not meant to be exhaustive.
- Transportation, lodging, and meals for University business in compliance with University travel and business expense policies
- Business purpose must include the names of participants and a detailed purpose for the meeting
- Business meals generally include individuals from outside the University who take part in the business purpose of the meeting. However, there are instances where business meals among University personnel may be reimbursed.
- Meals/alcohol will be reimbursed only up to what would be spent by a prudent person. Although we do not typically pay per diem, per diem rates can serve as a proxy for what is a reasonable expense
- Alcohol purchases should be reasonable, not lavish or excessive. For example, a bottle of wine costing $75 or more could be lavish or more than one bottle of wine for a business dinner with 2 persons attending could be excessive. (See section AP-TRV-PL-21 of the Accounts Payable – Travel Guide Policies and Procedures.)
- The School will not reimburse for gratuities that are greater than the accepted standards. (Currently, the domestic standard is 15-20% of the total bill; international standards may vary.) professional conference fees,
- Dues to professional organizations,
- Subscriptions to journals or other publications relevant to teaching or research,
- Compensation of student research assistants (hourly and/or stipend),
- Compensation of professional editors or research assistants,
- Copyright fees and publication subvention,
- Books, reprints, scores, photographs, films, software, recordings and other items related to teaching or research,
- Continuing education such as coursework, seminars, and workshops relevant to teaching or research
- Laptops, tablets, wireless data cards for such devices.
Personal expenses incurred during a business trip are not reimbursable expenses. Please reference these two lists when determining if an expense is reimbursable: KSAS Non-Reimbursable Expenses and Accounts Payable AP-TRV-PL-15. If you have further questions, please see your GCA.
Expenses over 90-days
Per IRS regulations, expense reimbursements submitted more than 90 days after the end of the trip or more than 90 days from the date incurred must be paid as a taxable supplement to the employee (See section AP-TRV-PR-07 of the Accounts Payable – Travel Guide Policies and Procedures). These expenses must be paid via a Payroll Supplement and included in the employee’s taxable income. This reimbursement cannot be charged to a sponsored funded account. A non-sponsored account number must be given to your GCA upon giving them the travel receipts. If the traveler does not have non-sponsored funding available to them, they need to discuss their situation with the Department Chair and/or CAS Director.
NOTE: If travel expenses are not submitted within the 90 days, an exception may be requested. The university will grant one exception per employee, after review of the circumstances and situation. If you have not been granted an exception in the past, the traveler’s Sr. GCA can present the documentation and justification to the Department Administrator for review. The Department Administrator will pursue further approvals and respond to the traveler with the results.
Compliance with these IRS regulations is the responsibility of all employees who travel or are otherwise reimbursed for business expenses.
Per Diem vs. Actual Expenses
All domestic travel is reimbursed on actual expenses, not per diem. For international travel, using per diem rates is the University’s preferred method. However, charging a non-sponsored account for use of per diem for international travel requires prior approval from the Dean’s office. An email request from the Sr. GCA is sent to the Department Financial Manager, who then seeks the Dean’s approval. If approved, the pre-approval notice is attached to the travel document when submitting the travel reimbursement.
U.S. Department of State Foreign Per Diem Rates by Location: https://aoprals.state.gov/web920/per_diem.asp