Procedure 3301 PR.01 - Travel Arrangements for University Business

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Procedure 3301 PR.01
Travel Arrangements for University Business Revision Date 11/6/07
1 Overview ...................................................................................................................................................................................... 1 Some Key Points: .................................................................................................................................................. 1 Reservations for Non-Employees .......................................................................................................................... 2 Arrangements for Individuals Who Are Not Citizens or Permanent Residents of the United States .................... 2 Payments Other Than Expenses ............................................................................................................................ 2 Reimbursement of Substantiated Expenses ........................................................................................................... 2 2 Making Travel Reservations ...................................................................................................................................................... 3 Preferred Travel Agency and Online Booking Tool .............................................................................................. 3 Using Orbitz .......................................................................................................................................................... 3 Airline Tickets ....................................................................................................................................................... 4 Hotel Reservations ................................................................................................................................................. 4 Car Rental, Train and Other Group Transportation ............................................................................................... 6 3 Payment for Travel ..................................................................................................................................................................... 7 Yale Purchasing Card ............................................................................................................................................ 7 Travel Advances .................................................................................................................................................... 7 4 Supporting Documentation Requirements .............................................................................................................................. 7 5 Telephone and Internet Services .............................................................................................................................................. 8 Yale Telephone Calling Card ................................................................................................................................ 8 Internet Services .................................................................................................................................................... 8 6 Grant and Contract Requirements ............................................................................................................................................ 9 Determine If Restrictions Apply ............................................................................................................................ 9 Fly America Act Requirement for Federal Funds .............................................................................................. 9 Purchase of Alcohol ............................................................................................................................................... 9 7 Quick Chart for Travel Reservations at a Glance .................................................................................................................. 10 1 Overview Some Key Points: Arrangements for travel on University business must comply with University Policy 3301 Travel on University Business and Policy 3415 Payments to Individuals Who Are Neither Citizens nor Permanent Residents of the United States. All expenses must be reasonable, necessary, and in accordance with University policies.
To obtain the best rates, always book as far in advance as possible and use Orbitz for Business (OFB), the University s preferred on -line booking tool and travel agency. Travelers should book the lowest available class of service (e.g., a non-refundable 14-day advance purchase economy class ticket). When necessary, cancel reservations directly with OFB, or the travel agency, or the airline, if the booking was done directly by the airline. Flights must be cancelled prior to departure to retain any
value. Any exception to this policy must be approved, in writing, before the trip. For faculty, postdoctoral fellows, postdoctoral associates, students and visiting scholars, the approval must be obtained from
associate or deputy provost or their designee. For staff and consultants, the approval must be
obtained from the controller or his/her designee. Travelers should submit an expense report within 10 business days after incurring the expense or return from the trip but no later than 90 days to avoid the travel expenses from being treated as
taxable income under Internal Revenue Service (IRS). Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 2 of 10 Reservations for Non-Employees The University will pay for reasonable travel expenses incurred by non-employees, including University
visitors, who are traveling on University business, as defined in Travel Policy 3301 . Travel arrangements can be facilitated in one of the following three ways: 1. Departmental travel arranger can go online at www.orbitzforbusiness.com to book the reservation. 2. Departmental travel arranger contacts Orbitzs full -service travel agency at 877-ORBITZ1 (672- 4891 ) to make a reservation. 3. Departmental travel arranger can complete a Non-Employee/Visitor form and fax (888-656-8545) or email (YaleMeetings@upstreambiz.com) it to Orbitz and then have the traveler(s) call Orbitz
for Business directly to complete the reservation. The travel arranger needs to provide the name(s) of the traveler(s) (as appears on government issued ID
or passport), dates, times, and any special instructions regarding airline ticketing (e.g., travelers are
musicians requiring extra seats for musical instruments, or has disability requiring assistance). The arranger and traveler will receive an email confirmation of the transaction. Arrangements for Individuals Who Are Not Citizens or Permanent Residents of
the United States Payments Other Than Expenses Department administrators should visit the Office of International Students and Scholars (OISS) website, Overview of Non-immigrant Visa section, to review recommended immigration status based on type of payments (e.g. honoraria) and length of stay. If the administrator has any questions, he or she should contact OISS prior to an individuals arrival in the United States to arrange for the appropriate visa for the type of payment contemplated. Contact OISS at (203) 432-2305. Reimbursement of Substantiated Expenses Generally, substantiated expense reimbursements paid pursuant to University policy and paid to or on
behalf of individuals who are neither citizens nor permanent residents of the U.S. are permissible.
Further, such payments are not subject to Internal Revenue Service reporting or withholding. For B1, B2,
WB and WT visas, international visitors must complete the International Information Form and submit
receipts as stated in the chart. The immigration status code (visa type) is provided on the individual's
Form I-94, Departure Record. International visitors with any other visa categories only need to submit
receipts for reimbursement. Contact the International Tax Office at (203)432-5597 with questions.
Visa Status International Information Form (IIF) complete section 1 only, signature and date Receipts and other appropriate documentation per University policies and procedures
B1/B2/WB/WT Yes Yes All other visa
categories No Yes Note: The Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN) is not
required to reimburse international visitors for substantiated expenses. Restrictions for B-2/WT Visa Status If the academic activity in which the B-2 or WT visitor is engaged lasts no longer than nine (9) days and
the visitor has not accepted payment of expenses and/or honorarium from more than five (5) U.S.
institutions or organizations in the previous six months, the visitor is permitted to receive reimbursements
paid to or on his or her behalf. If, however, either of these conditions is not satisfied, reimbursement
made to or on behalf of the visitor is not permitted. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 3 of 10 2 Making Travel Reservations Preferred Travel Agency and Online Booking Tool The University s preferred vendor for travel services is Orbitz for Business, which provides a full-service travel agency and an online booking tool. All air reservations, plus any hotel and car rental reservations
should be made using either the full-service travel agency or the online booking tool.
Advantages of using Orbitz for Business include : university-negotiated rates and discounts for air, hotel (including Club Quarters), train and car;
no service fee for using the online booking tool (air/hotel/train/car) and a low service fee for full- service travel agency air transactions; 24 hour cancellation policy ability to cancel booked air e-ticket (does not apply to paper tickets) within 24hrs of purchase without penalty; management of unused non refundable tickets;
professional travel agents available 24/7, 365 days a year to assist University travelers;
international rate desk pricing: capability to secure lowest possible international fares where there are 3 or more legs to a flight; free assistance for using online booking tool;
toll-free number for travel-related emergencies, available 24 hours a day, 365 days a year. Some additional notes:
To use Orbitz for Business, the travel arranger will need a credit card, preferably a Yale Purchasing Card
or a personal credit card to purchase or reserve air, hotel, rail and car reservations. Using Orbitz All airline, hotel or car rental reservation for a University employee or a non-employee/guest traveling on
University business can be made in one of the following ways: Book online via Orbitz for Business Log on using the University email address. The first time password is travel . For further clarification, refer to one of the Orbitz reference guides or contact Orbitz for Business directly . Call Orbitz for Business full-service travel agency at 1- 877-ORBITZ1 (672-4891) 1. Contact a travel representative to determine the best available itinerary. One will be asked for a Yale email address and the telephone number associated with ones online account (phone number that was included on the online profile). 2. Orbitzs full -service travel agency may be the best resource to coordinate travel arrangements for multiple travelers, non-employees, multi-leg and international trips or other special situations. 3. Use Form 3301 FR.07 ,Travel Non-Employee/Visitor to notify Orbitz for Business of the travel parameters of the event, and the names of the attendees who will be contacting Orbitz directly to
make travel arrangements. 4. Provide international attendees with 3301 FR.08 , Travel Request document as a means for them to fax or email Orbitz for Business with their travel requirements. 5. Use Form 3301 FR.09 to request group reservations requiring an airline contract for 10 or more people traveling on the same flights. 6. Detailed instructions on arranging travel for Non-Yale employees and guests, can be found on the Yale Travel Services home page under Arranging Travel for Non-Yale Employees For more information visit the Yale Travel Department website or email travel@yale.edu . Using Orbitz for Business for leisure travel Orbitz for Business is set up expressly for University faculty and staff traveling on university business,
and may not be used for making personal reservations. For security reasons, the Yale.edu email
address will automatically direct to the business site. If Orbitz.com (the leisure site) is used for
personal travel, one must log in using a personal email address. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 4 of 10 Airline Tickets Ticket Purchases Select the flight using one of the methods described in the Using Orbitz section (above). Note: Jet Blue, and Southwest airlines cannot be booked via the Orbitz for Business online tool;
for these carriers, one can go directly to their website or use the Orbitz full-service travel agency. Because most airlines impose a fee for paper tickets and their related shipping costs, electronic tickets should be used whenever they are available. An electronic ticket confirmation will be sent
via email or fax , and should be kept for the travelers records. The traveler may be asked to present it at the airport check-in process. Whether the reservation is made online or via the travel agency, the itinerary will be available on the Orbitz for Business website, under My Account >Current Trips . After travel is completed, a copy of the itinerary will be retained in My Account >Past Trips . When making the airline ticket reservation, be sure to use the travelers name as it appears on passport or government issued ID; airlines do not allow name changes. The traveler is responsible for determining the need for, and obtaining, all necessary documents required for travel. Visa information can be obtained by calling Center for International Business
Travel (CIBT) at 1-800-929-2428 and referencing the Yale account number 40634, or by logging
into the CIBT website . US citizens may do a Quick Check to see if the country they are planning to travel to requires a visa by clicking here . Changes and Cancellations If a trip must be changed or cancelled due to University business reasons or circumstances beyond the
traveler's control (e.g., conference or event is cancelled), it must be cancelled prior to flight departure to
retain value. When applicable, the remaining value of the ticket (less any airline imposed penalties)
should be applied to the next business trip, Travelers will not be reimbursed for trips cancelled, changed . or forfeited (due to failure to cancel prior
to departure) for personal convenience. If the ticket was purchased using federally-sponsored funds, contact the appropriate Office of Grants and
Contracts to determine if the cancellation costs may be charged to the grant. For electronic tickets, the traveler may go online or call Orbitz directly within 24 hours of purchase and
cancel the ticket without penalty (defined as Courtesy Cancel ). For paper tickets or cancellations done later than 24 hours, the ticket can be changed online or by contacting Orbitz for Business. Airline imposed
change/cancellation fees will be displayed when changing the trip. All reservations must be cancelled
prior to flight time to retain value. Certain air tickets (i.e., international flights) do not qualify for cancellation online and require an agents assistance. Hotel Reservations When traveling to a conference, it is appropriate for the traveler to stay at the hotel hosting the conference, assuming that the daily rate is not unreasonably expensive relative to other alternatives.
Call the preferred hotel site as soon as possible to reserve a room. The University s preferred hotel properties and rates, including Club Quarters, are included on the Orbitz for Business site and should be utilized when appropriate. If the above two options are not viable, select a hotel using Orbitz for Business online or full-service travel agency. Hotel reservations require a credit card (Yale Purchasing card or personal credit card) to guarantee the room. When making a reservation, use the Yale preferred rate. If available, one may also use an OrbitzSaver hotel rate, which provides a discount but carries additional penalties if the room is
cancelled. OrbitzSaver rates require full prepayment of the entire hotel cost at the time of booking. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 5 of 10 The University reimburses travelers for the single occupancy cost of a reasonably priced hotel room (e.g. Marriott) Hotel Cancellations Orbitz hotel reservations can be cancelled or changed either online or through the Orbitz full-service
travel agency. If an OrbitzSaver hotel rate was purchased, a $25 cancellation fee will apply, in addition to
any hotel imposed cancellation fees. If a trip is changed or cancelled because of University business reasons or circumstances beyond the
traveler's control (e.g., conference or event is cancelled), the traveler can be reimbursed for penalty fees.
Proper documentation is required, including a receipt showing the penalty charge, proof of payment
(credit card statement or cancelled check), and reason for the change or cancellation. Travelers will not be reimbursed for cancellation fees resulting from trip changes or cancellations for
personal convenience. If the reservations were made using federally-sponsored funds, contact the appropriate Office of Grants
and Contracts to determine if the cancellation charge may be charged to the grant. New Haven-Area Special Rates and Direct Billing The University has contracts with some New Haven-area hotels for special rates for individual travelers
on University business. These hotels may direct-bill a University account for rooms reserved under such
contracts utilizing a Yale Purchasing Card, or via a purchase requisition. A current list of these hotels, with rates and purchase order numbers, is available on the Yale Travel services web site. To make a reservation, book online with Orbitz for Business, or call the hotel directly and refer to the
University contract number. The Yale Purchasing Card or Purchase Requisition can also be used to
facilitate the transaction.
If using a Purchase Requisition, it must be faxed directly to the hotel with a reference to the contract. The
hotel will send the invoice to the department for approval. The department should verify the charges and
send the original approved paper invoice to Accounts Payable for payment. Large Meetings or Groups Group space for 10 or more passengers traveling on the same flights, and requiring an airline contract,
may be requested from Orbitz for Business via Group Request form 3301 FR.09. Orbitz for Business can also assist in making arrangements for meetings or groups of travelers departing
or arriving at diverse locations and times. Use Form 3301 FR.07, Travel Non-Employee/Visitor to notify Orbitz for Business of the travel parameters of the meeting/group, and the names of the attendees who
will be contacting Orbitz directly to make travel arrangements. Yale Conference Services provides administrative and support services designed to assist members of the Yale Community in the development, promotion and delivery of quality conferences and seminars
including advice about hotels, transportation services, and facilities. Departments that host or coordinate large meetings or conferences at outside venues, such as New
Haven area hotels, should be aware that all hotel agreements need to be signed by the department head
or business manager (if the cost is less than $50,000) or the Controller (if the cost is $50,000 or greater).
University employees (other than the business manager) should not sign direct billing documents or extend the Universitys credit. The hotel should be contacted directly to make a reservation. Payment for New Haven area hotels can be
facilitated by using a purchase requisition. Other payment options are a Yale Purchasing Card or the use
of a Check Request payable to the hotel. Sales Tax Exemption Certain lodging and meal expenses incurred while traveling on University business may be exempt from
state sales tax. Refer to the Controllers Office Fact Sheet to see a chart of the states that offer sales tax exemption. The sales tax exemption will not apply if a traveler makes the payment using a personal
credit card. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 6 of 10 Car Rental, Train and Other Group Transportation Travelers are expected to use the lowest cost ground transportation consistent with business needs. For
example, many hotels offer free airport shuttles, which should be used whenever practical. Rental Cars Travelers should rent the most economical (compact or midsize) vehicle consistent with business needs
and travel circumstances. For a list of preferred vendors visit the Yale Travel website . Yale contract discount rates are available through Orbitz for Business or by contacting the car rental agency directly. To rent a car, the traveler must: have a valid drivers license ; have a major credit card in his/her own name;
be at least 25 years old (some car rental companies have lower or higher age restrictions and may charge an additional fee; refer to the individual car rental company for specific requirement). The University does not permit the rental of 12- or 15-passenger vans because of the possibility of
serious accidents and injury to passengers and will not extend University insurance to these vehicles. Insurance Domestic car rentals: when traveling on University business in the U.S., Puerto Rico, U.S. Virgin
Islands and Canada, the traveler should decline all additional insurance coverage offered by the car
rental agency.
International car rentals: when traveling on University business to all other countries other than those
mentioned above, the traveler should accept liability and damage insurance coverage offered
by the agency. The cost will be reimbursed by the University.
Refer to Policy 3301 Travel Policy for information about insurance coverage when non-employees or students are renting a car for University business purposes. For additional information, contact the Office
of Risk Management at (203) 432-0140. Train Travelers should book service on Metro-North or Amtrak consistent with their business needs. University
policy allows business class service on Amtrak. Yale has negotiated a 50% discount off the fee to
upgrade from coach to business class on Amtrak regional trains; and 25% off the Acela business class
fare between New Haven and Washington, DC, Baltimore, or New Carrolton, Maryland.

To take advantage of University-negotiated discounts and upgrades on Amtrak, travelers must make
reservations using the University s preferred full-service travel agency, Orbitz for Business (1-877- ORBITZ1). Orbitz does not charge a service fee for Amtrak bookings. For more information on the Orbitz
process see Using Orbitz fo r Amtrak Reservation . Metro North provides service to New Yorks Grand Central Station and offers rates that are more economical than Amtrak; however, tickets must be purchased directly from Metro North. Other Ground Transportation Travelers should use taxis, shuttles and public transportation whenever possible instead of private
limousine or car services. Examples of shuttle services are Connecticut Limousine and Prime Time
shuttles. Private Car Service The decision to use a private car service should be made by the traveler and departmental business
office, based on cost and business needs. Refer to Policy 3301 Travel on University Business for more information on the use of a private car service. Use of Personal Vehicles Travelers who use a personal vehicle when traveling on University business should be aware of the
following: Use of a personal vehicle for University business will be reimbursed at the federal mileage allowance rate published in the Controller's Office Fact Sheet . This rate covers the cost of vehicle usage, Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 7 of 10 including gasoline. The traveler will not be reimbursed separately for gas expenses; however, tolls
and reasonable parking fees will be reimbursed separately. If a personal vehicle is used primarily for the traveler's convenience and results in a higher cost than other modes of transportation, reimbursement will be limited to the cost of the lowest-priced airfare
between the nearest commercial airport serving the origin and the destination cities or the applicable
train coach fare, whichever is lower. If an accident occurs when a traveler is using a personal vehicle for business travel, the individual's
automobile insurance is primary. Contact the Office of Risk Management at (203) 432-0140, and refer to
Policy 1705 Automobile Fleet, Rental and Safety Program for additional information. All transportation options are available on the Yale Travel website . 3 Payment for Travel The Yale Purchasing Card is the preferred method of payment for all travel purchases, including airline
and train tickets, hotel reservations and payments, conference registration fees, meals, and other
business expenses. As an alternative, individuals can also use personal funds (cash, check or a personal
charge card) and seek reimbursement upon completion of travel. Yale Purchasing Card Yale Purchasing Cards can be used for travel and other business related expenses. Appropriate
spending thresholds can be set by the department business office. Advantages of using the Yale Purchasing Card to pay for travel expenses include: costs are billed directly to the University, saving the traveler the out-of-pocket expense resulting from using a personal credit card or other payment method; traveler is eligible to take advantage of any state sales tax exemptions available to the University;
department business manager or designee will receive an email notification of every card transaction; electronic receipts for some purchases are automatically routed to the Universitys Expense Management System (EMS) for proper tracking, when applicable. When using a Yale Purchasing Card for travel purchases, a billing address (including zip code) and
telephone number that are associated with the card is needed. The BUG 701a report now contains the
Purchasing Card billing address. If a transaction using a Yale Purchasing Card is denied one should call
the banks number which is on the back of the card. The business office or the Purchasing Card Office (432-9977) may also be of assistance. To change an existing card or obtain a new card go to the Yale Procurement Purchasing Card Website or call the Yale Purchasing Card Office at (203) 432-3227. Refer to Procedure 3215 PR.01 Purchasing Card and EMS for more information about Purchasing Cards. Travel Advances The University issues travel advances only to the traveler(s) who are ineligible for the Yale Purchasing
Card or when extended travel or unusual circumstances are involved. For more information regarding
extended travel, see Policy 3305 Long Term Activity and Other Expense Advances. When a Purchasing Card is unavailable, the traveler has the option of paying for his/her travel expenses
using a personal credit card, check or cash. 4 Supporting Documentation Requirements Upon returning from a University business trip, the employee or his/her designated preparer must
complete and submit an expense report describing the business purpose for travel, and listing all travel-
related expenses. Proper documentation and receipts must be attached to the expense report as stated
in the Guide 3401 GD.01 Supporting Documentation for Business Expenses. Expense reports should be submitted within 10 business days following return from a trip. Documentations are required as follows: Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 8 of 10 Business Purpose: A clear and complete business purpose must be documented for each and every trip. The purpose should include the dates of the trip and enough supporting documentation
to help the approver, and any subsequent reviewer, validate the business need for the trip. For
example, when attending a conference or other event on University business, supporting
documentation (such as the conference brochure, itinerary or letter of invite), listing the date(s)
and purpose of the event, should be attached to the expense report. Original detailed receipts: An acceptable receipt is one that is printed on official letterhead or company stationary and that includes line item detail such as the date(s) and description of each
expense. All others must be accompanied by additional supporting materials (e.g., a credit card
statement showing proof that an expense was paid with a personal credit card). Receipts are not
required for travel expenses of less than $75. Receipts for expenses under $75 may be required
at the discretion of the business manager and in those cases where the funding source requires
such receipts. Purchasing Card transactions: Some major vendors provide receipt-level detail in an electronic report. These itemized electronic reports (also called Level 3 detail reports) can take the place of a detailed receipt where applicable in the EMS system. For more details, refer to Procedure 3215 PR.01 Yale Purchasing Card and Expense Management System Air travel: Include the itinerary listing travelers name, routing, class of service and total price. Lodging: Include the itemized hotel receipt. The per diem rates for lodging cannot be used for reimbursement of a hotel stay. Personal meals: If per diem is used, no receipts are required. If actual expenses are used, receipts for expenses at $75 or greater are required. If alcohol was purchased, the cost must be
allocated to the appropriate expenditure type. The per diem rates will be used as a guideline to
determine the reasonableness of actual meal expenses. Group meals and entertainment: A detailed list of attendees will be required for meals up to and including 10 people. For a group of more than 10 people, a description of the group will suffice. A
detailed receipt (must include date, amount and place) from the restaurant will remain the
preferred type of receipt. However if it is not available, a credit card receipt is acceptable,
provided an estimate of alcohol is charged to the appropriate expenditure type. Refer to Policy 3302 Business Meals, Entertainment, and Other Social Events for more details. Car rental: Include the final receipt indicating daily rate, mileage, vehicle size, insurance options, plus any gas receipts. Missing documentation: Follow the procedure as stated in the Guide 3401 GD.01 Supporting Documentation for Business Expenses. If any required receipts are missing, complete Form 3301
FR.05 Missing Receipt . 5 Telephone and Internet Services Yale Telephone Calling Card Whenever possible, a University cellular phone should be used to make business calls while traveling.
When a cell phone is not available, the Telecommunications Department can provide University
employees with a telephone calling card to be used in conjunction with University-related business. The
calling card enables long-distance telephone charges to be billed directly to a designated department
account. The calling card can be used for calls in the United States and overseas. Special international
access codes must be used when calling from overseas. The codes may be viewed here. Requests for University calling cards must be made via a START request. Internet Services Because some hotels may charge exorbitant rates for internet use, travelers should be prudent when
utilizing these services. Internet access can be obtained in the following ways: travelers using laptop computers should take advantage of wireless options if possible;
when utilizing internet service from hotels, one can use a Purchasing Card and include the charges with the hotel folio receipt. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 9 of 10 travelers can access Yale PPP account via the laptop to get internet access. The laptops can be preprogram med using the individuals Yale Bulldog calling card. To learn more, seek assistance from the Distributed Support Provider (DSP) or call the HelpDesk at 2-9000. 6 Grant and Contract Requirements Determine If Restrictions Apply Before making any arrangements for travel funded by a grant or contract, consult the terms and
conditions of the grant or contract, the approved budget, and determine if any rules or restrictions apply to
expenditures for travel. For assistance, contact either one of the following: Grant and Contract Administration: (203) 432-2460, 155 Whitney Ave, Room 214, grants@yale.edu
Grant and Contract Administration-Medical School: 47 College Street, Suite 203, (203)785-4689. Fly America Act Requirement for Federal Funds Federal regulations (i.e. Fly America Act) require that domestic grantees must use U.S. flag air carriers to
the maximum extent possible. Any air transportation to, from, between or within a country other than the U.S. of persons or property
paid for from U.S. federal funds must be performed by or under a code-sharing arrangement with a U.S.
flag air carrier if service provided by such carrier is available. Tickets or documentation for electronic
tickets must identify the US flag air carrier's designator code and flight number.
For purposes of this requirement, the U.S. flag air carrier service is considered available even though a comparable or a different kind of service can be provided at less cost by a foreign flag carrier, or foreign flag carrier service is preferred or more convenient. Refer to Guide 3301 GD.02 Use of U.S. Flag Carriers for Sponsored Foreign Travel for more details. Purchase of Alcohol Purchase of alcoholic beverages may be charged to a Yale Purchasing Card, but must never be charged
to a federal grant or contract, even when the meal is reimbursable. The cost of alcoholic beverages is reimbursable but must be itemized and charged to a University
account that is not funded by a grant or contract, using the appropriate unallowable expenditure type. Unallowable refers to the fact that alcohol cannot be charged to a federal grant or contract and cannot be
considered a University cost in the computation of the facilities and administrative rate for federal
purposes. Procedure 3301 PR.01 Travel Arrangements for University Business 11/6/07 Page 10 of 10 7 Quick Chart for Travel Reservations at a Glance The table below shows the preferred methods of purchase and payment for employees, and non-
employees/visitors of the University. When booking hotels within Connecticut, provide CT Tax Exemption code to avoid paying sales tax. Type of travel expense Purchasing method Payment method Airline tickets
Use Orbitz for Business full-service travel agency or online booking tool at
( www.orbitzforbusiness.com ) note: Jet Blue, Pan Am, and Southwest
airlines cannot be booked via the Orbitz for
Business online tool but through the airlines website or Orbitz full-service travel agency. Yale Purchasing card
Train tickets: Amtrak Metro North Call Orbitz 1-877-ORBITZ1 or Worldtek Travel at (203) 432-9911 Contact Metro North directly. 1-800-METRO-INFO
Yale Purchasing card Hotels Use Orbitz for Business full-service travel agency or online booking tool ) Yale Purchasing card Car Rentals Use Orbitz for Business full-service travel agency or online booking tool or call rental agency directly Yale Purchasing card Conference registration Call conference sponsor directly Yale Purchasing card or
Check Request payable to
conference sponsor Local meetings and
conference services Contact Yale Conference Services Purchase Requisition, Yale
Purchasing card or Check
Request Long-distance
telephone calls from
off-campus locations University cellular phone when available, or
use Yale telephone calling card Directly billed to department Visa Services CIBT 1-800-929-2428; Yale acct # 40634 Yale Purchasing Card Other expenses (meals,
taxi, parking, etc.) Traveler purchases directly Yale Purchasing Card,
personal check or cash For additional information, refer to the following Policy and Procedures: Policy 3301 Travel Policy Policy 3302 Business Meals, Entertainment, and Other Social Events Procedure 3215 PR.01 Yale Purchasing Card and Expense Management System Procedure 3201 PR.01 Purchasing Requisitions ( being revised)
Procedure 3401 PR.02 Check Request Guide 3401 GD.01 Supporting Documentation for Business Expenses
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

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