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Concur Expense and Travel Services

Travel Procedures and Guidelines

Introduction

Effective 7/1/2023

This Procurement Procedural Statement sets forth requirements for authorizing University travel, determining travel expenses that can be covered by the University, and accomplishing the reconciliation and reimbursement process. Except as otherwise noted, these requirements apply to all individuals engaged in such travel, whether employees, associates, affiliates, or other individuals (including students and immediate family members) traveling on official university business. Travel expenses paid by the University must be incurred for official university business.

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.

Employees are reminded to assess the risk of incurring any personal expenses based on the risk of travel potentially being canceled prior to incurring any personal costs as reimbursement will only occur after travel is completed.

General Procedures

The procedures below outline the expense reconciliation and reimbursement processes for Clemson University travel. The Procurement office has the right to request additional documentation or approvals for an expenditure when, in the opinion of the Procurement office, a specific expenditure warrants additional support.

  • Exceptions

    Exceptions to requesting approval for overnight travel (per 3.4.1. of the policy):

    1. Traveler receives written exception from appropriate ELT member (per 3.4.1. of policy). Exception should be attached to the expense report upon trip completion.
    2. Traveler adjusts previously approved trip based on business need – adding days, new stop, etc, does not require a new Request or updated Request.
    3. Non-overnight trips without a request that end up being overnight at the last minute (should not be routine and an explanation should be noted in the expense report).
    4. As clarification, any non-overnight travel by policy does NOT require prior approval but is always a good idea to do as it helps simplify the expense reimbursement process after trip completion.

    Exceptions to booking through Concur or our TMC (per 3.4.2. of policy):

    1. When the trip is not being funded by Clemson University.
    2. When no airfare is involved in an overnight stay, lodging and rental cars may be booked directly with the provider.
    3. Lodging when booking as part of a conference or special registration rate event may be booked through the registration site or provider directly.
    4. Airfare for intra-continental flights on small airlines that are not available in Concur or through the TMC, i.e., certain airlines that offer flights from Spain to Germany, may offer discounted fares only directly on their site. These may be booked directly at those sites without additional justification or back up. Note, all main carriers offer the same rates through Concur/TMC as they offer directly.
    5. When traveling to a remote location and it is not possible to book lodging or rental car accommodations through the travel system (provide documentation in your expense report outlining why this exception applies).
    6. When a specific grant or 3rd party contract requires booking be handled a certain way. Details showing this requirement need to be provided as back up as part of any expense reimbursement.
    7. When circumstance will not allow booking of travel through the Concur/TMC system (e.g., travel system is down or not available).
  • Accidents

    Contact the appropriate campus Risk Management Office.

  • Advances

    Travel cash advances for employees can be requested in Concur using the Travel Authorization Request. See Cash and Treasury Services for more information on the cash advance process.

  • Concur Travel and Expense System (Concur)

    Online system, accessed through the portal, used for pre-approval of domestic and international travel and for 24/7 travel booking (airline tickets, commuter trains, hotels, and rental cars).

    Concur is used to reconcile airfare charges and University P-Card charges, and to request reimbursement for University travel/non-travel related expenses for employees and guests/visitors.

    Traveler’s costs cannot be reimbursed until after the trip is completed. Receipts must be attached to the expense report/reimbursement form as noted under Receipt Requirements. Reimbursement expense reports must be submitted within the designated time to avoid tax consequences for employees (see Tax Implications).

  • Fly America Act

    Travelers using Federal grant funds are required to fly on U.S. flag air carriers as stated in the Fly America Act. Selecting the Federal fund source while booking flights in Concur will ensure compliance with the Fly America Act regulation. If a different fund source is selected and flights are chosen that are not in compliance, the traveler will be responsible for covering the cost from a non-federal/University funding source. Contact your College post-award contact or Office of Grant and Contracts Administration for information or details of the Federal regulations.

  • Travel Management Company

    Anthony Travel supports Clemson University’s managed travel program through its local travel agents and through the Concur Travel and Expense System.

  • Travel Insurance

    Faculty and Staff traveling internationally on behalf of Clemson University should purchase the international travel insurance.

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

  • Tax Implications

    Expense Reports containing cash advances within the designated travel system must be submitted after completion of the trip but within 60 days of travel. Expense report and all supporting documentation must be submitted to the traveler’s approver within designated time to avoid having employee reimbursement reported as income.

    To ensure your expenses are posted in the correct fiscal year, travel expenses (including Air Card and P-Card travel expenses) and any requests for reimbursement must be submitted on an expense report in Concur and approved by June 30th. If your travel expenses cross fiscal years you will need to submit two expense reports, one for each fiscal year.

Key Definitions

In-State Travel — Travel within the State of South Carolina 

Out-of-State Travel — Travel other than in South Carolina and that is within the 48 contiguous United States, Alaska, Hawaii, Puerto Rico and Canada.

International Travel — Defined by the State of South Carolina as travel outside the continental US, Alaska, Hawaii, Canada, or Puerto Rico. 

Primary Office — The location of an employee’s office. In the case where an employee works out of more than one office on different campus/University locations, the employee and their supervisor will agree in writing on a primary office from which travel reimbursement is allowed. 

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.  

Travel Status — More than 10 miles from an employee’s primary office at the University for the purpose of conducting official University business. 

Travel Expenses

  • Purchasing Card (P-Card) Procedure

    Corporate liability card used to facilitate payment of University travel-related expenses, such as conference fees, student travel, rental cars, etc.

    Employees utilizing a P-Card for travel expenses related to a trip that is canceled, where the expense cannot be refunded to the card, and where a travel credit may be given instead, are required to use that travel credit on their next possible University travel. The credits paid for by a P-Card are NOT allowed to be used for personal use.

    Allowable P-Card Charges:

    • Airline and Train tickets (and baggage fees, IF purchased with the ticket) for the cardholder or guests/visitors ONLY.
    • Rental Cars
    • Conference Registration Fees
    • All Student Travel Charges (Air, Hotel, Ground Transportation, Food Expenses)

    To report a lost or stolen card, contact Bank of America – Merrill Lynch Fraud dept: (800) 500-8262 for assistance.

    Airfare Card

    • Can be used for airfare charges for Faculty, Staff and Student Employees if booked through Concur or with an Anthony Travel Agent

    P-Card

    • Can be used for airfare ONLY for the cardholders themselves, including baggage fees when purchased with a ticket, ONLY through Concur or with an Anthony Travel Agent
    • Conference Registration Fees
    • Rental Cars (Cardholder ONLY)
    • All Student Travel Charges, including food expenses
    • Airfare and Lodging are allowable for official guests and candidate travel

    Personal Credit Card

    • Can be used in Concur for all expenses if preferred
    • Required when purchasing upgraded seats
  • Receipt Requirements

    Itemized proof of payment is required for any single item charge over $25, unless noted elsewhere in this procedure.

Vehicle Travel

  • Mileage
    • On any day (normal workday or non-normal workday), mileage or other transportation expenses between the employee’s home and primary work location are non-reimbursable. 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.
    • Reimbursement for personal cars is $.70 per mile.
    • University employees may use their own automobile for official travel, provided the University will not incur added expenses above those of other forms of transportation available.

    Mileage Calculator

    Use the Mileage Calculator in the Concur Travel and Expense System to enter miles driven in a personal vehicle for a university business trip. The Mileage Calculator provides an online map to calculate business mileage and travel mileage.

  • Car Rental

    Charges for car rental are allowed when it is more economical than alternative methods or is the only practical means of transportation. While traveling on University business originating from South Carolina, employees are required to use the University contact vendor for vehicle rentals unless the vendor is not available at the location where the employee desires to rent. Rental cars can be reserved using the Concur booking tool or Anthony Travel. Exceptions to using Concur/Anthony Travel are listed in the Exceptions section.

    Employees may choose to pay for the rental car with a P-Card in their name or with a personal credit card and request reimbursement upon trip completion. Students and guests/visitors have the option to direct bill or pay with a personal credit card and request reimbursement upon trip completion.

    The University contracted vendors are Enterprise and National. 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, and no further insurance should be purchased.

    If it is necessary to rent an automobile while in travel status outside the United States, it is recommended that the collision damage waiver insurance be obtained. The charge and applicable tax are allowable for reimbursement.

    Personal car mileage cannot be claimed when renting a car. Only the cost of the rental car and car rental fuel are reimbursable.

  • Parking
    • Allowable when it is a necessary part of the trip, e.g., parking at traveler’s destination, parking at the airport.
    • Valet parking is not eligible for reimbursement unless self-park is not an option.
  • Ground Transportation

    Includes Lyft, Uber, taxi, shuttle, bus, subway, etc.

    • Travelers may utilize such services, but receipts for charges over $25 must be submitted and are required to be reimbursed. Surcharges and fees may be 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 a service.
  • Toll Road Charges

    If toll charges appear on the rental car receipt, they are considered permissible expenses. Toll charges billed separately are eligible for reimbursement if not part of the daily commute.

  • Traffic Fines/Tickets

     

    They are not an allowable expense.

Air Travel

  • Airline Tickets

    Employees are required to use the University's preferred Travel Management Company (travel agency) or Concur for booking any travel where air travel is involved. Exceptions to using Concur/Anthony Travel are listed under the Exceptions section. Accommodations must be limited to tourist or economy class.

    As required by State law, employees are required to travel the most economical means that meets their business needs. As it applies to airfare, it is important to understand that the traveler is the one who defines the business need based on their travel requirements. Travelers can define the departure/arrival times, travel times, etc., when booking in Concur. The intent of choosing the “lowest fare” as Concur requires is to choose the lowest fare that meets the traveler’s business needs.

    Currently, Concur will show all available fares, including some deeply discounted, basic economy fares. However, Clemson does not recommend these fares under most circumstances as they are usually non-refundable/non-changeable and incur extra fees for baggage and seat selection. When considering the lowest fare, Clemson recommends using the lowest full-economy fare. Concur, based on how airlines classify fares, may try to show the basic economy as the lowest fare, but a comment may be added to note you are choosing another fare because of the restrictions on that basic economy fare.

    If your airfare will be paid for by federal funds, you must comply with the Fly America Act. For more information, please click here or visit the Federal and Sponsored Award Travel section.

    Airline Tickets - Non-Employees

    For Domestic or International travel by non-employees:

    • The sponsoring unit has three options for booking travel: Book travel on behalf of the non-employee using Concur, authorize the non-employee to book their travel through Anthony Travel, or authorize the non-employee to make their own travel arrangements and request reimbursement after the trip.

    Airline Tickets - Cancelled Tickets

    Value of cancelled ticket will generally be preserved if the original flight is cancelled and if new ticket is booked (or, for some airlines, as long as new trip is completed) within one year of original ticket issue date.

  • Airline Tickets - Exceptions to Booking Tool

    Booking airfare outside of the University travel program is permissible under the following circumstances:

    • The fare is not available for purchase through the University travel program.
      • Limitations may be related to international in-country travel, remote travel, etc.
    • Significant cost savings are demonstrated to the University (Note: this does not apply to Federal (sponsored) travel. All fares booked on federal awards must comply with Fly America Regulations, which a significant cost savings is specifcally identified as not being an exception). For an airfare purchase to demonstrate significant cost savings, ALL of the following requirements must be met:
      • Obtain a cost comparison from Concur/Anthony dated on or prior to the date of the airfare purchase. Comparison quote must be for exact itinerary - same travel dates, times, routes, airline(s), and class of service as the planned purchase.
      • When compared to the quote from Concur/Anthony, the cost of the airfare must be at least:
        • $25 less for domestic flights
        • $100 less for international flights.
      • Cost comparison and justification applies to the cost of the airline ticket only. Ancillary fees such as seat assignment, baggage, agency booking fees, etc. are not considered part of the ticket purchase price.
    • Employee has an unused ticket credit that must be re-booked directly through the airline.
  • Airline Tickets - Upgrade/Seat Assignment Fees

    All travel shall be completed using the most economical means available which will satisfactorily accomplish university business. It is the expectation that travelers/arrangers will book tourist or economy class unless an allowable exception exists and has been documented with the department.

    Travelers that wish to book business class, first class or upgraded seating may do so with their personal credit cards. A comparison quote for the economy ticket must be attached for reimbursement.

    The following exceptions must be approved prior to ticket issuance.

    • An approved accommodation is required for upgraded tickets to meet accessibility needs.
    • Accommodations based on a medical disability must be certified through the Office of Access Compliance and Education prior to booking your airfare.

    The following exceptions must be approved and documented within the department prior to ticket issuance.

    • Upgraded ticket is same price or less than the available coach class ticket.
    • Upgraded ticket produces overall cost savings by avoiding additional lodging/other expenses, or by avoiding loss in business productivity time while awaiting coach class accommodations or due to restrictions of coach class accommodations.
    • Upgraded tickets to “premium economy” seating, such as exit row seats or additional leg space, are permitted on flight segments with scheduled in-air flying time in excess of eight (8) continuous hours.
  • Baggage Fees

    Baggage Fees are an allowable travel expense; however, they can only be paid for up front by the University on the University P-Card if purchased at the same time as the airline tickets. If purchased on day of travel, the employee must pay with their own funds and request a reimbursement.

  • Ghost Card/Air Card

    Term for payment process used for employees booking in-program (booked by Concur/Anthony Travel) airline tickets, also referred to as Clemson Air Card. These charges (and any credits) become available expenses for import and reconciliation in the appropriate employee's Concur expense report.

    When an employee (or his or her travel arranger) books an airline ticket through the online Concur Travel and Expense System, airfare transactions - as well as Travel Card expenses - are subsequently imported into the appropriate employee profile and must be added to an expense report for reconciliation along with any out-of-pocket (personally paid) expenses.

Accommodations

  • Lodging

    Travelers should book the most economical option that fits their business need.

    • Travelers utilizing State Funds (10 & 18) are eligible to be reimbursed for actual expenses incurred for lodging, not to exceed the current maximum lodging rates, excluding taxes, established by the U.S. General Services Administration (GSA).
    • Travelers utilizing Federal Funds (11, 17, & 20) should refer to the section in the procedures on Federal and Sponsored Award Travel for their lodging rates.

    Lodging must be booked in Concur or with the TMC except:

    • When no airfare is involved in an overnight stay, lodging and rental cars may be booked directly with the provider
    • When booking as part of a conference or special registration rate, lodging may be booked through the registration site or provider directly.

    Business/Commercial

    • Use personal credit card. Single-room occupancy rate must be indicated on lodging receipt.

    Deposit

    • Use personal credit card if required in advance. When reconciling the charge on the expense report, identify it as a deposit. Itemized receipt (hotel folio) required, showing both the lodging deposit and the balance of the hotel stay.

    Booking non-refundable hotel rooms is not allowed.

    Home Sharing

    • Home Sharing (Airbnb, VRBO, Roomorama, HomeAway, etc.) must be purchased with a personal credit card and cannot be purchased with a P-Card. This applies to anyone traveling on behalf of Clemson University. Use of Home Sharing properties is at the travelers own risk. Ultimately, as a traveler, you are responsible for understanding and agreeing to the terms and conditions set by the home sharing platform and the host. The university does not assume responsibility for these fees or any issues that may arise during your stay. It's crucial to read the fine print, ask questions if needed, and make an informed decision based on your travel needs and budget.

    No reimbursement will be made for overnight lodging within 50 miles of the employee’s official headquarters or residence.

    Lodging with friend(s) or relative(s)

    • You may be reimbursed for additional costs your host incurs in accommodating you only if you are able to substantiate the costs and your agency determines them to be reasonable.
    • No reimbursement will be made for the cost of comparable conventional lodging in the area or a flat "token" amount.
  • Internet Charges

    Internet charges are allowable during travel status if required for official university business.

  • Incidental Expenses Per Diem or Tips

    Incidentals are fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

    Travel allowance rates in Concur include meals and incidentals. See Meals and Meal Reimbursement for additional information.

  • Shared Costs

    Costs shared by employees should not be combined. Each expense report should be a record of one traveler’s trip. If two employees in travel status share lodging, each should pay her or his own portion of lodging and submit separate expense reports. If vendor cannot separate cost of shared lodging, one employee should pay total bill and identify other employee in comments on the reconciling expense report.

Events and Meals/Per Diem

  • Conference or Event Registration

    You can use a P-Card to pay for yourself and other individuals.

  • Business Meals

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

    For a meal to be considered a business meal it should meet the following criteria:

    • Must be at least two persons present
    • At least one of those present should not be a University employee
    • University business must be discussed
    • There must be an expectation of a business benefit (i.e. lunch with a professional candidate or with a potential donor)
    • There should be no "substantial distractions" (i.e. sporting events, theaters or nightclubs)

    Business Meals may be reimbursed in the following manner:

    • Within 10 miles of office or residence
      • Non-employee meals allowed on unrestricted funds up to the per diem allowance.
      • Non-employee meals in excess of per diem allowed with self-generated funds if program related or paid directly with Foundation funds.
      • Employee meals may be paid with self-generated funds if program related or paid directly with Foundation funds.
    • Greater than 10 miles beyond office or residence may be reimbursed with unrestricted funds up to the State per diem allowance. Any excess over the per diem allowance should be paid from self-generated funds if program related or directly paid with Foundation funds.

    Refer to the disbursement grid for further assistance.

  • Meals and Meal Reimbursement

    Meals and Incidental Expenses Per Diem (Travel Allowance)

    • The Meals and Incidental Expenses (M&IE) Per Diem is the maximum dollar amount allowed for eligible meals and incidental expenses (see Incidental Expenses Per Diem section for additional information) that the traveler needs to purchase during an official university business trip.
    • All overnight travel, domestic or international, per diem rates follows the appropriate GSA rates.
    • Travelers utilizing State Funds (10 & 18) are required to use the State of South Carolina per diem rates. In-state maximum per diem is $35 per day, out-of-state maximum $50 per day. Domestic travel is any trip that is within the 48 contiguous United States, Alaska, Hawaii, Puerto Rico and Canada. International travel is any trip that is outside the 48 contiguous United States, Alaska, Hawaii and Puerto Rico.
    • Travelers utilizing Federal Funds (11, 17, & 20) should refer to the Federal and Sponsored Award Travel section in the procedures for their meal allowances.
    • Per diem is calculated in Concur by using the Travel Allowance feature. For instructions on how to enter per diem, click to view the "adding travel allowance" guide.
    • Per diem amounts are determined by the destination.
      • On days of actual travel, the final destination for the day determines traveler's M&IE per diem rate all day. However, on the day the traveler returns home, the city from which the traveler leaves determines the per diem rate.
      • On first and last day of travel, travelers are eligible for up to 75% of the daily M&IE per diem rate.
    • If meals are provided as part of lodging, conference fees, or provided to the traveler at no cost, it is the traveler’s responsibility to deduct meals from the Travel Allowance in Concur.
    • Meal per diem is only reimbursable when travel includes an overnight stay. 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.
    • Receipts are not required to claim per diem.

Specific Travel Categories

International Travel Expenses

  • Passport Costs

    Allowable if needed to enter a foreign country, if required travel is primarily for work purposes.

  • Currency Exchange

    Cost of converting money is allowable when exchange rate/fees are documented (e.g., https://www.oanda.com/currency-converter/en/) and included with reimbursement request. Currency calculation must be backdated to reflect the actual date the expense was incurred. For personal reimbursements, the credit card statement showing a specific conversion rate may be used in lieu of the oanda.com rate.

  • Export Control Issues

    When traveling to another country with equipment (laptops/mobile devices) or information subject to export controls, Export Control approval is required. International travel requests, including travel to Canada, are routed to the Export Control Office automatically when equipment or information subject to export control is required for travel.

  • International Travel
    • International travel is defined by the State of South Carolina law as travel outside the continental US, Alaska, Hawaii, Canada, or Puerto Rico. For approval purposes, travel to Canada is considered international travel.
    • Employees must request pre-approval for international travel through the Concur Travel and Expense System (using Concur Request). Concur routes the request for approval to the traveler's Supervisor, Budget Approver, Export Control and the appropriate Grant and Contract Approver. This process is required whether the trip is funded by CU or by an outside entity.
    • If you are traveling internationally with students, check with the Pam Hendrix Center for Education Abroad (abroad@clemson.edu or 864-656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.
  • Vaccination/Medical Test

    Allowable if needed to enter a foreign country or enter/re-enter the United States. (COVID vaccination/testing is allowable for travel and non-travel related events, if require for attendance.) Attach documentation of requirements for vaccine/medicine/medical test. Charge for doctor’s office visit is not allowable.

  • Visa Costs

    Allowable if needed to enter a foreign country. Receipt must be provided for reimbursement.

Personal Travel

  • The University does not cover the cost of personal travel. 
  • Departure one day earlier or later than business travel dates is considered reasonable. Any costs outside of these days would qualify as personal travel and be treated as such.
  • The Concur Travel and Expense system should not be used to request or book personal travel.
  • Personal Expenses

    Expenses incurred for the traveler’s personal benefit are not allowable. Examples of personal expenses include dependent care, pet care/fees, magazines, movie rentals, athletic club fees and/or entertainment. (This is not an all-inclusive list.)

  • Personal Travel Combined With Business
    • Requires department approval. Only the business-related cost of travel is allowable.
    • Exclude non-business days from the M&IE per diem expenses on the itinerary.
    • If air travel is involved, attach a comparison quote from the Concur Travel and Expense System to show if the extended trip resulted in a higher cost. If yes, the traveler is responsible for reimbursing the University for the difference in fare.

Other Travel Categories

  • Companion/Dependent Travel

    Companion Travel

    • Travel for non-Clemson employees (spouse, partner, friend, etc.) cannot be purchased through Concur or Anthony Travel
    • Employees are still required to use Concur or Anthony Travel when making their travel arrangements.
    • The employee bears the personal financial responsibility for any additional costs incurred on behalf of the companion, including, but not limited to, travel, accommodations, food, and local transportation.

    Dependent Travel

    • If you are required to bring a dependent with you while traveling on University business, Anthony Travel can make the arrangements for the dependent; however, a personal card must be used.
    • Employees are still required to adhere to the University's travel policy and procedures while traveling with said dependent.
  • Group Travel

    Group travel is defined as a trip consisting of three (3) or more people traveling to the same location for the same official University business. Travel groups can consist of employees, guests, undergraduate or graduate students, or any combination thereof.

    Graduate Student / Employee Group Travel

    • Clemson University requires each employee to submit independent, individual travel requests even when collectively traveling as a group to the same destination for the same function.
    • Clemson University classifies graduate students as University employees
    • Graduate students may assign their advisors as Concur delegates to enable them to prepare travel requests on behalf of the student.
    • If you are traveling internationally with students, check with the Pam Hendrix Center for Education Abroad (abroad@clemson.edu or (864) 656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.
    Travel Arrangements and Payment
    • Registration fees
      • One employee may pay for the registration fees for all members of the group using a P-Card.
    • Booking Group Travel
      • One employee in the group (group leader), or their delegate, contacts Anthony Travel directly for booking. Anthony Travel will book all members under the same itinerary so that in the event of a schedule change, all members will be rebooked together.
      • Anthony Travel (Mon. – Fri. 8:00 a.m. – 5:00 p.m. EST) – clemsoncampustravel@anthonytravel.com or (864) 656-8595.
    • Air Transportation
      • The group leader, or delegate, needs to provide the following information to Anthony Travel for all travelers in the group: traveler’s name as it appears on their government-issued ID, birth date, gender, and cell phone number. Anthony Travel will provide a form to the group leader to complete.
      • University employees may use the Clemson Aircard to purchase their travel (upgrades must be purchased with a personal card).
    • Lodging
      • Each University employee must pay for all lodging expenses with a personal credit card. Employees can request a cash advance if needed to cover their room.
    • Meals & Per Diem (Travel Allowance)
      • Per diem rates are determined by destination and represent the maximum dollar amount allowed for eligible meals and incidentals. For more information, refer to the Meals and Meal Reimbursement section of the procedures.
      • Any meals that are provided at no cost, i.e., conference meals, should be deducted from the Travel Allowance in Concur.
      • University employees must pay for their own meals with personal funds and can request reimbursement of costs up to per diem. Receipts are not required.
    • Rental Car
      • University employees have the option to pay for their rental card with a P-Card in their name. If they do not have a P-Card, a personal card must be used.

    Undergraduate Student / Guest Group Travel

    • If only one employee is traveling with a group of undergraduate students and/or guests, that employee should request travel for the entire group.
    • If more than one employee is traveling with a group of undergraduate students and/or guests, one employee in the group (group leader) requests travel for the students/guests. The other employee(s) traveling should follow normal procedure for requesting travel.
    • If you are traveling internationally with students, check with the Pam Hendrix Center for Education Abroad (abroad@clemson.edu or (864) 656-2457) to ensure that your group is following all the University guidelines pertaining to student travel.
    Travel Arrangement and Payment
    • Registration Fees
      • The employee may pay for the registration fees for all members of the group using a P-Card.
    • Booking Group Travel
      • One employee in the group (group leader), or their delegate, contacts Anthony Travel directly for booking. Anthony Travel will book all members under the same itinerary so that in the event of a schedule change, all members will be rebooked together.
      • Anthony Travel (Mon. – Fri. 8:00 a.m. – 5:00 p.m. EST) – clemsoncampustravel@anthonytravel.com or (864) 656-8595.
    • Air Transportation
      • The group leader, or delegate, needs to provide the following information to Anthony Travel for all travelers in the group: traveler’s name as it appears on their government-issued ID, birth date, gender, and cell phone number. Anthony Travel will provide a form to the group leader to complete.
      • Employees traveling with students and/or guests acting as a chaperone should pay for their airfare and the student's airfare using a P-Card.
    • Lodging
      • Employees traveling with students or guests acting as a chaperone should use their P-Card to pay for their room and the student rooms. Employees without a P-Card can request an advance to pay for the group's rooms if needed, or pay with a personal credit card and get reimbursed.
      • Be aware that some hotels require a card to be presented at check-in for payment. P-Card holders are not allowed to complete credit card authorization forms.
      • Student and guest lodging should be paid for with a P-Card.
    • Meals and Per Diem (Travel Allowance)
      • Per diem rates are determined by destination and represent the maximum dollar amount allowed for eligible meals and incidentals. For more information, refer to the Meals and Meal Reimbursement section of the procedures.
      • Any meals that are provided at no cost, i.e., conference meals, should be deducted from the Travel Allowance in Concur.
      • University employees must pay for their own meals with personal funds and can request reimbursement of costs up to per diem. Receipts are not required.
      • Employees acting as a chaperone when traveling with students have the option to pay for the group meal expenses with a P-Card, the employee pays out of pocket and is reimbursed, obtain a cash advance to cover the meals, or students can cover their own meals and get reimbursed.
    • Rental Car
      • University employees have the option to pay with their rental card with a P-Card in their name. If they do not have a P-Card, a personal card must be used.
      • Employees traveling with students acting as a chaperone and/or guests have the option to direct bill. Contact Anthony Travel directly for assistance arranging direct bill.

    Emergency After-Hours Assistance While Traveling

    • For emergency assistance after hours, call (800) 530-2560 and give your VIT code S3T1F.

    *Note: If you are covering group expenses with a P-Card, please be aware that the single swipe limit is $2500. A P-Card increase request or MCC/vendor unblock request may need to be submitted in Concur before travel is booked and the trip begins.

  • Federal and Sponsored Award Travel

    Travel Costs

    • All international travelers must complete the pre-trip approval form in advance.
    • Travel costs will only be reimbursed if the charges benefit and directly relate to the Sponsored award being charged. The federal regulations expect that any travel that benefits more than a single award or institutional activities must be allocated based on the expected benefit.
    • Costs incurred by employees and officers for travel must be considered reasonable and otherwise allowable.
    • As a general rule, arriving one day before and departing a day after a conference is considered reasonable. Additional days are considered personal travel unless justified with a clear business activity or reason that benefits the sponsored award being charged.

    Airfare

    • Travelers utilizing Federal awards must travel in compliance with the Fly America Act. For more information on Fly America, click here.

    Conferences

    • High-level conference agendas are required when submitting travel expenses, with the expectation that reviewers are able to review conference dates.
    • Conference agendas are to be attached to the pre-trip travel request prior to routing for approvals.

    Lodging

    • The University’s definition of reasonable lodging for Federal and Sponsored Award travel, regardless of fund source, is up to 150% of GSA per diem unless the terms and conditions of the grant say otherwise. Anything over this amount requires justification, which is provided by entering a comment in the lodging section at the time of booking
    • Example: GSA rate is $100 per night, so $150 is the max reasonable rate ($100 x 1.5 = $150).
    • Federal lodging per diem rates can be found here.
    • Lodging with friends or relatives (with or without charge)
      • Employees may be reimbursed for additional costs your host incurs in accommodating you only if you are able to substantiate the costs and your agency determines them to be reasonable, and
      • Federal regulations state that "No reimbursement will be made for the cost of comparable conventional lodging in the area or a 'flat' token amount."

    Meals

    • All overnight travel, domestic or international, follows the appropriate GSA rates for Meals and Incidentals.
  • Guest/Visitor Travel

    When possible, departments are encouraged to pay directly for their guests' travel expenses to minimize the out-of-pocket expenses on the guests and to obtain the University's negotiated rates for their travel using a University P-Card. However, when guests pay for their travel expenses directly, they may need to be reimbursed for their travel expenses. The following outlines the process to be used to make this payment.

    Guests/visitors have the option to arrange their own travel, or the hosting department may arrange the travel through Concur or Anthony Travel.

    Reimbursing a Guest/Visitor

    Clemson guests may incur out-of-pocket travel expenses, which need to be reimbursed. These expenses must comply with University Travel policy and disbursement guidance based on source of funds to be used.

    1. You must communicate with your guest to provide guidance and pre-authorization, outlining a cap on funds available to be reimbursed and instructions for submitting for reimbursement. 

    2. Guest/Visitor may use the Non-Employee Visitor/Guest Travel Reimbursement form to document their expenses if desired and collect receipts for their expenses of $25 or over.

      1. Clemson will reimburse travel expenses for approved visitors, guests, and job candidates up to an amount previously authorized in writing (email). Documentation for the expenses >$25 must include receipts listing the daily-itemized room rates, charges, and taxes applicable.

      2. All meal expenses are subject to the GSA meal and incidentals rate applicable to the city in which the guest is traveling. Current rates by destination can be found on gsa.gov.

      3. Ifan individuall is to receive any other type of paymen,; consultant fees, honorarium, reimbursement of non-travel expenses, et, then Concur cannot be used anda  PO must be issued by the University prior to any trip or occurrence of expense to guarantee such payments. By submitting this form, traveler acknowledges that no other non-travel expenses are expected to be paid by Clemson University.

      4. All reimbursements will be paid via TigerPay, powered by Bank of America. To receive payment, visitor/guest must:

        • Provide an email address

        • When payment is made, you will receive an email with "Register to Accept Payment" instructions.

        • Click the "Register to Accept Payment" link and complete your registration

        • Within minutes, either your bank or clearXchange will send you an email. Verify your email and you will receive confirmation that your payment has been sent.

    3. The department hosting the guest should use the Guest/Visitor Reimbursement form in Concur to reimburse the individual. Reimbursements should be submitted within 30 days of the completed travel.

    4. International Suppliers CANNOT be processed as Non-Suppliers. Departments will need to request that international suppliers be invited to register as Suppliers. They will have to complete their Supplier Registration process, which allows Clemson University to collect information to process a wire payment, in addition to the possible International Tax Documentation.

  • No Cost to the University Travel

    Regardless of who is paying for the trip, traveler must obtain all required approvals prior to travel. Traveler must reimburse the University for any travel-related expenses incurred by the University and ultimately paid by another entity.

  • Student Travel

    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 coursework.
    3. traveling as a recognized club event.

    Job-related travel for a student employee (i.e., grad research assistant) is to be treated as student travel when using the P-Card. The purpose of the student’s travel must be considered when submitting reimbursement. For job-related travel, Concur will be used. For student-related travel, STDNT vouchers will be used.

    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.

    All international student travel, whether solo or group, must be registered in the Pam Hendrix Center for Education Abroad and may be subject to high-risk travel review. Students traveling internationally must also complete the Export Control Form and submit it to the Export Control Office prior to booking travel.

    Planning

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

    1. Student travel is allowable on the procurement card. May need to have a limit on card increased. (Cards limited to $2500).
    2. The faculty members may fill out the cash advance for student travel form from Cash and Treasury in accordance with per diem guidelines.
    3. Faculty members and/or students may pay expenditures out of their own funds and request reimbursement upon return.
    4. For groups of 10 or greater, contact Anthony Travel Company.
    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 the Pam Hendrix Center for Education Abroad (Abroad@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 the 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 through a PeopleSoft Financial Voucher only if they traveled as a student. Student Employees performing job-related travel should claim reimbursement through the Concur Travel & Expense system.

    Meals

    Meals will be reimbursed at actual costs not to exceed per diem, except when applicable. Faculty member pays for meals for the 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 the participant's name, ID number, and signature, and the amount received. No receipts required.
    • Student traveling and paying his/her own costs: Student may claim actual expenses up to per diem. No receipts required.
    • Fee for conference event related to trip (i.e., banquet) where the amount exceeds meal per diem. With receipts, can be reimbursed for actual costs.

    Transportation

    Transportation may be provided in several different manners:

    1. Rental car through University Contract Vendor, Enterprise/National.
    2. Contracted University Travel Manager, Anthony Travel. See your department contact for help with the travel arrangements.
    3. Travel on Commercial Airlines.
    4. Contracted transportation (i.e., charter bus). Purchase Order required if greater than $2,500, unless being paid for with participant fees.
    5. 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

    All students who participate in a study abroad program are required to have study abroad insurance. This includes all students on Clemson faculty-directed or college coordinated programs, exchange students, students who are studying abroad with external providers and third parties, and direct enrolled students. It applies to students studying abroad for credit and non-credit.

    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.), use Anthony Travel. 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 the number of bids required, refer to Procurement Services Policies and Procedures. Contact Procurement Services for further assistance.