Date:          April 16, 2004

To:             Provosts, Vice Presidents, Deans, Directors, and Department Chairs
       
From:         Karen Kavanagh  
                 Executive Vice President for Administrative Affairs

Subject:     Compliance with the University's Revised Travel, Travel Incidentals  
                 and Meal Expense Policy

As you know, the results of the Travel and Business Expense Report (TABER) review conducted last year demonstrated varying degrees of compliance with the guidelines set forth in the former travel policy. Consequently, a committee was appointed to rewrite the policy to provide clearer guidelines and clarification of responsibilities for both travelers and approvers.

The revised Travel, Travel Incidentals, and Meal Expense Policy, University Regulation 6.1.10, issued on February 5 includes expanded guidance for planning and submitting reimbursement requests and is available at http://ruweb.rutgers.edu/regulations/. The revised policy also explains the documentation that must accompany the TABER to verify expenses that are reasonable, necessary, and appropriate in connection with university-related business.

The Committee on Audit of the Board of Governors has requested a follow up audit to gauge the level of compliance with the revised policy and to determine if there are sections within the policy that require further clarification. During the next few weeks, the Department of Internal Audit will begin auditing TABERs submitted since the revised policy took effect on February 5.

In addition to requests for more assistance with the implementation of the revised policy, many departments have requested that reimbursement of small dollar incidental purchases (including sales tax) be allowed. As a result, the guidelines on small dollar incidental purchases made with personal funds have been amended; they are available on the purchasing web site at http://procure.rutgers.edu . In conjunction with this change, Section M of the revised travel policy now allows the reimbursement of "retail" purchases (including sales tax) up to $500 whether or not you are in travel status. The revision reads as follows:

        "Travelers and non-travelers may be reimbursed, including sales tax, for purchases of goods and services up to $500 with the submission of an itemized receipt attached to an approved Travel and Business Expense Report (TABER)."

The following resources have been added to aid in the implementation of the revised policy:

        *       A Frequently Asked Questions page provides information about the revised policy and how to process TABERs. This page is available online at http://www.rutravel.rutgers.edu/ .

        *       The Office of the Controller, which is responsible for sample test audits on TABERs to ensure compliance, is available for consultation regarding submitting TABER forms. In addition, a Help Desk within the controller's office is being created to assist travelers and approvers with TABER-related questions or issues, and a training course is being developed to educate employees on the revised travel policy requirements and the proper completion of TABERs. Questions about TABERs may be directed to John Harabedien, senior accounting manager, at jharabed@rci.rutgers.edu.

        *       Questions regarding the travel policy may be directed to David Hamlin, executive director for procurement services, at dhamlin@rci.rutgers.edu.

Thank you for your cooperation and due diligence as we make this transition. We are relying on you to maintain proper departmental controls and accountability to ensure compliance with the revised policy.