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Official and Conferences Travel Policies

Official and Conferences Travel Policies

Policy statement

This should serve as your guide to policies and procedures concerning international travel and conference expenses for business purpose. The goal is to give you a clear understanding of policies and rules on international travel and conferences implemented by the center and strengthen the supervision of the travel funds by the Center and University.

This travel policy complies with those from the government authorities. However, if specific agency guidelines for a sponsored program are more restrictive than University policy, then agency rules shall apply.

Definitions

1.         Reimbursable expenses: Expenses incurred on travel which have been approved in advance by the Center Administrative Committee and have been paid by a Center faculty or staff member. The University reimburses employees for such expenses using the account from which the reimbursement is expected. Reimbursable expenses include:

a.         Conference Expenses

Reimbursement of conference expenses will be limited to those reasonable, necessary, approved expenses which are reported in Travel and Conference Expense Report (Appendix III) with supporting receipts or documentation.

b.         Transportation

Travelers are expected to use the most economical mode of travel that is suited to the itinerary and the purpose of the trip. When possible, travelers should take advantage of discount rates.

Air and rail travel: To take advantage of any negotiated airline discounts, it strongly suggested that reservations be made and tickets obtained from the University's contracted travel agencies with the assist from the Center secretary.

Use of personal or rental automobile is allowable where the itinerary, number of travelers, accompanying equipment or baggage support the choice. If the itinerary is altered for personal reasons, the traveler is expected to pay any additional costs incurred.

c.          Food and Lodging

Lodging, meals, tips, and related miscellaneous expenses while a faculty or staff member is on travel status for the Center will be reimbursed in their actual, reasonable amounts when properly documented. (Please refer to the Per Diem Rates issued by Chinese Government, Appendix IV)

d.         Miscellaneous Travel Expenses

Examples of miscellaneous travel expenses that are reimbursable are the following: Expenses for shipping University equipment, or baggage handling and storage; Tips for baggage handling, etc; Business telephone calls; Highway and bridge tolls; Necessary parking fees. If receipts are not applicable, clear explanation is required on the Travel and Conference Expense Report (Appendix III) when reimbursement is claimed. 

e.          Visas, Passports and Vaccinations

Fees for visas, passports and vaccinations are allowable when they are a specific and necessary condition for fulfilling a work assignment on behalf of BUCT or the Center.

2.         Conference expenses: Expenses incurred by a Center faculty or staff member in attending an international conference that has been approved by the Center Administrative Committee. These expenses include approved conference registration fees, charges for meal meetings which are parts of an organized convention or conference program, and costs of a copy of the published proceedings.

3.         Official travel: Travel that are necessary for the conduct of the University or Center's business or the traveler is a designated representative for the conduct of the University or Center's business

4.          Personal travel: Travel that is not essential for University business is not reimbursable. That exclusion applies to personal travel which interrupts official travel, or precedes or follows a University business trip.

5.         Personal expenses: Not reimbursable even when incurred while on a business trip. Examples of such excluded expenses are travel to and from a vacation site, pet care, house, or child-care expenses, hairdresser's charges, purchase or repair of personal luggage, personal telephone or postage expenses.

Approvals

1.         Approval for all travel on University business or international conference including reimbursement of travel expenses is required in advance for all Center faculty members.

2.         Official travel include:

a.          Travel that are necessary for the conduct of the University or Center's business;

b.         Travel for attending necessary international conferences.

3.         The Center faculty who intends to use personal funds for conference expenses must satisfy the following conditions:

c.          The conference is hold by international authoritative academic organization or well-known universities;

d.         The Center faculty is the first author or presenter on a project that conducted in the Center or the conference is highly related to the faculty’s research;

e.          The Center faculty is an assistant professor or higher in his professional title.   

4.         The request for attending international conference must be submitted to the Center Administrative Office 2 month ahead or within 1 month after receiving the conference invitation. The request must be submitted with Conference and Official Travel Request Form (Appendix I) and necessary documentations including the conference invitation.

5.          For long-term faculty or PI, the funds used for official travel usually should not with exceed 20% of his/her total funds received from BUCT and the accumulative official travel time with reimbursable expenses using personal funds should not exceed 60 days per year for each faculty member. In case of extra conference travel or travel that are necessary for international collaboration are needed, the faculty member must be authorized by Center Administrative Committee before preceding any actions.  

6.         Center faculty or stuff that travels on official business on behalf of BUCT or the Center is eligible to use the Center travel funds.

7.         In some instances, foreign travel chargeable to a sponsored project requires advance approval from the sponsor. The faculty member is required to inform the Center in this case.  

Reimbursement (Please seek help from the Center secretary).

1.         Reimbursement may be requested as soon as the traveler has returned from the business trip. The request must be submitted with a completed Travel and Conference Expense Report (Appendix III) and all necessary documentation which is signed by the traveler, countersigned by the Center and the Department of International Exchange Program who is aware of the business nature of the expense. (Conference and Official travel Request Form (Appendix II) is required in order to obtain signatures from the two above mentioned unites)

2.         The request for reimbursement should be sent to University the Department Finance finally. The department has the right to check and audit all the expenses independently.

3.         The traveler can assist in assuring prompt and full reimbursement by taking care to save receipts and attaching them to the Travel and Conference Expense Report, with clear explanations where needed,(denoting, for instance, personal expenses which are on an invoice but for which reimbursement should not be requested.)

4Expenses Not Reimbursed

Expenses that are not reimbursable include:

a.          Lost or stolen tickets, cash, or personal property, fines, accident insurance premiums, additional travel insurance that traveler purchased through insurance agency, costs resulting from failure to cancel transportation or hotel reservations, child- or house-sitting expenses, penalties or fees for cancellation or change of discounted tickets when the cancellation or change came about from personal rather than university choice, in-room movie rental, dry cleaning.

b.         Prepaid expenses: this includes conference registration fee and hotel deposit that has been prepaid by the Center.

c.          Joint Expenses

When two or more Center travelers incur business expenses jointly that will be charged to the same account, one person may pay some or all of the joint expenses and file the travel report covering them. The report should mention the names of all Center people whose expenses are included. If charges are split, travel reports must be cross referenced, and should be submitted together if possible.

d.         Expenses Reimbursable by Other Organizations

If a traveler's expenses will be reimbursable in part by one or more other organizations, the costs of the trip should be equitably distributed among the sponsors, and the formula or ratio should be indicated in the Travel and Conference Expense Report.

e.          Travel Under Sponsored Projects

Special limitations or requirements may apply to travel in connection with projects supported by outside sponsors. Written advance approval of the sponsoring agency may be required.

Assistance Available

1.          Please refer to the Appendix I for the step by step instruction of how to obtain approval and claim reimbursements for international business & conference travel.

2.          Assistance is available from the following sources to those who travel on University business and to those who authorize such travel or make arrangements for it.

Department of Finance (

Department of International Exchange (


Appendix I

How to Obtain Approval and Claim Reimbursements for

International Business & Conference Travel

STEP 1: The applicant fills up the Business & Conference Travel Application Form (Form-1) and submits it to the Center leader for approval.

STEP 2: Once the application is approved by the Center leader, the applicant needs to submit the application form to the Department of International Exchange Program of BUCT to register a formal project. (Secretary of the Center will help with this step)

STEP 3: Once the application is checked and approved by both the center and the Department of International Exchange Program of BUCT, the applicant can start to prepare for the international travel. (for example: apply visa, book fly ticket….)

STEP 4: After the applicant returns from the business trip, he need to fill up the Travel and Conference Expense Report (Form-2) and submit it with all necessary receipts  to the Center leader and the leader of Department of International Exchange Program for signature.

STEP 5: The applicant needs to submit the signed Travel and Conference Expense Report along with all necessary receipts to the Financial Department of BUCT for reimbursement.

Note: The Financial Department of BUCT only acknowledges the reimbursements submitted by the traveler whose travels have been approved by both the Center and the Department of International Exchange Program.

STEP 6: The applicant will receive the reimbursement from the Financial Department of BUCT within 6 weeks. (Please refer to the attached reinbursment standards issued by Chinese government)

 

 

 

 

Appendix II

Conference and Official Travel Request Form

Traveler’s Name:

Email

Phone:

Department:

Is there anyone else accompany you in this trip?  Yes   No

If yes, please list the name of all persons in your company 

Name of the person

Department or Center

Relation with you

 

 

 

 

 

 

 

 

 

 

 

 

Purpose of the trip

 

Destination of the trip

From                           To

Dates of  Travel

From                            To

The person/organization invited you

 

Account to be charged for the expenses

 

Estimated Cost

 

Itinerary Planning

Date

Places to be visited

From         To

From           To

 

 

 

 

 

 

 

 

Signature of Employee & date

Center for Soft Matter Science and Technology

 

Department Chair/Director               date

Department of International Exchange Program

 

Department Chair/Director               date

           


Appendix III

Travel and Conference Expense Report

Traveler’s Information

Traveler’s Name:

Contact Information: 

Email:

Phone:

Department:

Trip information

Purpose of the trip:

Destination:

Dates of travel:

 

Travel expenses

date

Location/destination

Amount paid(indicate the type of the currency if it not RMB)

Transportation

lodging

meals

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Miscellaneous expenses

Registration fee

 

Visa application fee

 

insurance

 

Mail/Fax/Internet

 

Vaccination

 

Office supplies

 

Tips

 

Other

 

Funding

Account to be charged

Total expenses:

 

Advance payment:

Amount

Signature

I declare this claim has been examined by me and to the best of my knowledge and belief is true and correct, I attest that I have not been previously reimbursed for these expenses nor have they been paid for by the Center or BUCT.

CLAIMANT SIGNATURE:                                                                             date:

Center for Soft Matter Science and Technology

 

Department Chair/Director               date

Department of International Exchange Program

 

Department Chair/Director               date

 

 

           

 

Attach required original receipts and other documentation for all transportation, lodging and other expenditure, conference agenda is also required when conference expenses are to be claimed. 


 

Appendix IV

Per Diem Rates Table (representative countries & cities)

Country

City

Lodging

Meal

Miscellaneous expenses

South Korea

(US dollar)

Seoul, Busan, Jeju

180

70

35

Kwangju, West Pu

160

70

35

All other cities

150

70

35

Japan ( JapanYen)

Tokayo

20000

10000

5000

Osaka, Kyoto

18000

10000

5000

Fukuoka, Sapporo, Nagasaki, Nagoya

14000

10000

5000

All other cities

9000

10000

5000

Russian Federation

(US dollar)

Moscow,

285

45

40

Yekaterinburg,

150

45

40

St Petersburg,

170

45

40

Khabarovsk,

200

45

40

All other cities

140

45

40

Germany (Euro)

Berlin, Hamburg

150

60

38

Munich

130

60

38

Frankfurt

180

60

38

All other cities

120

60

38

 

 

Holand (Euro)

Hague

150

60

38

Amsterdam

170

60

38

All other cities

130

60

38

Italy (Euro)

Rome

160

65

38

Milan

140

65

38

Florence

120

65

38

All other cities

110

65

38

Belgium (Euro)

 

160

60

38

Austria (Euro)

 

140

60

38

Greece (Euro)

 

110

55

35

England (UK dollar)

London

160

45

35

Manchester, Edinburgh

140

45

35

France (Euro)

Paris

150

60

40

Marseille, Strasbourg, Lyon

130

60

40

All other cities

120

60

40

Spain (US dollar)

 

125

60

38

Luxembourg (Euro)

 

160

55

38

Ireland (Euro)

 

120

60

38

Portugal (Euro)

 

130

60

38

Finland (Euro)

 

145

60

40

Czech Republic (Euro)

 

160

45

50

Slovak (Euro)

 

90

35

30

Hurgary (US dollar)

 

180

45

45

Swedan (US dollar

 

280

80

50

Denmark (US dollar)

 

200

80

50

United States of America

(US dollar)

Washington DC

210

55

45

San Francisco

250

55

45

Houston

180

55

45

Boston

230

55

45

New York

245

55

45

Chicago

220

55

45

Los Angeles

200

55

45

Canada (US dollar)

Ottawa, Toronto, Montreal

210

55

45

Vancouver

240

55

45

Australia

Melbourne, Syney

200

60

50

 

Note: Please check with the Department of for the reimbursement standard for cities that are not listed in this table.