The university should clarify policies to include a distance test for expenses that employees incur within the vicinity of their headquarters.
In January 2014, the university provided us with a revised travel policy, which stated, "Regardless of the length of time for business travel, the traveler must be at least 40 miles from the headquarters location or home, whichever is closer, to be reimbursed for an overnight stay." Thus, the university has implemented the recommendation to provide a clear distance test for reimbursable expenses within the vicinity of headquarters..
In April 2013, the university provided us with a revised travel policy establishing a distance test that prohibits reimbursement for meal and lodging expenses incurred within 40 miles of headquarters during trips lasting 24 hours or more. However, the university failed to establish a similar distance test for trips lasting less than 24 hours.
In November 2013, the university reported that it would propose to its policy committe the addition of language to its revised travel policy that would impose the same distance test for trips lasting less than 24 hours that now applies to trips lasting 24 hours or more. It stated that the updated revised policy should be issued before the end of 2013.
The university has assigned its CFO to analyze this recommendation and the feasibility of incorporating it into university policy. The CFO has convened the campus controllers to begin the process of reviewing existing policies. (See 2013-406, p. 292)