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<div class="WordSection1">
<p class="MsoNormal">Athletics Staff,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Did you know the University and Athletics Department have travel policies specific to individual travel? These policies are intended to provide guidance for Athletics Staff members to ensure their travel for expense reimbursements fall
within University and IRS guidelines. The following reminders would apply to all travel conducted with a business purpose when students are not present including recruiting, professional conferences/conventions, and meeting with donors.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">University Travel Policy<o:p></o:p></span></u></b></p>
<p class="MsoNormal" style="text-indent:.5in"><span style="color:#404040;mso-ligatures:none"><a href="https://risk.web.baylor.edu/public/documents/travel-and-business-expense-policy">https://risk.web.baylor.edu/public/documents/travel-and-business-expense-policy</a><o:p></o:p></span></p>
<p class="MsoNormal" style="text-indent:.5in"><span style="mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Expense Reports<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo1"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Expense reports must be submitted to the Accounts Payable Office
<b><span style="color:#C00000;background:yellow;mso-highlight:yellow">within thirty (30) days</span></b><span style="color:#C00000">
</span>from the date the business meal, travel, or entertainment expense was incurred. Per IRS rules and regulations, expenses not submitted for reimbursement within sixty (60) days are subject to inclusion in the employee’s wages and
<b><span style="color:#C00000;background:yellow;mso-highlight:yellow">reported as taxable income</span></b>.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Non-conventional Lodging<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:#212121;mso-list:l0 level1 lfo2"><span style="color:windowtext">Booking non-conventional lodging opportunities (such as those available through
</span><b><span style="color:#C00000">Airbnb</span></b><span style="color:windowtext">,
</span><b><span style="color:#C00000">HomeAway</span></b><span style="color:windowtext">, or
</span><b><span style="color:#C00000">similar providers</span></b><span style="color:windowtext">) is
</span><b><span style="color:#C00000">not allowable or reimbursable</span></b><span style="color:windowtext">. The university adopted this policy in October 2022 for the following reasons:</span><o:p></o:p></li></ul>
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:#212121;margin-left:.25in;mso-list:l2 level1 lfo3">
There are no safety or security assessments of properties listed on these sites.<o:p></o:p></li><li class="MsoNormal" style="color:#212121;margin-left:.25in;mso-list:l2 level1 lfo3">
There is no way to verify there aren’t overt or covert cameras or recording devices in the accommodation.<o:p></o:p></li><li class="MsoNormal" style="color:#212121;margin-left:.25in;mso-list:l2 level1 lfo3">
Non-conventional lodging companies aren’t responsible for what the property owner conveys in the property posting, and we cannot verify who the actual owner is. This limits the recourse Baylor would have should an incident occur.<o:p></o:p></li><li class="MsoNormal" style="color:#212121;margin-left:.25in;mso-list:l2 level1 lfo3">
Potential unsecure internet access for a Baylor owned device, or a personal device that connects to the Baylor network.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Per Diem<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo4"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Per Diem continues to be the only option available to reimburse meals which took place during business travel for individuals.
Meal receipts do not need to be saved or submitted on an expense report. <b>Per Diem may only be claimed for business travel that requires an overnight stay</b> and may not be issued for same-day business travel for individuals.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l5 level1 lfo4"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif"><a href="https://www.irs.gov/publications/p463">https://www.irs.gov/publications/p463</a><o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Rental Vehicles<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l3 level1 lfo5"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Baylor will reimburse travelers or arrange for a rental vehicle through Enterprise up to a
<b>standard-size SUV</b>. Travelers should <b>always purchase fuel before returning the vehicle</b> to the rental company to avoid the high fuel cost. Per university policy, the Athletics Business Office
<b>cannot reimburse you for the prepaid fuel option</b> unless it is included in the original rental fee.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Combining Personal Travel with Business Travel<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo6"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Travelers may be reimbursed for the round-trip transportation costs incurred
<b>to and from the business destination</b> when the traveler combines University business and personal travel
<b>only when the primary purpose of the trip is to conduct University business</b>. Transportation costs are considered entirely for business if the traveler is required or requested by the department to attend/engage in a business function and/or the travel
would have occurred even without the personal travel component. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo6"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">The traveler
<b>must select a mode of transportation that is cost effective and efficient</b>. Any additional expenses incurred by the traveler deviating from the normal, direct route of travel between the point-to-point of origin and the point of University business, or
for stopping at an intermediate point for personal reasons, <b>will not be reimbursed</b>. <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo6"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">If additional personal days increase the cost of the transportation, the traveler will be responsible for paying the difference. <b>Travelers
must provide written quotes to document the lowest available airfare for the direct route to/from business destination occurring during the business portion of the trip only and include the quotes
<span style="color:#C00000">as an attachment with their expense report</span></b>. Anthony Travel is here to assist you with this task.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">International Travel<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo7"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">All international travel must be registered with the Center for Global Engagement prior to the trip taking place. Employees
traveling outside of the country must also request an <b><span style="color:#C00000">International Plan
</span></b>be added to their cellular device account for the time they are traveling (unless they will not be using their cellular device while outside of the country). <o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo7"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">All Athletics staff members
<b>must notify the Business Office</b> of their international travel plans at least
<b><span style="color:#C00000">(7) days prior</span></b><span style="color:#C00000">
</span>to departure to ensure sufficient time to activate the “Global Plan”.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l9 level1 lfo7"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif"><a href="https://globalengagement.web.baylor.edu/register-travel/facultystaff-only-travel">https://globalengagement.web.baylor.edu/register-travel/facultystaff-only-travel</a><o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Airport and Valet Parking<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l7 level1 lfo8"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Employees may elect any airport parking option other than valet parking.
<b>Written justification</b> must be included on your expense report if you incur valet parking charges while traveling for business. Travelers should list their
<b>original departure city and final destination city</b> rather than the airport city when flying (i.e., if flying out of Dallas to Atlanta, please list Waco as your departure city rather than Dallas). Lodging expenses must be broken out
<b>by night</b> rather than combined into one total for the entire stay. Travelers are required to submit
<b>original, itemized receipts</b> when seeking reimbursement per IRS rules and regulations. <b><span style="color:#C00000">Non-itemized receipts will not be reimbursed</span></b>.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Lost Receipt Form<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo9"><b><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Lost Receipt Forms</span></b><span style="font-size:12.0pt;font-family:"Aptos",sans-serif"> may only be
<b>used sparingly and in the rare circumstance</b> that an original receipt cannot be obtained. Travelers are
<b>required to make concerted efforts</b> to obtain itemized receipts and document those efforts on the attached LRS. A
<b><span style="color:#C00000">credit card statement</span></b><span style="color:#C00000">
</span>must be included and attached with the LRS to support the business expense being claimed.
<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Occupancy Tax<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo9"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">The University is
<b>exempt from Texas state hotel occupancy tax</b>. Business travelers should use the attached
<b><span style="color:#C00000">Texas Hotel Tax Exempt Form</span></b> to avoid paying this tax. Texas state hotel occupancy tax will not be reimbursed if claimed on an expense report.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><u><span style="color:#C00000">Attachments<o:p></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l4 level1 lfo10"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Travel and Business Expense Policy<o:p></o:p></span></li></ul>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level1 lfo11"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Texas Sales Tax Exempt Form
<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level1 lfo11"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Texas Hotel Tax Exempt Form<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l10 level1 lfo11"><span style="font-size:12.0pt;font-family:"Aptos",sans-serif">Lost Receipt Statement<o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span style="color:#006600"><o:p> </o:p></span></b></p>
<p class="MsoNormal">Thank you for your time and all you do to advance the mission of Baylor University and Baylor Athletics.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i><span style="color:#003300">Preparing Champions for Life – One Standard. One Accord.<o:p></o:p></span></i></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Genuinely,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><i>Cody, Nancy, Chris, Alison, Katie, Erin, Megan and Abbi<o:p></o:p></i></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:9.0pt;color:black">__________________________________________</span></b><span style="mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:6.5pt;color:black"> </span></b><o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;color:#154734">Chris Istre</span></b><span style="font-size:11.0pt;color:black"> | Associate AD, Business Operations</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">Department of Athletics | Baylor University</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;color:black">O: 254-710-3189</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:7.5pt;color:black"> </span><o:p></o:p></p>
<p class="MsoNormal"><a href="http://baylorbears.com/"><span style="font-size:11.0pt;color:windowtext;text-decoration:none"><img border="0" width="160" height="45" style="width:1.6666in;height:.4687in" id="Picture_x0020_8" src="cid:image001.png@01DC18D4.ADE85490"></span></a><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt"> </span><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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