Interim Policy of Wenzhou-Kean University on Travel Expenses ( Modified in 2016)

Article 1 With reference to the Regulation of Zhejiang Government Organs and Public Institutions on Business Travel Expenses (Zhe Cai Xing [2014]No. 10), Notice of adjustments of the relevant provisions of Regulation of Zhejiang Government Organs and Public Institutions on Business Travel Expenses by Zhejiang Provincial Department of Finance (Zhe Cai Xing [2015]No. 104),and taking into consideration the actual situation of the University, this policy is established in order to financially support the employees on their business trips and regulate the accounting on travel expenses.

Article 2 Domestic travel expenses refer to necessary costs incurred during a business trip to another city or an area other than the urban area of Wenzhou city. Travel expenses include transportation between cities, accommodation, meals, and business incidentals. Reimbursement of domestic travel expenses adopts two methods for different kinds of expenses: actual costs based on valid invoices and flat per diem rate of subsidies. Expenses of international business travel should follow relevant regulations and rules issued by the government.

Article 3  Standards for transportation expenses between cities

3.1 Allowance limits are categorized by means of transportation (as shown in the table below).

   Transportation           

 

 

person

Railwayincluding CRH, MU, and all-soft-seat train Shipnot including tourist vessel plane Othernot including taxi
 Member of university leadership with administrative ranking of provincial department or above Soft seat or soft sleeper,first class on CRH or MU, and first class on all-soft-seat train Second class Economy Actual cost against receipts
Other employees hard seat or hard sleeper,second class on CRH or MU, and second class on all-soft-seat train Third class Economy Actual cost against receipts

3.2 The traveler should bear the excess cost if using transportation exceeding the appropriate class.

Article 4   Lodging expense

4.1 Lodging expenses of domestic travel should follow the hierarchical area-specific lodging standard issued by the Ministry of Finance (please see the Appendix). Allowable lodging cost for Kean University assigned managerial staff appointed as a member of the university leadership is 900 Yuan per night. On a business trip for the reception of foreign guests, members of the university leadership and a couple of accommanying staff members may stay in the same hotel as the foreign guests do.

4.2 A member of the university leadership may occupy one standard single/twin room on a business trip. Kean University assigned managerial staff appointed as directors of the functional offices of WKU or at a superior rank may occupy a standard room per person on a business trip. When other employees are going on a business trip, two persons of the same gender should stay in a standard twin room. When an employee is going on a business trip alone, he or she may occupy one standard room. When an odd number of either gender occurs, the odd-numbered one may occupy one standard room.

4.3 Lodging expense should be claimed along with other travel expenses of the same trip for recognition and/or reimbursement, and should be reimbursed upon the valid invoice in compliance with the standards for the number of days as approved.

4.4 When a traveler attends a conference or training program that does not provide accommodation, expense of lodging should be recognized and/or reimbursed according to the standards as described above.

Article 5 Meal

5.1 Meal subsidy should be calculated according to the standards for the destination or the final place of the day the traveler arrives in if he/she is on the way.

5.2 Meal subsidy should be calculated according to the lodging invoice, with the departure and returning dates counted in. If the traveler doesn’t stay overnight, an approved request for business trip serves as the evidence of the trip. Per diem rates of meal subsidy are adopted according to the area-specified standard issued by the Ministry of Finance (please refer to the attachment120 Yuan per diem on trips to Tibet Autonomous Region, Xinjiang Uygur Autonomous Region and Qinghai Province, and 100 Yuan per diem on trips to other places). When a traveler travels for over 12 consecutive hours by railway, an additional 50 Yuan for every 12 consecutive hours is granted for the day on the way, with the train ticket produced as an evidence.

5.3 Employees who attend a short-term training program (within 90 days) as approved will be granted meal subsidy at the same rate as that for business trip. When the training is over 90 days, the per diem rate is reduced by half from the 91st day on.

5.4 When an employee is assigned by the University for an internship, or to hold a temporal and nominal position, or to extend support in another city, a per diem rate of 30 Yuan is adopted for the stay outside Zhejiang, and 15 Yuan for that within Zhejiang Province, provided the employee does not get subsidies or other income from the host institution.

5.5 When a conference or a training program provides meals, meal subsidy is not granted. However, meal subsidy for the days on the way to and from the destination should be granted in compliance with the standard for the final destination of the day.

5.6 If a business entertainment takes place during a business trip, meal subsidy is not granted for that day. Invoices of business entertainment during a business trip and the travel expenses should be submitted for reimbursement at the same time, though using different forms, so that the meal subsidy is correctly calculated.

Article 6 Business incidental

6.1 Business incidentals refer to the expenses incurred during a business trip, including in-city transportation (bus\subway\taxi\airport bus\airport service or packing), printing, photocopying, faxing, and postage.

6.2 Hotel invoices and transportation tickets between cities should be produced as proof of the travel in a claim for reimbursement of business incidentals, which should be calculated at per diem rates for the number of days of travel approved. A per diem rate of 80 Yuan per person is adopted for trips to places outside Wenzhou City, and a per diem rate of 60 Yuan is adopted for trips to places within Wenzhou City (excluding Lucheng district, Ouhai district, Longwan district and Dongtou district). When the traveler fails to present transportation tickets between cities, half of the above rates will be adopted.

6.3 For trips over 10 days (from the first departure date to the last returning date) to the same place for the same business, a flat per diem rate of 30 Yuan per person is adopted.

6.4   In exceptional cases where business incidentals exceed the limits, reimbursement may be made against the actual costs, provided that written approval by the appropriate member of university leadership is obtained. In that case, the invoices of the incidentals should be submitted together with all other documentation of the trip.

6.5 For the employee who takes a professional training as approved, no business incidentals are allowable during the training period, but the incidentals for the days on the way should be granted at the same rate as that of business trip.

6.6    No business incidentals are allowable for the employee who is engaged in an internship, or to hold a temporal and nominal position, or to extend support in another city.

Article 7 Meal subsidy or business incidental should not apply to employees going to Lucheng District, Ouhai District, Longwan District and Dongtou District for business.

Article 8 All travel expenses of a single trip must be submitted altogether for reimbursement. Meal subsidy and business incidentals are only allowable when hotel invoices and transportation tickets are produced.  When actual overnight stay occurs without hotel invoice acquired, only inthe following two extraordinary occasions may the meal subsidy and business indidental be granted upon presentation of tans-city transportation tickets. In these occations, the traveler must present a written statement explaining the situtation and have it approved by the member of the University leadership in charge of finance .

Article 9 Expenses of meals or incidentals are not allowable if the employee has already enjoyed other kinds of operation subsidies, such as lecture remuneration.

Article 10 Approval from the supervisor is required if an employee is to make a detour for personal matters during a business trip, with excess costs thus incurred, including food, lodging and transportation, be borne by him/herself. If the transportation cost via a detour is less than that of a direct route, reimbursement should be made against the transportation fare notes or tickets.

Article 11 Irrelevant costs such as tourist expenses incurred during a business trip should be borne by the employee him/herself.

Article 12  The University should not assume costs or responsibility if an employee uses his/her private vehicle for a business trip.

Article 13  Reimbursement of travel expenses covered by Academic/Business travel allowance as stipulated in the benefit package of the employees assigned by Kean University USA should follow the relevant guidance issued by WKU, otherwise, all standards and rule as specified in this policy should prevail.

Article 14 Students going on a business trip as assigned by the University should follow the standards set in Interim Policy of Student Travel Expenses on Business Trip.

Article 15 Travelers should submit documentation for reimbursement within two weeks after returning from the business trip. Expenses incurred at the end of calendar year should follow the timetable as described in Article 8 of Interim Policy of Wenzhou-Kean University on Recognition and Reimbursement of Expenses.

Article 16  When the municipal government release a modified business trip policy in future, relevant articles of this document shall adopt the modified rules accordingly.

Article 17   This policy takes effect upon issuance. Office of Financial Services is responsible for the interpretation of this policy.

Appendix
Domestic Lodging Standard for Business Trip
Yuan per room
 
NO. Region
(City)
Off-season Rate Peak Season Rate
Peak season Peak season standard margin
Province Governor or equivalent ranking Provincial DepartmentDirector (or Deputy Director)  or equivalent ranking Other Province Governor or equivalent ranking Provincial Department Director (or Deputy Director)  or equivalent ranking Other
1 Beijing 1100 650 500
2 Tianjin 800 480 380
3 Hebei 800 450 350
4 Shanxi 800 480 350
5 Inner Mongolia 800 460 350
6 Liaoning 800 480 350
7 Dalian 800 490 350 Jul- Sep 960 590 420 20%
8 Jilin 800 450 350
9 Heilongjiang 800 450 350 Jul- Sep 960 540 420 20%
10 Shanghai 1100 600 500
11 Jiangsu 900 490 380
12 Zhejiang(Hangzhou) 900 500 400
13 Zhejiang(other cities) 800 490 340
14 Anhui 800 460 350
15 Fujian 900 480 380
16 Xiamen 900 500 400
17 Jiangxi 800 470 350
18 Shandong 800 480 380
19 Qingdao 800 490 380 Jul- Sep 960 590 450 20%
20 Henan 900 480 380
21 Hubei 800 480 350
22 Hunan 800 450 350
23 Guangdong 900 550 450
24 Shenzhen 900 550 450
25 Guangxi 800 470 350
26 Hainan 800 500 350 Nov- Feb 1040 650 450 30%
27 Chongqing 800 480 370
28 Sichuan 900 470 370
29 Guizhou 800 470 370
30 Yunnan 900 480 380
31 Tibet 800 500 350 Jun- Sep 1200 750 530 50%
32 Shaanxi 800 460 350
33 Gansu 800 470 350
34 Qinghai 800 500 350 Jun- Sep 1200 750 530 50%
35 Ningxia 800 470 350
36 Xinjiang 800 480 350

*The above lodging standard refers to rates per room, not per person.

Attachment: Interim Policy of Wenzhou-Kean University on Travel Expenses Interim Policy of Wenzhou-Kean University on Travel Expenses (Modified in 2016)