Valid Business Purpose Travel Policy2015-04-20_15-33-05

TCU will not reimburse spouse’s travel expense when a spouse or other person attends a meeting or conference and has no significant role or performs only incidental duties.  Such attendance does not constitute a valid University purpose.

When a spouse who attends a function has a significant role in the proceedings such as direct responsibility for planning, production and oversight of official events or activities, this constitutes a bona fide University business purpose.  In addition, attendance as a business representative of the University at a professional conference or function, or significant involvement in fundraising activities are also considered bona fide University business purposes but must be properly documented and approved in advance of the travel for reimbursement by the University.

Pre-Approval:  Reimbursable spousal travel must be pre-approved by the appropriate Vice Chancellor or Chancellor prior to incurring the expenses.  Upon approval, TCU will reimburse the business traveler for a spouse’s non-personal expenses directly resulting from travel on University business.  Travel for spouses should not be charged to TCU accounts with travel agencies unless pre-approval for the business purpose of the spousal travel has been documented.  Such written pre-approval must be attached to any travel agency invoices or employee expense reimbursement form.

Payment of Expenses for Traveling Companions: Travel by a spouse or family member of an employee that does not serve a bona fide business purpose should be paid for by the spouse or employee individually.  Travel that is inadvertently incurred by the University and is not determined to be a bona fide business purpose must be reimbursed to the University by the employee or spouse individually.

Federal Income Taxation:  Payroll and the Financial Services office will evaluate any spousal travel that is paid for by TCU to determine whether the payment is taxable for federal income tax purposes.  If deemed taxable for federal income purposes, these amounts will be included on the employee’s W-2 in accordance with Internal Revenue Service procedures.