TRAVEL AND TRAVEL ADVANCE REGULATION

Objective
ARTICLE 1- (1) The objective of this regulation is to determine the procedures and principles regarding travel expenses for business, academic, and training purposes at Izmir University of Economics.

Scope
ARTICLE 2 – (1) This regulation covers the personnel and students of Izmir University of Economics.

Definitions
ARTICLE 3– (1) The references in this regulation are as follows:
a) Unit: The academic or administrative units within Izmir University of Economics,
b) DMS (Document Management System): The system through which all internal-external correspondence and request processes are carried out at Izmir University of Economics,
c) Rector: The Rector of Izmir University of Economics,
ç) University: Izmir University of Economics.

Applications and General Rules
ARTICLE 4 – (1) Travel Expense Limits are 150 EUR daily for domestic travel and 300 EUR daily for international travel. These limits apply to local transportation, meal, and accommodation expenses, and do not include inter-city/international transportation or conference participation fees. Payments for approved expenses are made in Turkish Lira (TL) equivalent.

(2) The annual spending limit for academic travel is the amount determined in the Izmir University of Economics Principles for the Implementation of Incentives for Participation in Academic Activities. This limit covers the academic year and is renewed on September 1st.

(3) Visa fees, the cost of travel insurance policies required during the visa process, and the international departure tax are accepted within the annual spending limit for academic travel.

Reporting of Travel Expenses
ARTICLE 5 – (1) Personnel must use the travel expense declaration form belonging to Izmir University of Economics, which is annexed to this regulation, for the expenses they incur related to travel. Expenses related to student travel must be documented by the responsible personnel, or by the responsible student if there is no assigned personnel.

(2) Personnel or students must submit the travel expense declaration form to their affiliated unit within 10 working days following the last day of the travel date specified on the travel expense form. The travel expense declaration form and its attachments, approved by the relevant Unit Head, are then submitted to the Financial Affairs Directorate. Documents submitted after this period will not be processed, except in cases of force majeure accepted by the Rectorate.

Supporting Documents
ARTICLE 6 - (1) Personnel or students are obliged to submit the documents related to their travel expenses within the specified period. Documents must be in the form of original invoices or receipts and must clearly describe the amount paid or accrued and the goods and/or services received. If the cost, description of the purchased goods or services, or other important information is missing on the supporting documents, the traveler must provide the necessary information. The originals of these documents must be attached to the travel declaration form. Photocopies of slips and invoices, as well as POS slips, are not accepted as supporting documents.

Travel Planning
ARTICLE 7- (1) It is mandatory to purchase airline tickets for international or domestic travel through the agency contracted by the University. The airline ticket is invoiced to the University. The invoice is submitted for DMS expense approval by the relevant unit.

(2) No advance payment is provided for travel expenses within the scope of the academic travel incentive program. Only personnel or students traveling as assigned representatives of the University may be provided with a daily allowance, if requested, 7 business days prior to the travel date, after the ticketing process for their transportation is complete.

General Principles
ARTICLE 8- (1) Documents attached to the travel expense declaration (invoices, slips, payment documents, etc.) must belong to the approved travel period. The travel period includes both the departure and return days.

(2) Personal expenses are the responsibility of the personnel.

(3) For representation and hospitality expenses, the details of who the meal was with and the purpose of the meal must be written on the explanation of or on the relevant invoice or slip.

(4) If the gala dinner and/or the congress/conference is held at the hotel where the accommodation took place, it must be specified separately on the invoice given to the person who traveled.

(5) Invoices issued for domestic travel must include the name of Izmir University of Economics, its address, the name of the tax office, and the tax number. Domestic invoices not issued in the name of the University are invalid.

Use of Private Vehicles in the City/Intercity
ARTICLE 9- (1) Fuel slips belonging to an employee's private vehicle are not accepted as an expense. Fuel slips must not be attached to the travel expense declaration.

Non-Provisional Circumstances
ARTICLE 10 – (1) Should travelers encounter a situation not covered under this regulation, their expenses may be accepted by the Rector, provided they submit a written application and present a valid excuse.

Amendments
ARTICLE 11 – (1) This regulation may be amended by the decision of the Senate of Izmir University of Economics.

Repealed Regulation
ARTICLE 12- (1) The “Travel and Travel Advance Regulation” that entered into force with the Senate decision dated 21/10/2010 and numbered 160-A/8, and the Board of Trustees decision dated 07/12/2010 and numbered 01/13, has been repealed.

References
ARTICLE 13 – (1) References made in other legislation to the “Travel and Travel Advance Regulation” that entered into force with the Senate decision dated 21/10/2010 and numbered 160-A/8, and the Board of Trustees decision dated 07/12/2010 and numbered 01/13, shall be deemed to be references to this regulation.

Effectiveness
ARTICLE 14- (1) This regulation takes effect on the date it is approved by the Board of Trustees of Izmir University of Economics.

Enforcement
ARTICLE 15 – (1) The Rector of Izmir University of Economics enforces the provisions of this regulation.