Lehigh University released an updated version of the Business and Travel Expense Policy. The updated policy took effect August 25, 2025.
While much of the policy framework remains consistent with the previous version, several important clarifications and changes have been introduced in response to feedback. These revisions are intended to better support faculty, staff, and students by balancing flexibility for travelers with accountability in the use of University resources.
Below are some highlights of the updates. Consult the full policy for complete details prior to purchasing goods or traveling.
Key Policy Updates
1. Air Travel
- Non-Refundable Tickets: Lehigh University recommends employees purchase refundable tickets, however, they are now permitted to purchase non-refundable airline tickets for themselves and other Lehigh employees and students. Air travel purchased for visitors must be fully refundable to ensure University credit in the event of cancellation.
- Premium Economy: Premium Economy ticket purchases are now allowable for flights with at least one segment exceeding five continuous hours (not including layovers).
- Business Class: Business Class tickets are now allowable for flights with at least one segment exceeding ten continuous hours (not including layovers). Advance Vice President approval is no longer required in this specific circumstance. Travelers who choose higher fare classes outside of these conditions are personally responsible for the additional costs.
- Booking Requirements: Lightning, the University’s travel management tool, is now required for the following circumstances:
- Booking student and group air travel, both domestic and international, including student workers
- Booking externally sponsored program-funded air travel
Lightning continues to be required for booking all faculty and staff international air travel.
2. Relocation Expenses
The previous practice of reimbursing moving expenses with receipts has been replaced with a pre-approved Relocation Allowance. This allowance must be detailed in the offer letter and is considered taxable income under IRS regulations. The employee continues to be responsible for hiring their own moving services.
3. Fully Remote Work Expenses
The updated policy provides greater clarity for employees approved for fully remote work with regard to travel expenses:
- The University will reimburse travel expenses for fully remote employees who reside more than 50 miles from campus when their presence is required at the office.
Additional Reminders
- Meals & Entertainment: Reimbursement limits are tied to federal per diem guidance. Local meals where only employees are present, are generally unallowable unless tied to business needs that cannot be addressed during work hours.
- Extended Living: Costs for stays over 14 nights (e.g., during sabbaticals) are generally unallowable unless pre-approved by the Dean and Provost.
- Unallowable Expenses List: It's a good idea to review the list of unallowable expenses (available in the policy) when making a purchase. The list includes items such as home office internet, valet parking, luxury upgrades, and personal entertainment.
- Documentation and Compliance
- Expense reports must be submitted within 30 days of incurring costs (with extensions possible up to 60 days). Reports submitted after 90 days or after fiscal year close will not be reimbursed.
- Original, itemized receipts are required for expenses $75 and above. Splitting receipts to bypass limits is prohibited.
- Travelers and approvers share joint fiduciary responsibility for compliance. Multiple violations of OneCard policies may result in suspension of privileges.
- Expense reports must be submitted within 30 days of incurring costs (with extensions possible up to 60 days). Reports submitted after 90 days or after fiscal year close will not be reimbursed.
For More Information
The full policy is available on the Controller’s Office website. If you have questions concerning the policy contact the Controller’s Office or Purchasing Services.