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[ Travel ] Amtrak Payment Reimbursement Guidelines Payment Options Corporate Credit Cards The preferred method of payment at Penn is the American Express corporate card. The card can be used in any Amtrak kiosk or on the Amtrak web site. Once your trip is completed you then submit your original receipts for reimbursement.Personal Credit Cards If you don't have an American Express corporate card, any major credit card can be used. Since Amtrak pricing is not effected by any advance purchase requirements (except for periodic promotions), a Penn traveler should be able to purchase a ticket, conduct their trip and submit their travel receipts for reimbursement all before a credit card statement is even received.Procard If a department needs to purchase an Amtrak ticket for an individual who does not have a credit card or on behalf of someone visiting Penn, they can use a Procard for Amtrak ticket purchases in the kiosk or on the Amtrak web site. The Procard takes the place of the central bill account that was used previously at American Express for such direct bill charges.If using the Procard you will have to remember not to reimburse the traveler for their Amtrak travel because those Amtrak charges have been charged directly to the Procard and will be billed back to the department. Effective 9/1/02 the central bill account at American Express can no longer be used for the purchase of Amtrak tickets. Amtrak Reimbursement Guidelines Coach class and business class are acceptable classes of travel. First class travel on Amtrak is considered a non-reimbursable expense unless an additional approval from a vice president, dean, provost, resource center director or their designated representative along with an explanation as to why first class Amtrak travel was necessary. Reserved/Unreserved Trains Reserved and unreserved commuter trains on the northeast corridor should be used for most Amtrak travel. Coach class on these trains is the least expensive mode of rail transportation and is the most appropriate for the vast majority of Penn travelers. "Coach Class" and "Business Class" (reserved seating) is permitted on these trains.Metroliner Service It is up to each department to determine if it is appropriate for someone to travel on a Metroliner train. Please note that Metroliner service is approximately twice as expense as reserved/unreserved trains while only marginally faster. If Metroliner service is deemed appropriate, "Metro Coach" is the permitted class of service. "Metro First" is considered first class and requires additional approval from a vice president, dean, provost, resource center director or their designated representative along with an explanation as to why first class Amtrak travel was necessary.Acela Service Acela service is the new high-speed line. Acela service is encouraged between Philadelphia and destinations north of New York such as New Haven and Boston because it is less expensive than the purchase of airline tickets. Appropriate usage of Acela service between Philadelphia, Washington, DC and New York is the responsibility of each department and these trains should only be used when time is of the essence. "Express Business" would then be the acceptable coach class of service. "Express First" on Acela trains is considered first class and requires an additional approval from a vice president, dean, provost, resource center director or their designated representative along with an explanation as to why first class Amtrak travel was necessary.Receipt Requirements The "Guest Receipt" coupon is the coupon that is given back to each traveler by the conductor and is the receipt that must be attached to the Expense Report in order to be reimbursed. If an Amtrak ticket is issued by a travel agency, then the passenger receipt coupon must be provided. Paper receipts are provided to every passenger who travels on an Amtrak train.Effective 9/1/02 the University will no longer reimburse service fees related to Amtrak travel regardless of where purchased. Amtrak Terminology & What Is Reimbursable With the new Acela trains on the northeast corridor some of the class-of-service terminology has changed. Listed below are the trains for which the new terminology applies and the corresponding pricing between Philadelphia and New York. Any additional fees associated with "Express First" and "Metro First" are non-reimbursable unless an additional authorization and an explanation are provided.
* The business class fee is reimbursable. The first class surcharge ($47/$46) is not. |
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