University Policies

Columbia University maintains a comprehensive collection of policies applicable to members of the University community. For non-academic, University-wide policies, please refer to the Columbia-Wide Policies Catalog

Travel & Expense Policies


Highlights
  • International Guests: Payment eligibility depends on immigration and visa status. See Payment Eligibility.
  • Expense Reports: Submit within 365 days of the transaction date to qualify for reimbursement.
  • Air Travel: Economy class is standard. Exceptions require prior Business Office approval, including certain medical accommodations, flights exceeding five hours of in-air time, and first-class travel due to extenuating circumstances.
  • Contracts: University contracts must be signed by The Trustees of Columbia University in the City of New York or an authorized delegate. See Contracts & Agreements.

Meals & Lodging

Meal and lodging expenses should remain within established per-person thresholds, excluding taxes and tips. SBO approval and justification are required for expenses exceeding the thresholds, with excess costs segregated.

Business meals involving a spouse, significant other, and/or dependent also require justification.

Limits for Business
  • $25 Breakfast
  • $35 Lunch
  • $75 Dinner
  • $150 Recruitment Dinner 
  • $150 Development Dinner

Limits for Travel
  • $25 Breakfast
  • $35 Lunch
  • $75 Dinner
  • $350 Hotel per night in the US
  • $400 Hotel per night in an international location

Gifts

Gifts to employees and non-employees must remain within the applicable per-person thresholds, excluding taxes, shipping, and delivery.

Employees

University funds generally may not be used for employee gifts, except for:

  • $100 for business performance or de minimis gifts
  • $400 for years of service or retirement gifts

Non-Employees

Cash gifts to non-employees, including honoraria, must be processed through Candex Honoraria and paid directly by the University.

  • $600 maximum aggregate value
  • Must have a valid business purpose, such as business development or recognition of contributions to the University
  • Gifts to vendors or suppliers are not reimbursable

Policies with regards to the use and security of its computer systems, networks and information resources: