TRAVEL
Guideline UL-TRG04 REIMBURSABLE COSTS
Contents:
- Transportation
- Registration
- Food
- Lodging
- Telephone Charges
- International Travel
- Cross References
Original receipts are required for reimbursement. Credit card slips/receipts alone are not adequate support.
TRANSPORTATION:
- After an application for travel is approved, an employee must make his or her own transportation reservations with a University authorized travel agent. The Libraries' travel coordinator will make reservations for the use of a University car. See Making Travel Arrangements for more information.
- The travel coordinator must be notified immediately about an employee's air or rail reservations so that arrangements can be made for direct billing. The reservations will not be confirmed until the travel agency receives a DBAF (Direct Bill of Air Fare) from the University.
- A University car is considered a transportation cost and is included in calculating the appropriate travel cap. If several employees share a car, the cost will be divided accordingly. The rates for University cars are stated in the University's Travel Policy.
- Employees are encouraged to take advantage of special fares.
- In many cases, air travel is encouraged over ground transportation, which although often more expensive, is actually less expensive in terms of employee's time.
- Employees who make changes to their travel plans for personal reasons are responsible for any additional charges incurred.
- Employees opting to use their personal car when using a fleet vehicle would have been less expensive will be reimbursed for the lowest common fare.
Effective January 1, 2010, the mileage reimbursement rate is 50 cents per mile. This is the IRS standard mileage reimbursement rate and the University will continue to use the IRS rate for future University mileage reimbursement.
- University policy states that privately-owned vehicles may be used for travel if no University-owned vehicles are available and if the destination cannot be reached conveniently by common carrier. The use of a personal car is permitted on an exceptional basis with prior administrative approval. Reimbursement for personal cars cannot exceed the cost of a University car or common carrier. Employees using personal cars for business travel should be aware that financial loss for damage to a privately owned vehicle used for business is not reimbursable by the University.
- Parking and toll charges are reimbursable transportation expenses. Original receipts are required for parking.
- Original receipts showing exact payment are required for all forms of transportation.
REGISTRATION:
- Travelers should take advantage of special registration fees, e.g. early registration.
- Registration receipts/proof of attendance are required.
FOOD:
- Employees may not claim more food costs than actually expended (including tips), and costs cannot exceed the University per diem. Blanket per diem requests are not permissible. Meals included with conference registrations and meals on partial days of travel are prorated. For both situations, the prorated percentages are: 20% for breakfast, 30% for lunch, and 50% for dinner. Tips not to exceed 20%.
Because travel rates are subject to change on a daily basis, please use the Individual Travel Meal and Lodging Estimator page in GURU at the conclusion of your travel to obtain the correct travel rates. A printed copy of the Estimator/Settlement page must be submitted with your Employee Travel Reimbursement Form at the conclusion of travel.
- Reimbursement for alcoholic beverages is not allowed. In special situations, written approval must be requested and received for any alcohol purchases prior to the expense being incurred.
- The Libraries generally do not reimburse food expenses for one day trips. [To conform with IRS regulations, reimbursed food expenses for non-overnight travel must appear on an employee's W2 form as taxable fringe benefits with federal income tax, FICA, and Medicare taxes withheld.]
Meal Reimbursement Report (staff only)
- Meal receipts are not required. However, a detailed meal receipt is required for all Group Meals.
LODGING:
- Many hotel and motel chains offer special discounts for university or government travelers. The employee or his/her travel agent should investigate special rates and discounts.
- Faculty and staff are encouraged to share hotel rooms with colleagues or other conference attendees. When University employees share a room, the costs will be divided accordingly.
- If a hotel room is shared with one or more non-University people, the University employee will be reimbursed for the single rate cost of the room. This single rate must be indicated on the hotel receipt.
- The University will not reimburse costs that may appear on a hotel bill such as personal phone calls, in-room movies, etc.
- An original hotel receipt specifying dates and rates and showing a zero balance is required for reimbursement.
TELEPHONE CHARGES:
- Two telephone calls of limited duration are reimbursable:
- One upon arrival at your destination to tell family you have arrived safely.
- One prior to departure to inform family of your expected time of arrival.
INTERNATIONAL TRAVEL:
- Travel to any location other than the United States and Canada is considered international travel and reimbursement for expenses is done on a special per diem basis, not on actual expenses. Employees considering international travel should consult the University guidelines regarding the taxability of international travel and speak with their budget administrators and budget executives about appropriate reimbursement.
