Traveling as Faculty or Staff

Request for authorization to travel

• Should be completed prior to making any arrangements
• Approved by Manager

Travel Insurance

• Not required

Hotel

• $333 maximum excluding taxes, itemized receipts required
• Note: Travel packages containing Air, Hotel and/or Car should not be purchased unless itemize receipts are obtainable.

Personal Vehicle

• Must be authorized to drive by completing Driver Safety Program

Rental Vehicle

• Must rent from authorized vendors: Enterprise or National

Request for authorization to travel

• Should be completed prior to making any arrangements
• Approved by International Center
• High Risk Countries approved by Provost or VP

Travel Insurance

• Required - Risk Management will purchase

Hotel

• Actuals Up to Federal Per Diem Rate*

Personal Vehicle

• Must be authorized to drive by completing Driver Safety Program

Rental Vehicle

• Must rent from authorized vendors: Enterprise or National

Meals & Incidentals

• Location-based Per Diem $68-$92
• No receipts required

Receipts

• Required for $75 or more

Meals

• Location-based Per Diem $68-$92 (except Alaska, Hawaii & US Possessions)
• No receipts required

Receipts

• Required for $75 or more

Meals/Incidentals

• Federal Per Diem Rate , No receipts required
• Actuals “up to” Federal Per Diem rate, receipts required

Receipts

• Required for $75 or more (meal receipts not required)

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more (except International Hotel and Meals & Incidental per diem when receipts are not required)
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map
6. Use OANDA showing currency conversion for actual date(s) or attach

1. Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed.
2. Transportation expenses will be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the purpose of the trip.
3. Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less.
4. Meal reimbursements associated with trips without an overnight stay must be reported to the IRS as taxable income. The amount will be reported to Payroll and included in Box 1 of the employee's W-2 form. Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours.
5. *International travelers can choose to use the Per Diem rates and pay out of pocket for all expenses then be reimbursed based on the per diem rates for hotel and meals. OR travelers can choose to pay expenses with the Concur travel card and pay actuals up to the per diem rates for all travel expenses.

Request for authorization to travel

• Should be completed prior to making any arrangements
• Approved by Manager

Travel Insurance

• Not required

Hotel

• $333 maximum excluding taxes, itemized receipts required
• Note: Travel packages containing Air, Hotel and/or Car should not be purchased unless itemize receipts are obtainable.

Personal Vehicle

• Must be authorized to drive by completing Driver Safety Program

Rental Vehicle

• Must rent from authorized vendors: Enterprise or National

Request for authorization to travel

• Should be completed prior to making any arrangements
• Approved by International Center
• High Risk Countries approved by Provost or VP

Travel Insurance

• Required - Risk Management will purchase

Hotel

• Actuals Up to Federal Per Diem Rate*

Personal Vehicle

• Must be authorized to drive by completing Driver Safety Program

Rental Vehicle

• Must rent from authorized vendors: Enterprise or National

Meals & Incidentals

• Location-based Per Diem $68-$92
• No receipts required

Receipts

• Required for $75 or more

Meals

• Location-based Per Diem $68-$92 (except Alaska, Hawaii & US Possessions)
• No receipts required

Receipts

• Required for $75 or more

Meals/Incidentals

• Federal Per Diem Rate , No receipts required
• Actuals “up to” Federal Per Diem rate, receipts required

Receipts

• Required for $75 or more (meal receipts not required)

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map

1. Complete Expense Report
2. Attach approved Request
3. Attach all receipts $75 or more (except International Hotel and Meals & Incidental per diem when receipts are not required)
4. Attach proof of payments and Itemized receipts if applicable: Airfare, Hotel, Registration, Hospitality
5. Mileage - use Concur's Google Map
6. Use OANDA showing currency conversion for actual date(s) or attach

1. Subsistence expenses for travel within 25 miles of an employee's headquarters or residence will not be reimbursed.
2. Transportation expenses will be reimbursed based on the most economical mode of transportation and the most commonly traveled route consistent with the purpose of the trip.
3. Mileage reimbursement will be for between home and the assignment location or between the normal work location and the assignment location, whichever is less.
4. Meal reimbursements associated with trips without an overnight stay must be reported to the IRS as taxable income. The amount will be reported to Payroll and included in Box 1 of the employee's W-2 form. Under no circumstances will expenses for lunch be reimbursed for travel of less than 24 hours.
5. *International travelers can choose to use the Per Diem rates and pay out of pocket for all expenses then be reimbursed based on the per diem rates for hotel and meals. OR travelers can choose to pay expenses with the Concur travel card and pay actuals up to the per diem rates for all travel expenses.