Non-Standard Disbursements

Guest Travel

The following people are typically reimbursed for guest travel at Rice University:

• Workshop Participants

• Prospective Employees

• Speakers

• Visitors

Before a guest can be reimbursed for their travel, they must be set up in our system as a supplier:

Setting up a Supplier in iO

Helpful Information/Tools

Receipt Collection

Guest travel reimbursements must be completed after travel has concluded. It is best to follow up with the guest if they have not sent over their travel receipts a week after their travel dates.

Sample Receipt Reimbursements

Acceptable Receipts Must:

• Be itemized

• Include method of payment

• Name of Vendor

• Total Amount

For ease, guests can fill out the Itemized Expenses Guest Travel Sheet which can be matched against receipts received and confirm the total amount to be reimbursed.

Meals

Meals can be reimbursed either through per diem or through itemized receipts (generally, this is up to the discretion of the funder). Below are links to find per diem rates per location:

Per Diem Rates GSA

Foreign Per Diem Rates - Office of the State

Foreign Per Diem Rates - by Location

A Per Diem Discretionary Spreadsheet should be attached to the procurement requisition when reimbursing meals per diem for guests:

Per Diem Discretionary Spreadsheet

Cars

Personal vehicles used for guest travel can only be reimbursed for mileage at the standard business mileage reimbursement rate. The mileage MUST be the shortest reasonable distance traveled, and a map of the trip route taken MUST be included in the reciept attachments.

Car rentals used for guest travel can be reimbursed with receipts for the cost of gas instead of mileage.

Mileage Reimbursement Rate

Foreign Currency

Receipts for reimbursement that include foreign currency must be converted into USD to process for reimbursement. Rice University's preferred currency conversion tool is Oanda.

Additional Helpful Links

Rice Travel Policies