2022 All Extension Conference reimbursement

Note: The Dean’s office will pay for all expenses associated with this conference. Employees will need to follow University of Minnesota travel policies and pay for travel, lodging, food and miscellaneous expenses, and then receive reimbursement.

All Extension Conference is an important gathering for Extension employees. To ensure that we are wise stewards of our public resources, please follow the reimbursement guidelines below.

Extension’s intranet includes additional information on reimbursements. The Business Expense policy and Traveling on University Business policy are also available for your reference.

Hotel reservations are required by Aug. 15 for the negotiated rate. Reimbursement requests must be submitted within 60 days of the first day of travel.

Per diem reimbursement

Overnight stay: Meals not provided at the conference are reimbursable at the standard Oct. 2022 per diem rate in St. Louis County (Duluth). Please see GSA Rates. Per diem for first and last days of travel are at 75% of the GSA rate.

Extended day: Employees in "extended day status" (12 continuous hours work without an overnight stay) are eligible to be reimbursed for the dinner meal up to the GSA Rate for St. Louis County (Duluth).

Mileage reimbursement

Carpooling is strongly encouraged when traveling to the conference. The All Extension Conference budget will reimburse travel that falls within the time frame of the conference at the IRS standard mileage rate, which is currently .625 per mile.

Travelers may rent vehicles when necessary, or when doing so reduces overall transportation charges to the University. For individuals near campus, renting a vehicle from University Fleet Services is preferred. Vehicles may also be rented through one of the Big 10 contracted suppliers (Enterprise or National Car Rental; booking information is available on U Travel. In the past, many regional offices have rented car(s) for carpooling purposes. Campus/regional support staff can provide guidance and/or assistance.

Parking

There is parking available at the DECC, including accessible parking, for $10 a day. Complimentary parking is also available at both the Radisson and the Holiday Inn for registered guests.

Hotel reservations and reimbursement

Attendees will be reimbursed for the conference negotiated room rate of $149 plus tax. Employees are encouraged but not required to share rooms.

Reservations can be made by calling Holiday Inn at 218-722-1202 and using the booking code UME.

To reserve online, visit the Holiday Inn website and use the booking code UME to receive our negotiated rate.

The cutoff date for the negotiated rate is Aug. 15.

To support the full participation of all Extension employees in the conference, Dean Durgan has approved lodging reimbursement for all Extension employees, including those who live in and around Duluth. If you are an employee who could easily commute to the conference but chose to stay overnight, justify the lodging expense on your reimbursement request by documenting the business purpose of your local stay (e.g. Participated in evening and early morning conference activities including the Dean's Distinguished Faculty and Staff awards banquet and networking meetings with colleagues about Extension partnerships and programming) and indicating that the stay was approved by Dean Durgan.

Exceptions

If there are extenuating circumstances that need to be considered, please discuss with your supervisor. Your supervisor will need to consult with the associate dean/unit lead and approve alternative plans both beforehand and on your subsequent reimbursement form.

Reimbursement procedure

As per University policy, all requests for reimbursement must be submitted within 60 days. Follow the appropriate procedure for submitting expenses; the account string and procedure differ for University and non-University (e.g. county-paid support staff) employees.

University employees: Please complete the reimbursement request in Chrome River. Use account string 1000 – 11476 – 21393- 1000006284 (account code: 720601). Note: employee ID is not used on this account string. Do not include other travel on this request.

Non-University employees (e.g. county-paid support staff): Fill out UM1911 Reimbursement Request form and submit requests via the RSS Work Request Form. Use account string 1000 – 11476 – 21393- 1000006284 (account code: 720607 for "non-employees"). Note: employee ID is not used on this account string. Do not include other travel on this form.

Questions: Please contact Finance and Planning staff