Travel Expenses & Reimbursements
When you have a travel or expense reimbursement (related to University business only), please submit expenses in Chrome River within 60 30 days of trip return date or initial date of purchase. If you submit late, you may not be reimbursed or it may be reported as taxable income if approved by the CFO. You must provide a strong justification for late reimbursements - saying "I forgot to submit my reimbursement" or "I didn't know the policy" will not be approved.
Traveling on University Business
Individuals traveling on University business are expected to choose the least costly method of transportation that meets the traveler's schedule and business needs
Travelers must substantiate and document all travel expenses (note: receipts are not required for meals and incidentals, which are reimbursed via per diem rates)
If the University (via Pcard, Tcard or reimbursement) and a third-party pay for the same travel expenses, the traveler must ensure that the duplicate reimbursement is returned to the University within 60 days of completed travel
All travelers (staff, faculty, students) going to an international destination must pre-register their trip information here
Air Travel
Travel by air is limited to the lowest, non-refundable, coach/economy class fare available at the time of booking. Travelers may select their seat on any flight when no other coach/economy seats are available or it better meets the traveler's needs.
Travelers are encouraged (but not required) to book University travel using our contracted travel agency. This information can be found in the U Travel section of your MyU page.
Ground Transportation
Travelers should rent vehicles only when necessary, or when doing so reduces overall transportation charges to the University
If it is necessary to rent or lease a vehicle, departments are encourage to use Fleet Services for local rentals or rent through Enterprise or National Car Rental
Travelers may use their personal vehicle if necessary, and they may request reimbursement for domestic or international mileage at the domestic mileage rate (mileage rate automatically calculated through Chrome River)
Lodging
Itemized receipts are required for all lodging expenses
Hotel booking confirmations with an estimated price cannot be used for reimbursement as the total may vary from what you pay when you check out
In Chrome River, travelers will need to itemize their lodging - split this into "room total" and "taxes and fees"
Meals and Incidentals
Travelers are reimbursed up to the Meals and Incidentals Expenses (M&IE) per diem (specific for the destination city and time of year of travel) according to the GSA website (domestic travel) or the U.S. Department of State (international travel)
Travelers do not need to provide receipts for reimbursement of travel meals or incidental expenses included in the daily per diem
Departments will reimburse travelers for meals on the first and last day of travel at 75% of the per diem rate
Travelers will not be reimbursed for meal expenses exceeding the maximum meal rate for their destination city, or
Any portion of the per diem that covers meals which are also provided as part of a conference or event
Gratuities for baggage carriers, porters, and hotel staff, as well as ATM fees, bank fees, and check cashing charges are included in the daily incidental amount.
Travelers may request reimbursement for laundry for domestic travel lasting 7 or more consecutive days