Pre-Travel Consideration Travel Authorization – Contact Purchasing to Set Up – Blanket – In State vs. Out of State – Any Travel with Airfare Included Lodging/Airfare/Registration Fees – University Issued Travel Card – Use Department Event Card if Necessary

On The Road… Meals – No Receipt Required if Per Diem Utilized – Meals Provided by Event In Lieu of Per Diem Per Diem Will Not Be Reimbursed Shuttle/Taxi/Subway, etc. – No Receipt Required Under $25 – Receipt Required Over $25

On the Road… Rental Vehicles – Receipt Required/Rental Agreement is Insufficient Lodging – Receipt Required/No Balance Due on Receipt Baggage Fees – Receipt Required

On the Road… Fuel – Receipt Required – Pre-authorization Not Accepted for Reimbursement Personal Vehicle – Mileage Reimbursement 2WD Rate $0.49 per Mile 4WD Rate $0.51 per Mile (Nov. 1 through Apr. 1 only)

Valid Lodging Receipt

Elements of a Valid Lodging Receipt 1.Must be Traveler’s Name Listed 2.Itemization 3.Arrival and Departure Date 4.Balance Due Equals $0.00/Payments Equal Charges

Valid Rental Car Receipt

Elements of a Valid Rental Car Receipt 1.Renter's Name Listed 2.Start and End Dates 3.Itemization 4.Balance Due Equals $0.00/Payments Equal Charges

Valid Baggage Fee Receipt

Elements of a Valid Baggage Fee Receipt 1.Traveler’s Name 2.Date of Fee 3.Balance Due Equals $0.00/Payments Equal Charges

Valid Fuel Receipts Pre-Authorized Receipts Will Not be Accepted for Reimbursement Amount Paid = Total Charges Itemization

Per Diem Based on Where Meal is Eaten Several Per Diem Rates for One Trip May Exist TOTALBREAKFASTLUNCHDINNERINCIDENTAL $46$7$11$23$5 $51$8$12$26$5 $56$9$13$29$5 $61$10$14$31$5 $66$11$15$34$5 $71$12$18$36$5

Per Diem Departure TimeBreakfastLunchDinner Before 5:00 AMYes Between 5:00 AM and 10:59 AMNoYes Between 11:00 AM and 8:00 PMNo Yes Arrival TimeBreakfastLunchDinner Before 1:00 PMYesNo Between 1:00 PM and 7:59 PMYes No After 8:00 PMYes *Incidental Expense Per Diem May Only be Claimed for Travel Days Which Include an Overnight Stay

Helpful Links Meals and Incidental Expense Breakdown – es/Appendix_A2_ pdf es/Appendix_A2_ pdf Per Diem Rates – es/Appendix_A1_ pdf es/Appendix_A1_ pdf