ACCOUNTS PAYABLE / TRAVEL
REIMBURSEMENT RATES
Mileage
When using your private automobile, your personal automobile insurance will be the primary insurance coverage. The University's automobile insurance will only be effective after your personal insurance has been fully exhausted (USU Travel Policy).
Motor pool vehicles are required when traveling for university business. The only exceptions are:
(1) No motor pool vehicle was available.
(2) The trip was for the sole purpose of traveling to the airport, and a motor pool car would have been parked for an extended period of time.
(3) The trip included non-university related business.
(4) The total university business related trip mileage (mileage claimed for reimbursement) is less than 180 miles.
For trips that meet one of the above exceptions, the reimbursement rate for business use of a personal vehicle is $0.485 per mile. If a traveler is provided with a university vehicle and is required to cover all of the operating costs of that vehicle, the reimbursement rate for miles traveled on university business is $0.18 per mile. These rates are effective July 1, 2007.
The Mileage Reimbursement Form should be completed prior to travel and submitted to the Controllers Office with the completed Travel Authorization.
Food
1. Reimbursement for Actual Costs
When reimbursement for actual costs is requested by the traveler and approved by his or her supervising administrator, meals will be reimbursed based on actual costs as supported by receipts. When claiming reimbursement for actual meal costs, please complete the “Summary of Travel Costs” form. When claiming per diem for meals, the Summary of Travel Costs form may be required by the department. A “Summary of Travel Costs” form is available in the Travel Department for this purpose. When claiming reimbursement for the actual cost for meals, a receipt must be presented for the particular meal being claimed as actual. The other meals that day may be claimed as per diem amounts.
Charges for alcohol may not be paid from state appropriated funds or federal funds.
2. Reimbursement on Per Diem Basis
a. In-State Travel
(1) Reimbursement Rates - The per diem amount will be $28.
(2) Partial Days - Partial days per diem for in-state travel is computed as follows:
Allowance up to 24 continuous hours
11 to 14 One Meal
Over 14 to 18 Two Meals
Over 18 to 24 Three Meals
Allowance in excess of 24 continuous hours
6 to 11 One Meal
Over 11 to 14 Two meals
Over 14 to 24 Three meals
The meal per diem is as shown below. The dinner meal allowance is authorized only when the return time is later than 8:00 p.m.
Breakfast $ 7
Lunch 8
Dinner 13
Total $28
b. Out-of-State Travel
(1) Reimbursement Rates - The standard maximum per diem is $28 per day except in high rate metropolitan areas (See appendix A) where the per diem is $36 per day.
(2) Low Rate per diem High Rate per diem
| Breakfast $ 7 | Breakfast $ 9 |
| Lunch 8 | Lunch 10 |
| Dinner 13 | Dinner 17 |
| Total $28 | Total $36 |
(3) Partial Days - Out-of-State per diem computation for partial days is as follows:
Allowance up to 24 continuous hours
11 to 14 One Meal
Over 14 to 18 Two Meals
Over 18 to 24 Three Meals
Allowance in excess of 24 continuous hours
6 to 11 One Meal
Over 11 to 14 Two meals
Over 14 to 24 Three meals
If the election is made to be reimbursed for actual costs, the above partial per diems are not applicable.
c. Time Period
(1) Normal
Per diem begins at the time of departure from home station and ends at the time of return to that station.
(2) Travel by Automobile Required
If an automobile is the only mode of travel possible to fulfill authorized objectives of the trip and/or serve the best interest of the University, per diem will be paid from the time of departure from and return to home station. The reason for the necessity of automobile travel must be indicated on the TA or attached documentation.
(3) Travel by Automobile Requested
If the travel is out-of-state, and the mode of travel elected by the traveler is by private or Motor Pool automobile rather than commercial aircraft, and less than three authorized University travelers share the vehicle, per diem will normally be computed on the time it would have taken if the travel had been by commercial airline. In addition, when a request for out-of-state travel by private automobile is authorized for less than three University employees, the employee(s) will be charged annual leave for the normal working hours required to travel to and from destination in excess of normal flight time.
Although this is the policy for most situations, the unique circumstances of each trip must be considered by the authorizing account administrator to ensure that the interests of the University are best served by its application. Any exception requested should be so noted on the TA and must be approved by the President, Provost, appropriate Vice President, or Dean.
d. Registration Fees and Banquets
Payments for registration fees, banquet fees, or other conference fees normally paid in advance should be submitted on a requisition to Purchasing Services for advance payment. However, these fees will be reimbursed on a TA if they are not previously paid on a requisition.
The value of any meals included in the registration fee will be deducted from the applicable per diem allowance. The deduction for meals will be $7, $8, and $13 for breakfast, lunch, and dinner, respectively, regardless of the value indicated on the registration brochure.
e. Camping Out
Individuals who must camp out as part of their job assignment will receive a per diem allowance of $35 per day, based on the following for partial day considerations:
Breakfast $5
Lunch $6
Dinner $8
Sleeping Accommodations $16
APPENDIX A — HIGH RATE PER DIEM METROPOLITAN AREAS
|
KEY CITY |
COUNTY AND OTHER DEFINED LOCATION |
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California
|
Los Angeles |
Los Angeles, Kern, Orange, and Ventura Counties; Edwards Air Force Base; Naval Weapons Center and Ordnance Test Station, China Lake |
San Francisco |
San Francisco |
|
 |
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District of Columbia Washington D.C. |
Washington D.C.; the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington, Loudoun, and Fairfax in Virginia; and the counties of Montgomery and Prince Georges in Maryland |
|
|
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Florida |
Key West |
Monroe |
|
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Illinois |
Chicago |
Du Page, Cook, and Lake |
Maryland |
Columbia |
Howard |
|
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Massachusetts
|
Boston |
Suffolk |
Cambridge/Lowell |
Middlesex |
|
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New Jersey |
Newark |
Bergen, Essex, Hudson, Passic, and Union |
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New York
|
New York City |
The boroughs of Bronx, Brooklyn, Manhattan, Queens, and Staten Island; Nassau and Suffolk Counties |
White Plains |
Westchester |
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Pennsylvania
|
Chestor/Radnor |
Delaware |
Philadelphia |
Philadelphia; city of Bala Cynwyd in Montgomery County |
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