1. 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

2. On The Road… Meals Shuttle/Taxi/Subway, etc.
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

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

4. On the Road… Fuel Personal Vehicle Receipt Required
Pre-authorization Not Accepted for Reimbursement
Personal Vehicle
Mileage Reimbursement
2WD Rate $0.48 per Mile
4WD Rate $0.51 per Mile (Nov. 1 through Apr. 1 only)

5. Valid Lodging Receipt 3 1 2 4

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

7. Valid Rental Car Receipt1 2 3 3 4

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

9. Valid Baggage Fee Receipt2 3 1 3

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

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

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

13. Per Diem Departure Time Breakfast Lunch Dinner Before 5:00 AM Yes
Between 5:00 AM and 10:59 AM No
Between 11:00 AM and 8:00 PM
Arrival Time
Breakfast
Lunch
Dinner
Before 1:00 PM
Yes No
Between 1:00 PM and 7:59 PM
After 8:00 PM
*Incidental Expense Per Diem May Only be Claimed for Travel Days Which Include an Overnight Stay

14. Helpful Links Meals and Incidental Expense Breakdown Per Diem Rates
Per Diem Rates