Can departments authorize reimbursement for additional costs associated with weather or cancellations?
Yes, these are business expenses that are subject to departmental approval. However, additional costs attributable to personal business are not reimbursable.
What if a traveler has an open non-refundable ticket but cannot use it for business travel, can they reimburse the university to use the ticket for personal purposes?
This may be permissible at the department’s discretion. Typical practice is for a non-refundable ticket to be used on the next business trip.
Can I be reimbursed for conference registration fees, deposits and advanced air travel expenses prior to travel?
This is a departmental decision. The standard university practice is to reimburse after the business trip is complete. For cases where individuals are requesting reimbursement prior to the trip, the department is responsible for tracking the information to ensure that the trip occurred.
Will I be reimbursed for gas and mileage when using a rental car for business?
When renting a vehicle for university business, the employee will be reimbursed for the rental car cost and gas used on the trip; employees are not eligible for mileage reimbursement on top of a rental car expense.
Will I be reimbursed for gas and mileage when using my personal car for business?
Employees may be reimbursed at the IRS automobile reimbursement rate (which considers standard maintenance, repairs, taxes, gas, insurance, and registration fees) when using their personal vehicles for university business. The IRS annually announces the standard mileage rates for business, medical, moving, and charitable expenses. Please note that the standard mileage rate for moving/relocation expenses is different (and lower) than the business rate. See the current mileage rates.
By using the mileage object code, the IRS standard mileage rate is automatically populated in the Oracle Financials System.
Loss or damage to your personal vehicle or caused by your personal vehicle while using it for university business is not reimbursable by the university.
What mileage rate should I use if I am an employee at a non-U.S. campus or other non-U.S. location?
Employees at international locations may be required to adhere to country specific mileage and should consult with their local business office with questions.
What is the difference between refundable and non-refundable airfare and which should I utilize when coordinating university business travel?
Refundable tickets can be refunded to your credit or debit card. Non-refundable tickets cannot be refunded; however, if you cannot use your non-refundable ticket, you may be able to apply its value toward a future flight.
With either refundable or non-refundable tickets, the airline may charge additional fees for changes made to the ticket.
Refundable tickets are substantially more expensive than non-refundable tickets. The university’s policy states, Airfare booked should be the lowest priced coach ticket. Premium airfare may be appropriate subject to budget availability and approval. For these reasons, purchase of a refundable ticket is discouraged and requires DDFR approval if submitted for reimbursement. Refundable ticket pricing cannot be utilized in performing cost comparisons with non-refundable tickets.
Can employees receive reimbursement for a hotel stay prior to the actual trip?
This is a departmental decision. The standard university practice is to reimburse after the business trip is complete. For cases where individuals are requesting reimbursement prior to the trip, the department is responsible for tracking the information to ensure that the trip and/or expense occurred.
How far in advance should I book airfare tickets?
The university recommends booking tickets at least 21 days in advance.
What if excess baggage fees are unreasonable?
If excess baggage fees are unreasonable, individuals should work with their applicable department to facilitate in finding alternative options. For shipping, moving, and/or relocation related expenses, individuals should contact review the supplier directory or contact Procurement Services for information preferred suppliers.
Can travelers be reimbursed for immunization costs that are required before travel to certain countries?
This reimbursement is up to the department and subject to budget availability.
Can travelers book rental cars online with preferred or discount providers without booking through a university travel agency and utilize the corporate code?
Yes, for Direct Travel and Egencia, which offer online portals. Peoples and CTS do not have online portals so travel must be booked through the agent. Information pertaining to preferred travel suppliers, and how to link to the online portals may be found on the Procurement Services travel page.
Are there restrictions to using preferred travel agencies for personal use?
The only restrictions to using preferred travel agencies for personal travel is that personal travel may not be booked using university funds and/or be charged to university purchasing or travel cards.
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