Travel on University business must be authorized in advance and travelers are not to make commitments to travel or to incur travel expenses without first obtaining the appropriate approvals. A Travel Authorization Request (TAR) must be completed and approved prior to undertaking travel to conferences, conventions and organized meetings, whether domestic or foreign. Submit the TAR as far in advance is possible to allow for appropriate approval process to be completed.
Receipts for travel reimbursements need to be submitted within 30 days of the date of travel for timely processing. After 6 months from the date of travel, there is no reimbursement.
Reimbursable Travel Expenses
- Airfare: The traveler should procure the most practical and economical airline travel available. The University will only pay for coach/non-refundable airfare. A traveler may be reimbursed the actual and necessary expense incurred for changing flight plans for business reasons. It is the responsibility of the traveler to substantiate that the charges were proper and necessary. Any additional charge for changing flight plans due to personal reasons or for the convenience of the traveler will be borne by the traveler.
- Rental Car: The traveler should use Avis Rent a Car for all car rentals because the State of Florida has a contract with the company. The contract reference number is AWD #A113400 and should be provided at the time of reservation and/or pick-up. The contract applies to rentals originating at any on-airport or off-airport rental location except in Alaska, Hawaii, New York on weekends and holidays, other countries, and specified out-of-state cities. The contract allows for the reimbursement for the rental of sub-compact or compact class cars.
- Private Automobile: A traveler may use his/her own automobile when it is more economical than airfare. The University authorizes reimbursement to the traveler for the official map mileage between cities at the federal rate published by the General Services Administration (GSA). Internet mapping services such as MapQuest, Google, and Yahoo may be used as documentation of number of miles driven. Cost of operation, maintenance and ownership of a vehicle are the responsibility of the traveler. The University is not authorized to reimburse a traveler for repairs, fines for violations of the law, or other related costs incurred while traveling on official business of the University.
- Lodging: Whenever possible, the traveler should secure lodging at rates at or below the published maximum for the area. Unless the conference/convention hotel is used, requests for reimbursement at rates that exceed $200 per night must include justification for the additional expense. If the rate published for the area exceeds $200, the traveler may claim up to the published amount without additional justification. For reimbursement, an itemized receipt showing zero balance due must be provided.
- Meals: When seeking meal expense reimbursements, travelers will be paid a flat per diem allowance based on GSA and government rates. For domestic travel, the current rate per day is $6 for breakfast, $11 for lunch and $19 for dinner. Any meals included in the registration fee and listed in the conference program (i.e., "buffet lunch provided") will be deducted from the allowance. Meals will not be reimbursed for same-day travel.
3. Incidental Expenses
Actual incidental expenses will be reimbursed. Receipts are required for:
- Airline carry-on baggage fees
- All taxi or shuttle expenses, regardless of the amount
- Parking or tolls in excess of $25 per transaction
- Train or bus fares
- Communication (telephone, internet, fax)