Travel

Travel

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UO Travel Fair - Thursday, Oct. 26 from 9:00am - 12:30pm in EMU Ballroom. 

TSA PreCheck event - Oct. 30 - Nov. 3 Registration information coming soon!

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GUIDING PRINCIPLES

  • Faculty, staff, and student travel is necessary to support and enhance the university's mission
  • Travelers are expected to be, and believed to be, reasonable and prudent utilizing university resources for travel
  • Budget Authorities are accountable and responsible for appropriate use of university resources. Departments are free to create policies/limits that are more restrictive (but not less restrictive) than university-wide policies/limits
  • University processes related to travel reimbursements should not be overly onerous so as to negatively affect travelers (including guests, visitors, recruits, etc.)
  • Travel reimbursement processes should be clear, consistent, transparent, convenient, efficient, and compliant
  • Travel reimbursements are for business-related expenses only, not for personal expenses of the traveler or any traveling companions

The UO campus travel reimbursement process is used for the reimbursement of travel expenses of employees, students, and non-employees.

A travel reimbursement cannot be filed before the trip is completed and should be filed in a reasonable period of time, generally within 60 days of the completion of travel. If the trip is exceptionally lengthy, interim filings may be permitted

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APPROVAL

Travel expenses will be reimbursed provided the trip and reimbursement request are approved by authorized campus personnel (generally the traveler's supervisor or designee). Travel authorizations may be oral or written. Blanket authorization for a series of trips may be approved. Employees whose duties require frequent or continuous travel are considered to have approval when travel is within the usual limits of their duties.

Travelers must sign the reimbursement as the claimant. No one else can sign on the traveler's behalf. Electronic signatures are not allowed.

The Travel Expenditure Authority (TEA) form provides department budget authority to sign for travel reimbursements. Travelers cannot sign as department approval for their own travel and ideally the TEA should be a supervisor of the traveler.

A Travel Certifier or the travel office reviews for policy compliance and authorizes payment for the reimbursement.

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PERSONS ELIGIBLE FOR TRAVEL-EXPENSE REIMBURSEMENT

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[1] Employees

University of Oregon employees may be reimbursed for expenses incurred in connection with official travel.

Reimbursement must be submitted through the campus travel reimbursement process.

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[2] Employees on Leave

Travel expenses incurred during sabbatical leave may be paid/reimbursed when the travel was approved by Academic Affairs as part of the application for sabbatical leave. Payment/reimbursement for travel expenses while on other types of leave is warranted only in exceptional circumstances.

An approved SABBATICAL or LEAVE WITHOUT PAY TRAVEL APPROVAL REQUEST FORM must be submitted with reimbursement.

Resources:

Sabbatical Instructions and approval form

Academic Affairs Sabbatical Approval Process Memo

CAS Sabbatical Policy

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[3] University of Oregon Board of Trustees Members and Unpaid Members of university Advisory Committees

University of Oregon Board of Trustees members and unpaid members (non-university personnel) of university advisory committees may be reimbursed for actual and reasonable expenses, including mileage and gratuity.

Reimbursement must be submitted through the campus travel reimbursement process.  For information on gratuity limitations, see Per Diem guideline table. 

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[4] Prospective Employees

Travel expenses incurred in connection with prospective university employee interviews and recruitment are reimbursable when properly authorized.

All expenses related to the prospective employee are considered job-hunting expenses to the prospective employee and can be reimbursed tax free with original itemized receipts. Reimbursement must be submitted through the campus travel reimbursement process. Departments can pay third party service vendors directly (hotel, airline, car rental agency, etc.) on behalf of the interviewee without tax consequences. Expenses paid or reimbursed by the university for the spouse, dependent, or other individual accompanying the prospective employee may be taxable to the prospective employee. Requirements or limitations in specific contracts or grants may be applicable to interview travel. Contact the Provost, Vice President or Dean for your area.

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[5] New Employees

New employees may be reimbursed for travel and moving expenses as approved by the hiring authority and in accordance with Fiscal Policy Manual 66.200, Moving Expenses Policy

Moving and relocation reimbursements may be submitted either as a Banner invoice payment or through the campus travel reimbursement process. Use moving account codes 10780 and 10790.  Employees hired to teach on a Temporary Assignment (less than nine months/39 weeks) and who do not qualify for moving expense reimbursement may be reimbursed for round trip transportation with a taxable payroll stipend.

 

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[6] Students

Students who travel as employees or officially-designated representatives of the university may be reimbursed for travel expenses.

  • UO Student Aid Participant Support payments are processed as a Banner invoice. Use account codes 55105 or 55108.
    Participant Support Information
    The participant support account code guidance document from Sponsored Project Services (SPS) suggests using account code 55105 for post doc travel which is also paid as an invoice in banner. Participant Support guidance for grant funds. You can create a document trail by using the check request or disbursement request form found on Accounts Payable forms tab.
     
  • Non UO Participant Support payments use account code 286xx and must be processed using the campus travel reimbursement process.
     
  • UO Student Business Travel: A student who travels as an employee or officially designated representative of the university.  Use travel account codes and process using the campus travel reimbursement process.

 

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[7] Non-Employees/Volunteer Workers/Independent Contractors

Individuals not listed above may only be reimbursed for travel expenses incurred in conjunction with providing a service to campus through a formal or informal contractual relationship.

Including but not limited to Consultants, Entertainers, Guest Speakers, Visiting Experts, Individuals, Grant Participants and Companies. Due to IRS tax liability, determination must be made as to whether the individual is performing work as an employee of the university, serving as a volunteer, participating in a grant activity, or performing services as an independent contractor. Include this information in the travel reimbursement business purpose. A/P Vendor Set Up.

Independent Contractors: Reimbursement for services provided by an independent contractor operating as a company rather than as an individual must be paid as an invoice in Banner and coded to a tax reportable account code 24599. The amount is added to their 1099 at year end. Be sure to review travel payment provisions on the PSC contract. If travel expenses are reimbursed to an individual through the campus travel reimbursement process, receipts are required and regular travel account codes are used.

Independent Contractor Payment Options:

  • (a)Lump Sum Fee (preferred method): Travel/miscellaneous expenses are paid by the independent contractor. A fee is paid for their services using the Personal Services Contract form (PSC). No receipts are required by the UO. Receipts are retained by the independent contractor. The total amount is reported on a 1099 at the end of the calendar year.
  • (b)Fee Plus Expenses (travel expenses paid by contractor and reimbursed by UO): Reimbursement is made via the campus travel reimbursement process, in accordance with campus travel policy and the IRS Accountable Plan rules. The PSC must state that travel/miscellaneous expenses will be reimbursed separately. Independent contractor pays their travel/miscellaneous expenses personally and applies for travel reimbursement after the trip is complete. Include a copy of the PSC with the travel reimbursement. Receipts are required.
  • (c)Fee Plus Travel Expenses (travel by UO directly to vendors): The PSC must state that travel/miscellaneous expenses are paid separately. Airfare is purchased through one of the UO contract travel agencies. Upload a copy of the PSC to the airfare authorization. Lodging is paid directly to the vendor up to applicable per diem plus tax. Incidental and personal expenses must be paid by the independent contractor. Meals can only be reimbursed if they have not been hosted and are paid at current per diem rates. Miscellaneous expenses, i.e. taxis, phones, etc. may be reimbursed as allowable by UO travel policy.
  • (d)Travel Expenses Only (paid by contractor and reimbursed by UO): No PSC is required. If the independent contractor does not charge a fee for their services, there is no PSC. The contractor pays their travel expenses personally and applies for reimbursement. Travel reimbursement is processed through the campus reimbursement process; receipts are required. Or the UO may pay for expenses through vendors as described in (c).
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Individual reimbursements or third-party payments (hotels, travel agency, etc.) on behalf of non-resident aliens are subject to restrictions associated with the visa type in which they entered the U.S. This includes non-resident aliens who are already inside the U.S. Refer to Payment Process for International Visitors to verify when the payment of honorariums or other forms of reimbursements meet federal restrictions. Provide copies of the guest's I-94 and/or ESTA (Electronic System for Travel Authorization), along with a copy of the UO international Visit ors Declaration form if necessary, with the travel reimbursement.

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TRAVEL-EXPENSE PAYMENT

Travel expenses may be paid either by reimbursement to the traveler or direct payment to a provider/merchant (e.g., airline ticket through a contract agency, direct billing from hotel).

Requests to reimburse travel expenses must be made via the campus travel reimbursement process. Requests for reimbursement must be accompanied by receipts, when required. Direct payments/reimbursements from the University of Oregon Foundation are subject to that organization's policies and processes.

Travel advance funds may be requested from and approved by Business Affairs.

When employees travel together, it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees. Reimbursement for multiple employees is only allowed when actual expenses are being reimbursed and are supported by receipts. Deductions are made from the per diem amounts for employees involved.

UO Employees and students may need to be activated through Accounts Payable to be reimbursed for travel expenses. Non employees must be set up as a vendor through Accounts Payable. A/P Vendor set up

Requests to reimburse travel expenses must be made via the campus travel reimbursement process. Reimbursement is made only after travel is completed. Reimbursements must be accompanied by itemized receipts showing payment of the expense, when required.

Employees Traveling Together: A traveler may not claim per diem for another UO employee.

  • Meals: A traveler may be reimbursed for another UO employee's meals with an itemized receipt showing payment.  The maximum allowable reimbursable amount is limited to actual expense, up to the allowable meal per diem rate.

  • Hotels: A traveler can be reimbursed for someone else's lodging with a receipt showing they incurred the expense.

Vendors/Merchants/Providers: Direct payments to provider/merchant (hotels, rental car direct bill) must be processed as an invoice in Banner using a travel account code. Commonly used Travel Account Codes.

Independent Contractors: Reimbursement for services provided by an independent contractor operating as a company rather than as an individual must be paid as an invoice in Banner and coded to a tax reportable account code 24599. The amount is added to their 1099 at year end. Be sure to review travel payment provisions on the PSC contract. If travel expenses are reimbursed through the campus travel reimbursement process, refer to Persons Eligible for Travel Expense Reimbursement (7) Non-Employees/Volunteer Workers/Independent Contractors.

Independent Contractor Payment Options:

  • (a)Lump Sum Fee (preferred method): Travel/miscellaneous expenses are paid by the independent contractor. A fee is paid for their services using the Personal Services Contract form (PSC). No receipts are required by the UO. Receipts are retained by the independent contractor. The total amount is reported on a 1099 at the end of the calendar year.
  • (b)Fee Plus Expenses (paid by contractor and reimbursed by UO): Reimbursement is made via the campus travel reimbursement process, in accordance with campus travel policy and the IRS Accountable Plan rules. The PSC must state that travel/miscellaneous expenses will be reimbursed separately. Independent contractor pays their travel/miscellaneous expenses personally and applies for travel reimbursement after the trip is complete. Include a copy of the PSC with the travel reimbursement. Receipts are required.
  • (c)Fee Plus Travel Expenses (travel by UO directly to vendors): The PSC must state that travel/miscellaneous expenses are paid separately. Airfare is purchased through one of the UO contract travel agencies. Upload a copy of the PSC to the airfare authorization. Lodging is paid directly to the vendor up to applicable per diem plus tax. Incidental and personal expenses must be paid by the independent contractor. Meals can only be reimbursed if they have not been hosted and are paid at current per diem rates. Miscellaneous expenses, i.e. taxis, phones, etc. may be reimbursed as allowable by UO travel policy.
  • (d)Travel Expenses Only (paid by contractor and reimbursed by UO): No PSC is required. If the independent contractor does not charge a fee for their services, there is no PSC. The contractor pays their travel expenses personally and applies for reimbursement. Travel reimbursement is processed through the campus reimbursement process; receipts are required. Or the UO may pay for expenses through vendors as described in (c).
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Reimbursements must include a copy of the conference/meeting brochure, email, or letter of invitation showing the location, dates of the conference/meeting, and agenda. The IRS states that the convention/conference/meeting agenda or program generally substantiates the purpose of the conference/meeting and that attendance at the conference/meeting benefits the individual's official duties and responsibilities of their position and helps document the travel expense. If this is not obvious, state the benefit or role.  (Agenda examples:  Agenda at a glance, electronic schedule showing traveler's personal schedule, program pages marked with sessions attended.)

Applicable meal per diem may not be claimed if a meal is provided and consumed as part of a hosted function (e.g., a conference registration fee includes a meal). Banquets or special meals served at conferences that are in excess of the per diem are an allowable expense and are coded to account code 28601 - Registration Fees. For reimbursement, documentation such as the brochure or registration form must be provided verifying the meal expense, with a receipt showing payment. For travel day meal reimbursement, see additional information under MEAL AND INCIDENTAL EXPENSES

Conference Lodging:  Exceptions to standard lodging per diem may be provided for conferences & meetings. Lodging may be reimbursed at actual and reasonable cost with appropriate documentation such as a conference brochure/website that shows all of the following:

  • Assigned conference hotel(s), and
  • Lodging rate assigned to the conference, and
  • Lodging receipt that shows the amount paid.

Conference Registration:  Conference registration fees are normally paid in advance by the department. However, if the fee is paid by the individual, reimbursement is claimed after travel is complete and may be included in the travel reimbursement. Documentation for registration fees may include conference brochure and/or registration forms identifying the applicable costs and a receipt showing payment. Use account code 28601 for registration fees. Commonly used Travel Account Codes.

Conference Social and Recreational Activities: Social/recreational activities associated with a business conference are usually not reimbursable or payable. If you think a social activity is applicable and should be reimbursed, write a justification and submit it with the reimbursement.

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When required, original itemized receipts showing payment must be provided. Credit card receipts/statements or bank statements are seldom accepted for reimbursement since they normally do not describe the detail of the expense. Check copies are not accepted. Receipts in a foreign language must be converted to US dollars and translated into English. A credit card statement may be supplied to show actual currency conversion.

Receipts for Airfare must have the following elements:

  • Passenger name
  • Detailed itinerary
  • Ticket number
  • Payment information

Original itemized Hotel receipts are required and must show the following:

  • Traveler's name (or names)
  • Date(s) occupied
  • Itemization of Charges
  • Settlement in Full

Receipts are required for the following:

  • Airfare/Train/Bus (such as Greyhound)
  • Banquet or conference meals over the per diem
  • Lodging
  • Conference Registration
  • Car Rental
  • Expenses for other people
  • Foreign transaction/currency exchange fees
  • Visa and Passport expenses
  • Expenses for supplies e.g. paper, books, supplies, etc.
  • Printing and copies
  • Museum admission fees when related to business
  • Film or Theatre admission fees when related to business
  • Airline Baggage fees $25.00 and over
  • Parking $25.00 and over
  • Phone Calls $25.00 and over per phone call
  • Miscellaneous travel expenses $25.00 and over
  • Taxi, Shuttle, Limos $75.00 and over
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If an overpayment occurs on a travel reimbursement, repayment must be made within 120 days of overpayment as per IRS Accountable Plan. A check for the overpayment, issued to the University of Oregon is given to the department travel coordinator or business manager. Check is deposited to the index from which it was paid and a copy of the deposit slip is attached to the reimbursement, with explanation.

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Travel & Entertainment Visa Card Application

Travelers may apply for the UO Corporate Travel & Entertainment Visa Card for convenience, security and flexibility while traveling on business. This is a personal liability card: the traveler is responsible for all charges made on the card. The balance must be paid in full each month, it is not a revolving charge account. The card is used for reimbursable business travel expenses and is not intended as a means of personal credit. Activity may be spot checked for appropriate usage.

  • Eligibility: Applicant must be UO employee with at least .5 Full Time Employment (FTE). The completed application can be emailed or dropped by the Travel Office at Thompson University Center (TUC) where it will be reviewed and submitted to US Bank. The Visa card will arrive by USPS to the traveler's mailing address within 7-10 business days. Travelers will remain eligible for this card as long as you remain a UO employee and your account is in good standing with US Bank. If your employment with UO is terminated for any reason you will need to relinquish your card immediately.
  • Insurance: Insurance coverage is provided by the Central Travel System (CTS) and covers $500,000 for death and lower amounts for dismemberment, and $1,500 lost luggage in addition to airline payment. Oregon worker's compensation covers employees on the job (ORS 656.204). Death benefits vary depending on marital status, spouse working, number and ages of children, and salary. Disability coverage is also offered. Corporate Card Insurance
  • ATM Access: ATM access is available. Shortly after you receive your card, you will be issued a Personal Identification Number. You will receive a letter approximately one month later that will allow you to self-select your own Personal Identification Number if you so choose.

Lost or Stolen Cards: Cardholders are responsible for notifying U.S. Bank immediately by calling 1-800-344-5696 of any loss, theft, or unauthorized use of their card. Cardholders are also responsible for notifying the UO Program Administrator at 541-346-3158.

Delinquent Accounts: Cardholders are expected to maintain financial responsibility with regard to use of the corporate T&E Card. An account is considered delinquent if the total payment due is not remitted before the next billing date. The balance indicated on your monthly statement is due in full upon receipt. Your card will be suspended at 60 days past due and canceled at 90 days if payment in full has not been received. The UO receives monthly reports on past due accounts.

Card Activation: Upon receipt of your card, contact U.S. Bank at 1-800-344-5696 to activate the card. All cards are mailed inactive to prevent fraud. You will need to give your Social Security number for card activation.

Upon receipt of your card, please read all correspondence from U.S. Bank for a clear understanding of the corporate card program. If you have questions call the program administrator at 541-346-3158.

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Travel Advances may be requested from and approved by Business Affairs for infrequent travelers or those who do not qualify for the corporate Travel & Entertainment Visa card. Travel advances are available for lodging, meals and ground transportation expenses. Transportation expenses such as airfare cannot be advanced and should be purchased through our UO contract travel agencies.

Direct (Peak) Travel (UO Contract)

Premier Travel (UO Contract)

  • Applicant must be a UO employee with an appointment percentage of .5 or greater. Student employees are not eligible.
  • Requests must provide the business purpose of travel and a detailed description of funds requested.
  • The minimum amount is $200 per person. Advances are issued for 80% of expected expenses. Exceptions may be considered when traveling with a student group or paying for expenses for others.
  • Advances cannot be issued to an employee with previous outstanding travel advance.
  • Late fines and billing charges may be assessed if the travel advance is not cleared by the due date.
  • If the advance is not paid back, a deduct will be placed on the employee's payroll check. When this happens, the employee will no longer be eligible to receive travel advances

How to request an advance:

1.  Complete a Travel Advance Request Form a minimum of seven days prior to departure and indicate Direct Deposit or Check payment. For Direct Deposit, check Banner to be sure the traveler is set up for Accounts Payable Direct Deposit (different from Payroll). If not, the traveler can go to Duckweb: Employee Information tab; Pay Information; Direct Deposit; Update Direct Deposit Allocation; and then check the Employee Reimbursement and Student Refund check box. The advance may include meals, lodging and miscellaneous expense items such as taxis or fuel.  The UO does not advance for air (use the UO contract travel agencies) or private vehicle mileage.

2.  Direct Deposits are processed Tuesdays, Thursdays and Fridays. Paper checks are issued on Tuesdays and Fridays. Payments are made 4-7 days prior to travel. If a paper check is requested, the traveler must personally pick up and sign the promissory note.

3.  A travel reimbursement must be submitted within the IRS 60 day guideline to clear the travel advance. IRS says that advances must be cleared within 120 days of travel. The reimbursement will be applied to the outstanding advance. If the reimbursement amount is greater than the advance, a payment will be issued for the difference. If the reimbursement amount is less than the advance, attach a check for the difference to the travel reimbursement form. If the travel reimbursement is approved in the department rather than the Business Affairs Office, forward the check to the Travel Office with a note indicating the Traveler Name, UO 95#, and Banner trip identifier

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TAX TREATMENT

The university reimburses for travel expenses under an IRS Accountable Plan and in accordance with IRS Publication 463 (Travel, Entertainment, Gift, and Car Expenses) and IRS Publication 519 (U.S. Tax Guide for Aliens). This includes the provision that expenses be accounted for within a reasonable period of time.

Reimbursement of travel expenses for temporary assignments (less than one year in duration) is generally not taxable to the employee. If the assignment is indefinite, the employee is considered to have moved to the new work location. Reimbursement of expenses for indefinite travel is generally taxable to the employee.

Reimbursements that follow IRS Accountable Plan are not taxable to the recipient. Reimbursements that do not follow IRS Accountable Plan rules are considered taxable/tax reportable income.

  • (1) Expenses must have a business purpose/connection that clearly defines benefit to the UO.
  • (2)Expenses must be adequately accounted for in a reasonable period of time, within 60 days of the completion of travel (provide an explanation if reimbursement exceeds 60 days); and
  • (3)Excess reimbursement or allowance must be returned within a reasonable period of time, defined by IRS as 120 days.

Adequate accounting is defined by the IRS as giving documentary evidence of the travel and expenses. An established per diem plan satisfies the adequate accounting requirements; consequently receipts are not required for meals. Receipts are required for lodging.

Documentary Evidence shows the expense amount, date, place, proof of purchase and essential character of the expense and may include itemized receipts showing payment, hotel folios, final car rental receipts, travel log or diary detailing daily business activities, and/or account book. Additional supporting evidence may include a mileage log, meal per diem log, conference agenda, workshop outline, registration information, a bank or credit card statement or a canceled check.

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IRS defines business purpose as "Business purpose for the expense or the business benefit gained or expected to be gained". The business purpose needs to be descriptive enough to clearly demonstrate benefit to the UO. Details should include who traveled, what they did, why they traveled, and any details deemed important to explain the circumstances. Spell out acronyms.

Travelers who are on extended research trips should provide a daily log to document a business purpose for all days. The log should include dates, name(s) of the organization(s) involved; names and positions of individuals visited/consulted; places, monuments, or institutions visited; or other descriptions as appropriate. A description of the activity should be specific and mention for example, the research topic, paper title, etc., as appropriate.

Examples:

Inadequate Descriptions:

  • Attend Conference
  • Research Book
  • Collaboration
  • Meet with Colleagues
  • Site Visits
  • Give a lecture
  • Speaker

Adequate business purpose descriptions with additional notes to offer supporting details:

  • Attend and present at the Gatlinburg Conference on Research and Theory in Intellectual Disability. Conference is March 5-7 at Hotel Allegro in Chicago, IL. This is in support of xxx grant objectives. Two personal days at end of trip. Comparison airfare quote attached shows business only price is more than actual air expense.
  • Field trip to Mojave Desert to study vertebrate fossil sites. Research agenda attached.
  • In state mileage for fall term to attend events, board meetings and town hall meetings, meet with alumni, conduct student recruitment, and meet with marketing representatives and UO colleagues to discuss recruitment efforts. Specific trip details outlined in attached mileage log.

 

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STUDENTS, STUDENT GROUPS, AND TEAMS

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[1] Student Travel

University policy on Traffic, Parking and Vehicle Safety (former OAR 580-40-0030) provides guidelines regarding transportation of students in a state owned, leased or controlled vehicle.

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[2] Travel Expenses of Others

A university employee, such as a coach, athletic director, or group leader, may pay for the travel expenses of the team or group members.

When reimbursing a university employee such as a coach, athletic director or group leader for student or team expenses, keep non-employee travel expenses separate from those of employees. Provide a detailed itemization of each person's expenses. Use the travel account codes for the travel expense. Commonly used Travel Account Codes Include an itemized vendor receipt for meals provided to team or group members. If no receipt is available, such as when individuals are provided cash to buy their own meals, a signature log listing each individual's name, their signature, and the amount disbursed is required.

Meal per diem signature log sample form

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[3] One-Day Trips

Meal expenses for an athletic team or student group on a one-day trip may be reimbursed at actual cost (as opposed to per diem). An itemized receipt is required. University employees such as coaches, trainers, or group leaders who accompany and are responsible for the care, custody, or control of the team or group are also eligible for meal-expense reimbursement. The request for reimbursement must state that the expenses result from a trip by an athletic team or student group.

Allowable per diem is the guideline for meal reimbursement.

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TRAVEL PAID BY OUTSIDE SOURCE

Outside entities may reimburse the campus, pay a service provider directly, or reimburse a university employee for travel expenses related to university business. The university will not pay or reimburse for any travel expenses that are also being paid by an outside source directly to the university employee.

When an outside agency requests a university representative to deliver a presentation, the outside agency should provide and pay for the travel arrangements. Otherwise, the traveler should incur the expense and be reimbursed by the outside agency.

If an exception is required for the university to prepay the expense, use account code A3103 (Misc. A/R) to set up a receivable. The UO department must issue an invoice to the outside entity to collect payment. The payment is deposited to A3103 to clear the receivable.

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MEAL AND INCIDENTAL EXPENSES

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[1] General

Generally, meal and incidental expenses are reimbursed at a per diem rate. Meal and incidental expenses may be reimbursed only if the traveler qualifies for lodging-expense reimbursement, except as noted herein.

Travelers are eligible for 75% of the meal and incidental expenses per diem amount on the initial and final day of travel. Travelers are eligible for 100% of the meal and incidental expenses per diem on all other travel days.

For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. For the day the traveler returns from a trip, the per diem rate specified for the last location where the traveler stayed overnight is used.

Applicable meal and incidental expense per diem may not be claimed if a meal is provided and consumed as part of a hosted function (e.g., a conference registration fee includes a meal, meals are included with lodging rate) or included with a roomette/bedroom railroad rate or international flight. The per diem rate for a full day's meal and incidental expenses is apportioned as follows:

  • breakfast: 25%
  • lunch: 25%
  • dinner: 50%.

Meal and incidental expense per diem is not apportioned for the initial and final day of travel (even if a meal is provided and consumed)

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[2] Actual Meal-Expense Reimbursement

Reimbursement for meals at actual expense (including gratuity) instead of per diem rate is allowed when hosting official guests and groups (See Fiscal Policy 56.100 - Non-Travel Meals, Refreshments, and Hospitality Expenses).

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[3] Meals on One-Day Trips

When a traveler departs and returns the same day, meal expenses are reimbursed only in the following cases:

[a] When traveling as a University of Oregon Board of Trustees member or unpaid member of a university advisory committee.

Use account code 39742

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[b] When a meal at a convention, conference, or meeting is part of the agenda and the cost of the meal has not previously been paid with the registration fee.

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Meals over per diem at a conference or meeting: Use account code 28601.

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 [c] When directed or required to attend mealtime business meetings, including community or public relations meetings.

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Use account code 28601.

 

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[d] Trips by athletic teams and student groups (see STUDENTS, STUDENT GROUPS, AND TEAMS above)

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Use acount code 35120 for domestic travel meals.

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Lunches on one-day trips will not be reimbursed except in circumstances [a] - [d] listed above.

The IRS considers breakfast and dinner allowances, figured on the basis of hours worked (such as those permitted under [e] [f] below, to be taxable to the employee. Breakfast and dinner allowances are not available to non-employees.

[e] When an employee leaves his/her official station two or more hours before his/her regular work shift, s/he will receive the breakfast allowance.

[f] When an employee returns to his/her official station two or more hours after his/her regular work shift, s/he will receive the dinner allowance.

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Use One Day Overtime Meal account code 28502.

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[4] Incidental Expenses

Incidental Expenses are combined with meals into a single rate.

The university references IRS Publication 463 (Travel, Entertainment, Gift, and Car Expenses) for the definition of domestic-travel incidental expenses and the U.S. Department of State for the definition of foreign-travel incidental expenses.

Domestic travel: Incidental definition is determined by IRS Publication 463

Foreign travel: The US Dept. of State determines foreign per diem rates. The rates consist of a maximum lodging portion and a maximum meals and incidental expenses (M&IE) portion. Because taxes are included in the lodging and meal prices we use to determine the foreign per diem rates, lodging tax expenses may not be reimbursed separately. The incidental expenses portion of the per diem rate includes laundry and dry cleaning expenses. Therefore, laundry expenses, along with fees and tips given to porters, baggage carriers, hotel staff, and staff on ships may not be claimed separately.

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LODGING

Lodging expenses are normally reimbursed when authorized campus personnel determine that the traveler would not reasonably be expected to return to his or her residence between work shifts. Generally, lodging is reimbursed at actual cost up to per diem rates. Exceptions to per diem maximum may be granted with appropriate justification.

Common exceptions include:

  • Conferences
  • Traditionally high-cost locations (e.g., New York City; Washington, DC; San Francisco Bay Area; Boston; Seattle)
  • Cities where a per diem hotel is not available within a reasonable distance [e.g., twenty (20) minute drive] of the primary business location
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[1] Lodging Receipts Requirements

Receipts for lodging are required and must show the following:

  • Traveler's name (or names)
  • Date(s) occupied
  • Itemization of Charges
  • Settlement in Full
# sect_uu2358

Lodging may be reimbursed only if the traveler's home base is more than 50 miles from the business site.

Lodging per diem is based on the city in which the traveler spends the night.  High Low City per diem table and International per diems.

# sect_uu2357

 UO Hotel Pricing Partner program contains pricing agreements in a number of Oregon areas negotiated for UO business travelers. 

What is the UO Hotel Pricing Partner Program?

  • The pricing agreements auto renew each year on Jan. 1 unless mutual consent to cancel with 30 days written notice.
  • The pricing agreements streamline the contracting process for reservations by eliminating the need for additional signatures.
  • Pricing agreements may be applicable to both individual and group arrangements.  See specific hotel for details.
  • Pricing agreements are for UO business travelers only.  Contact the hotel for pricing for personal travel needs.
  • Rates can be confirmed by either phone or through UO Contract Travel Agencies.

UO Hotel Pricing Partners

# sect_uu2287

[2] Taxes on Lodging

Lodging taxes at domestic locations are reimbursed as part of the actual lodging cost calculation, but are not included when determining if lodging cost has exceeded the per diem rate maximum. Lodging taxes at international locations are included as part of the per diem.

# sect_uu2288

[3] Non-commercial Lodging

The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g., travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. For current rate, see Per diem tables.

For purposes of reimbursement rates and per diem limits, lodging arranged through services such as Airbnb is considered Commercial Lodging.

In certain circumstances, alternate lodging arrangements (e.g., leased apartment) may be considered most appropriate. Contact the BAO Travel Office for additional information and consideration.

# sect_uu2334

TRANSPORTATION

 

Transportation expenses incurred while traveling on official business may be reimbursed. Personal expenses, such as private vehicle repair and maintenance, may not. The following expenses may be reimbursed or paid directly:

  • Common carrier fare
  • Rental Vehicle charges
  • Private-vehicle mileage allowance
  • Taxi or shuttle service fare (including gratuity)
  • Parking and garage fees
# sect_uu2290

COMMON CARRIER FARES

Transportation by common carrier is recommended when it is more appropriate and economical than travel by state or private vehicle. Common carriers are usually preferred for out-of-state travel. Actual cost is paid or reimbursed for airline, railroad and bus fares for travel.

# sect_uu2291

[1] Airlines

All employees are encouraged to travel using routes, schedules, and airlines that provide the most cost-effective, efficient travel that meets the business purpose. Economy Plus and/or Business Class airfare are authorized for any leg of international flights where the elapsed time in-the-air is eight hours or greater. First Class airfare is not authorized.

Air travel paid from federal funds must conform to the Fly America Act

# sect_uu2293

Airfare may be purchased using:

  • Preferred: UO contract travel agency via the UO airfare authorization process using the UO credit card. Charges are distributed monthly journal voucher to the department index.

Direct (Peak) Travel (UO Contract)

Premier Travel (UO Contract)

Benefits for using UO Contract Travel Agencies

6 Steps in working with a travel agent

  • UO contract travel agency using traveler's personal or UO Corporate Travel & Entertainment Visa card (T&E Card) Travel & Entertainment Visa Card Application
  • Airline website or online ticket seller (e.g.: Orbitz, Expedia, Travelocity) using a personal credit card or corporate T& E card. A traveler may submit receipts for reimbursement upon completion of the travel for the business portion only if combined with personal travel. Comparison quote required.
  • Purchase Order - Sometimes used for group air travel deposits. All purchasing or procurement card rules apply.

UO Departmental Purchasing Card (PCard) may not be used for individual traveler expenses except in unusual circumstances. Document the reason for exception. PCS PCard policy

# sect_uu2295

Payment is based on the most cost effective, efficient travel, and the meal per diem and lodging to which the traveler would have been entitled to while traveling on official business. This is generally one day before and one day after the dates of the conference/meeting. A comparison quote must be prepared at the time of the ticket purchase or when planning the trip if the traveler is driving. If the cost of the combined business/personal itinerary exceeds the business only itinerary, the personal portion of the airfare must be paid by the traveler at the time of ticket purchase. Consult with the travel agency regarding a split payment. Any additional ticket fee associated with the personal portion is the responsibility of the traveler. 

# sect_uu2296

The comparison quote must be based on the most cost effective, efficient travel for the business only itinerary. The quote must be obtained the same day the actual ticket is purchased and from a non-biased source (see below). Exception: when comparing upgraded seating to coach or for non-standard airlines that do not participate in online ticket seller sites (e.g.: Allegiant, Southwest). If more than one quote is obtained because the least expensive flight does not meet the business need, indicate which flight is to be used as the comparison cost and provide justification for not selecting lower fares.

Quote Options:

  • UO contract travel agencies: Use when purchasing the ticket from the travel agency. The quote must show the agency, travel agent, date of the quote, detailed itinerary with dates, airlines, flights, and total cost including all taxes and fees.
  • Internet ticket seller: Use a non biased online ticket seller (Orbitz, Travelocity, or Expedia) when purchasing the ticket from an internet website or for post travel quotes. Comparison quotes must display a pricing matrix/grid for all airline/fare options. Print out one or two pages being sure to include the comparison fares matrix. Sample Matrix When used on their own, printouts from a specific airline's website are insufficient because they are not representative of the most cost effective, efficient travel. Note that airline search engines (Kayak, Hipmunk, Priceline) versus ticket sellers are often not reliable for accurate airline inventory or fares.
  • Airline website: Use airline specific sites only when comparing upgraded seating versus coach class travel or for non-standard airlines like Southwest or Allegiant that do not participate with any other ticket selling sites.

Comparison Quotes After Travel: When combining business with personal travel and a comparison quote was not prepared at the time of the ticket purchase, two quotes must be obtained at the same time to determine the ratio for the business only reimbursement. Use future dates to show a 21+ day advance purchase and correct days of the week, avoiding holidays which tend to skew pricing. Prepare two quotes:

  • Business only itinerary and
  • Personal itinerary including additional days/additional stops.

Print a page or two of each quote showing the pricing grid/matrix to include with the reimbursement. If the business only quote is less, use this formula to calculate the reimbursement:

Business only divided by personal time = percentage. Actual ticket price x percentage = reimbursable amount

Example: Business only price $350. Price with personal time is $500.

$350 / $500 = .7 (percentage)

Actual ticket cost $600 x .7 = $420 reimbursable amount

# sect_uu2344

Airfare change fees may be reimbursed with business purpose. A receipt is required.

# sect_uu2294

The department or traveler must contact the travel agency or airline prior to departure to cancel a reservation in order to use a ticket for future travel credit. The travel office maintains a travel agency cancelled ticket report. Unused ticket report

Reimbursing Cancelled Tickets: A traveler may submit a travel reimbursement request for reimbursement of a nonrefundable ticket purchased by personal credit card, with department head or designee approval and the ticket receipt. Once an unused/cancelled ticket is reimbursed, it becomes university property. Department is responsible to track and use ticket for future UO business travel.

# sect_uu2292

To help ensure that the University has the best knowledge to assist students, staff and faculty in the event that an emergency (medical, natural disaster, political unrest) occurs while those travelers are abroad. This form also provides the opportunity to enroll in supplemental travel insurance available through the Office of Risk Management. International Travel Registration.

# sect_uu2297

Insurance is provided on airfare purchases made through our UO contract travel agencies and when using your UO Travel & Entertainment Card. Some personal credit cards may also provide travel insurance. Add-on travel insurance or trip cancellation policies purchased personally are not reimbursed. For international travel, check with the Office of Safety and Risk Services to obtain more information on Supplemental International Travel Insurance options. Only travel insurance policies recommended and purchased through Office of Safety and Risk Services can be paid.

# sect_uu2298

[2] Taxis and Shuttle Services

Taxi and shuttle service is authorized between terminals, lodgings, and work stations.

Expenses must be itemized by date and destination to indicate business purpose. Itemized receipt is required if $75 and above, per ride. Tips may be reimbursed up to standard tip allowance.

Standard per diem table

# sect_uu2299

[3] Railroads

All employees are encouraged to travel using routes and schedules that provide the most cost-effective, efficient travel that meets the business purpose. A roomette is allowed when sleeping accommodations are needed due to overnight travel. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip's nature or the traveler's health. Applicable meal and incidental expense per diem may not be claimed if a meal is provided and consumed as part of the roomette or bedroom rate.

# sect_uu2300

[4] Bus Lines

Scheduled or charter buses may be used.

# sect_uu2301

[5] Travel Awards and Frequent Flyer Mileage

Because the cost of record-keeping outweighs any monetary benefit, the university will not recapture airline bonuses awarded employees for frequent flyer miles. Frequent flyer bonuses may be used by employees as they choose unless the terms of a grant or contract require otherwise. The university will not reimburse or trade tickets purchased using frequent flyer miles.

# sect_uu2302

[6] Payment in Lieu of Air Travel (Driving out of state)

Common carriers (e.g., airlines, railroads) are usually preferred for out-of-state travel. An employee may choose to travel by private vehicle instead. In such a case, the traveler may be reimbursed for ground transportation expenses, including standard mileage, parking, and tolls, up to the cost that would have been incurred had s/he traveled by common carrier.

The following costs associated with air travel can be used as a basis for comparison:

  • The cost of round-trip commercial air fare that would have been incurred. An online quote (i.e., Travelocity, Orbitz) should be obtained prior to the travel dates.
  • Private vehicle mileage to and from the air terminal that would normally be used for departure.
  • Lodging, meal, and incidental expenses that the employee would normally incur with air travel

When driving out of state is a personal choice, provide a comparison airfare quote prepared when the trip is planned. See Comparison Quotes under (1)Airlines.

# sect_uu2303

PRIVATE VEHICLES

Private Vehicles may be utilized for business-related travel.

The per-mile reimbursement rate is determined by the Internal Revenue Service (IRS). Employees who receive a Car Allowance Stipend are not eligible for per-mile reimbursement.

Mileage for the most direct, usually-traveled route may be reimbursed.

IRS mileage allowance for 2017:  Jan. 1, 2017 - 53.5 cents per mile. 

UO Driver Certification is required.  

Mileage calculations generally start at the employee's official workstation. Private car mileage of 10 miles each way is allowed to and from the Eugene airport.

Mileage for personal reasons when in travel status will not be reimbursed.

Mileage expenses will not be reimbursed on a borrowed or rented vehicle but fuel receipts may be submitted for reimbursement. 

Employees and agents authorized to use their privately owned vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. University-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been used. The university does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles. For additional information, contact the Office of Safety and Risk Services.

A business itinerary should be filed with Department of Parking and Transportation when driving out of Lane County. 

# sect_uu2304

[1] Highway mileage

Use standard mileage guides, odometer/tripometer readings, or online mapping tools (e.g., Mapquest.com). Substantial deviations from standard distances or usual routes must be justified. Mileage calculations generally start at the employee's official work station.

# sect_uu2308

VEHICLE RENTAL

Vehicle rental expenses may be reimbursed. A car, boat, aircraft or other vehicle may be rented when it is the most cost-effective, efficient means of transportation that meets the business purpose. Receipts are required for vehicle rentals. Employees are encouraged to utilize State of Oregon contracts which provide discount rates, car upgrades, and insurance coverage. Employees are also encouraged to use their corporate travel cards when renting vehicles because of the primary Collision Damage Waiver (CDW) coverage provided.

An itemized, final rental car receipt is required for reimbursement. Anyone driving for UO business should be certified through the UO Department of Parking and Transportation. UO Driver Certification

For use of State of Oregon rental car contracts:, use corporate discount numbers and/or PIN to reserve:

# sect_uu2309

Students authorized to drive for university business should utilize the State of Oregon contracts as they allow underage drivers age 18 and older without adding a minimum age surcharge.

# sect_uu2310

State of Oregon rental car contracts cannot be used when combining personal time with business. Additionally, the Enterprise/National departmental direct bill feature cannot be used when personal time is included. Please see the Enterprise/National FAQs for discount code for personal rentals. To calculate reimbursement for the prorated business expense, divide the total cost of the rental by the number of total days to determine reimbursable amount for the business days.

# sect_uu2311

Volunteers are required to have a Volunteer form on file with UO Office of Risk Management when driving.

# sect_uu2312

Any visitor, guest, or potential employee who is not on UO payroll is not eligible to use the State of Oregon rental vehicle contracts. Rentals cannot be direct billed to the UO department. Guests must pay for the rental vehicle and seek reimbursement. Only the CDW/LDW insurance may be reimbursed.  See the Enterprise list of discount codes for guest rentals. 

# sect_uu2313

[1] Insurance on Rented Vehicles

The university provides self-insurance coverage for rental vehicles if they are to be used exclusively for official business. A certificate of insurance may be obtained from the Office of Risk Management

If a rental vehicle is to be used for a mix of personal and business purposes, the university's self-insurance coverage is only applicable for the portion of travel applicable to official business. The employee or agent will want to check with his/her insurance agent regarding coverage for personal usage.

If the employee or agent plans to travel outside the United States, its territories and possessions, and Canada, the department should contact the Office of Risk Management for help in obtaining the appropriate coverage.

CDW/LDW insurance may be reimbursed for the business portion only. Some international vehicle rentals have mandatory insurance requirements.  Documentation of mandatory insurance is required for reimbursement. Other types of optional insurance are not reimbursed.

# sect_uu2314

[2] Responsibilities After an Accident

The renter of a vehicle involved in an accident is responsible for immediately reporting the accident to the Office of Risk Management. Supervisor's vehicle incident report

# sect_uu2315

LOANED VEHICLES

Use of loaned vehicles may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers. Some companies may lend vehicles to campuses, departments, or individuals for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business.

# sect_uu2316

[1] Insurance on Loaned Vehicles

The university provides coverage for loaned vehicles if the campus has agreed in writing to accept responsibility for any liability or damage to the vehicle. The loaned vehicle must be used for official business.

For additional information, including the loan agreement form, contact the Office of Risk Management.

# sect_uu2317

STATE-OWNED VEHICLES

Motor pool vehicles may be used for official state business only. Use of a state vehicle is not authorized when costs are charged to Agency Funds, except for use by Campus Organizations or for other legitimate state business purposes as approved by authorized campus personnel. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use.

Motor Pool vehicles may be used by UO employees, students and official volunteers with the approval of the department head and from UO Parking and Transportation.

Members of organizations whose only fiscal connection to the University is the receipt of or an accountability for incidental fee support or having an interest in one or more EMU or Housing Trust Fund Accounts may rent vehicle from state owned motor pool. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use.

Official Volunteers are required to have a Volunteer form on file with UO Safety and Risk Services. This rule shall apply to State-owned vehicles, hired vehicles and borrowed vehicles used on University business travel.

Drivers must hold current UO Driver Certification

Oregon State University Motor Pool site is in Glenwood. Vehicles offered include hybrids, sedans, pickups, mini and large passenger vans. Reservations are made calling (541) 346-2000 or by going online. 

Driver's are encouraged to complete the OSU Driver Authorization profile for quicker, more efficient handling of reservations and direct billing to department. 

State Motor Pool (Salem) information: Motor Pool Checkout Card Application

Billing:  Billing for motor pool vehicles is distributed to your department monthly by the Travel Office within the Business Affairs Office.

Motor Pool Van Rental: To rent an 8 or 12 passenger van, or large cargo van from the Motor Pool, you must pass a Van Safety Test and have an active UO Driver Certification. Students, volunteers and temporary employees need to take the Van Safety Test annually

Accidents: The renter of a vehicle involved in an accident, must report the accident within 24 hours to the UO Safety and Risk Services.  

Supervisor's Vehicle Incident Report.

 

# sect_uu2318

[1] Private Use Prohibited

Using a state-owned vehicle for private purposes or allowing another person to do so is prohibited (ORS 283.395) and punishable, upon conviction, by a fine (ORS 283.990).

# sect_uu2319

[2] Vehicle Safety Including Authorized Drivers

University policy on Traffic, Parking and Vehicle Safety (former OAR 580-40-0030) provides safety guidelines regarding transportation in a state owned, leased or controlled vehicle.

# sect_uu2320

[3] Overnight Parking at Employee's Residence

A state vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized campus personnel.

# sect_uu2324

MISCELLANEOUS EXPENSES

Necessary business-related travel expenses are normally reimbursed. Personal expenses are not reimbursed. The university establishes the definition of miscellaneous expenses. All miscellaneous expenses must be itemized.

Necessary miscellaneous business-related expenses are not reimbursed using a per diem; rather, if the traveler has incurred a miscellaneous business expense as outlined below, that expense is reimbursable at the actual cost.

Original itemized receipts showing payment are required for reimbursement.

# sect_uu2325

[1] Checked Baggage

Up to two (2) standard-weight bags (standard weight as defined by the airline used)

Charges for the following may be reimbursed only when necessary for the business purpose and approved by authorized institution personnel (receipts required):

  • additional baggage (more than 2 bags)
  • overweight/oversize baggage
# sect_uu2326

[2] Other Business Related Expenses Normally Reimbursed

  • Telephone
  • Fax
  • Internet
  • Postage
  • ATM cash advance fees
  • Materials and supplies purchased to meet an immediate business need
  • Visa and passport expenses
  • Parking
  • Tolls
  • Energy surcharge

Additional miscellaneous expenses:

  • Materials and supplies, use account code 28994
  • Printing and mailing, use account code 28994
  • Vaccinations or medications required for foreign travel, not covered by UO health insurance may be reimbursed, use account code 35350
  • Visa and passport expenses, use account code 24560

Non-reimbursable expenses include, but are not limited to:

  • Airline vouchers
  • Alcohol
  • Babysitting
  • Barbers/hairdressers
  • Clothing or toiletry items
  • Expenses incurred because the traveler was accompanied by a spouse, family members or pets.
  • Expenses related to vacation or personal days taken before, during or after a business trip
  • Flight insurance
  • Frequent Flyer Miles (Travelers will not be reimbursed for airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
  • Home to office travel.
  • Insurance - Car rental insurance except CDW/LDW
  • Insurance - Trip, Flight or Cancellation, except when approved by ORM
  • Interest on personal credit cards.
  • Laundry on international travel.
  • Lost baggage
  • Loss or theft of cash advance money
  • Loss or theft of personal funds or property
  • Luggage/briefcases
  • Magazines, newspapers, personal reading materials
  • Medical expenses while traveling, except when required for foreign travel
  • Mileage reimbursement on rented vehicles
  • Movies
  • No show charges for hotel or car service
  • Personal entertainment or sightseeing
  • Pet care
  • Recreational expenses
  • Sauna, massages, spa visits
  • Shoe Shines
  • Snacks
  • Souvenirs or personal gifts
# sect_uu2330
# sect_uu2331

EXCEPTIONS

Upon consideration of documented extenuating circumstances, exceptions to these policy provisions may be granted by the Vice President for Finance and Administration (VPFA) or designee.