Travel Procedures Quick Reference

Travel Procedures Quick Reference

 

Airfare

  • Airfare may be purchased from one of the three contract agencies and charged to UO.
    • Authorized airfare request required.
  • First class airfare not allowed under any circumstances.
  • Airfare may be purchased from other sources such as internet, other agencies, or direct from airline.
    • Use UO departmental procurement card, purchase order, UO corporate travel card, or personal credit card.
    • Corporate card and personal credit card reimbursed after travel commences.
    • Purchasing rules apply.
  • Federally funded grants must use US flag carriers per the Fly America Act.
  • Comparison airfare quotes are required when combining business and personal travel, adding additional days for cost saving purposes, and when using non-direct routes.

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Transportation by Personal Car

  • When driving for personal reasons, if airfare in lieu of mileage is most economical it should be used.
  • Mileage expenses not reimbursed on a borrowed vehicle, gas receipts ok.
  • Must have personal automobile liability insurance to provide primary coverage.
  • When a trip starts, or ends, at the employee's residence, use the shorter of the residence-to-destination and official-station-to-destination distances.
  • If driving to Eugene airport, 10 miles allowed each way.
  • If being dropped off, 20 miles allowed each way.

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Transportation by Rental Car

  • Compact or Economy car rate normally required.
  • Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) is required except when using the state contracts with Enterprise Rent a Car, National, Hertz or when using the corporate travel card.
  • State has contract with Enterprise, National and Hertz. If these contracts are used they will take full responsibility for the entire risk of loss or damage.
  • Other types of insurance are not reimbursable.
  • Actual cost of gasoline may be reimbursed
  • When driving for personal reasons, if airfare in lieu of mileage is the most economical it should be used.

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Meals

  • 1st day, 100% per diem if before 7am.
  • 1st day, lunch & dinner - 7am to 12:59pm
  • 1st day, dinner - 1pm and after.
  • Last day, 100% per diem if after 6pm
  • Last day, breakfast and lunch - 12 noon to 5:59pm
  • Last day, breakfast prior to 12 noon
  • Breakfast and/or dinner may be paid on a one day trip based on the hours worked. These meals are taxable.

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Lodging

  • Lodging receipts are required for all commercial lodging. The maximum that can be reimbursed is the per diem rate unless it is a conference hotel. (documentation is required indicating the conference rate)
  • No overnight lodging if traveler's home base is within 50 miles.
  • Taxes on lodging may be reimbursed as a miscellaneous expense, when claiming per diem, for the continental US, Hawaii, Alaska, and US Possessions.

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Conferences

  • When combining personal travel with UO business travel, payment will be based on the least expensive and reasonable means of transportation, and the meal and lodging per diem to which the traveler would have been entitled to while traveling. Travel time is generally limited to one day before and one day after the dates of the conference/meeting. Business purpose should be documented for any additional days.
  • Must include conference brochure showing dates, agenda and any meals. Also include conference hotel and rate if lodging expense exceeds per diem.
  • Receipts required for conference meals over per diem, conference hotels, phone calls and other misc. $25.00 and over.
  • If paid by traveler cannot be reimbursed until travel complete.
  • Social/recreational activities usually not reimbursable. If the traveler believes they should be reimbursed, they should include a justification with reimbursement documentation.

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Miscellaneous Expenses, Normally Reimbursed

  • ATM cash advance fee, & cost of purchasing traveler's checks.
  • Passport and visa expenses.
  • Taxi/limo fares (no tips).
  • Bridge/ferry tolls & parking fees.
  • Business calls (must be itemized by date and person called).
  • Personal calls, one every other day of a reasonable amount and length.
  • Airfare change fees if made for business reason.
  • Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) insurance on car rental.
  • Airline baggage fees with explanation for more than 1 bag.

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Miscellaneous Expenses, Not Reimbursed

  • Home to office travel.
  • Deviations from most direct route, unless justified.
  • Expenses related to spouse or family member accompanying traveler.
  • Insurance on airfare or car rental insurance other than Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW).
  • Tips/gratuity.
  • Laundry.
  • Meal per diem when meals provided at a hosted function ( e.g. meals included in a conference registration fee).

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Travel Reimbursement Documentation/Receipts

  • Cannot be filed before the trip is complete, should be filed in a reasonable period of time. (IRS defines reasonable as 60 days)
  • Must be signed by someone in department authorized to sign.
  • If receipt not in traveler's name, must document they paid the expense.
  • Original receipts required, copies only allowed with justifications in rare situations.
  • Credit card receipts usually not accepted unless it shows itemized purchases.
  • Airfare receipt required when using personal credit card or UO corporate travel card.
  • Receipts not required for meals claimed at per diem rates, phone calls and other misc. under $25 and taxis, buses or limos under $75.
  • Reciepts required for lodging.

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Independent Contractors

  • Three options exist to pay travel expenses for independent contractors.
    • Option 1 is recommended. Option 2 & 3 should only be used when evidence for independent contractor status is obvious.
  • Option 1 - Lump Sum Payment, do not collect receipts from contractor.
  • Option 2 - Travel Expenses paid by contractor, reimbursement made by UO.
  • Option 3 - Travel Expenses paid by UO directly to vendors.

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Travel Advance

  • Available to employees only (GTF's ok, but not student employees.)
  • Explanation required (e.g. infrequent traveler, visa denied, foreign travel, etc.)
  • Minimum amount $200.
  • Advances will not be made to someone with an advance outstanding.
  • Money for transportation such as airfare cannot be advanced.
  • Set up as a receivable in traveler's name.
  • Late fines and billing charges apply after 10 day grace period.
  • If not paid back, it will be deducted from employee payroll check and traveler no longer eligible for advances.

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