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

Procedure - Guiding Principles:

Procedure Detail

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


Procedure - Grant and Sponsored Travel

Procedure Detail

When traveling on sponsored project funds, please note that the award or sponsor may have travel requirements or limitations that are not met by following the University travel policy.  Please be aware of any requirements or limitations for travel costs on your awards, and contact Sponsored Projects Services for any questions.

Approval

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.


Procedure - Approval:

Procedure Detail

Travelers must submit their expense reports as the claimant. Reports may not be submitted by a delegate or proxy.

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.

Travel-expense Reimbursement Eligibility

PERSONS ELIGIBLE FOR TRAVEL-EXPENSE REIMBURSEMENT


[1] Employees

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


Procedure - Employee Reimbursement:

Procedure Detail

Travel reimbursements must be submitted through Concur.

[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.


Procedure - Reimbursement for Employees on Leave:

Procedure Detail

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

[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.


Procedure - Reimbursement for UO Board of Trustees Members and Unpaid Members of UO Advisory Committees:

Procedure Detail

Reimbursement must be submitted through Concur.  For information on gratuity limitations, see Per Diem guideline table. 

[4] Prospective Employees

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


Procedure - Reimbursement for Prospective Employees:

Procedure Detail

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.

[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


Procedure - Reimbursement for New Employees:

Procedure Detail

Moving and relocation reimbursements may be submitted as a Banner invoice payment. using moving account code 10780.  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.

 

[6] Students

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


Procedure - Reimbursement for Students:

Procedure Detail

  • 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.

 

[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.


Procedure - Reimbursement for Non-Employee/Volunteer Workers/Independent Contractors:

Procedure Detail

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 in Concur, receipts are required and business travel account codes  (35xxx) 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).


Procedure - Reimbursement for International Visitors:

Procedure Detail

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.

Travel-expense Payment

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.


Procedure - How to Make a Payment - A/P Set Up, Employees Traveling Together, Paying Vendors and Independent Contractors,

Procedure Detail

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 in Concur. Reimbursement is made only after travel is complete. 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 in Concur using the Guest process; receipts are required. Or the UO may pay for expenses through vendors as described in (c).


Procedure - Conferences/Meetings:

Procedure Detail

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.


Procedure - Receipts:

Procedure Detail

When required, 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 Amtrak and 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, Inter City Rail or Bus  $75.00 and over


Procedure - Overpayment:

Procedure Detail

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.


Procedure - Options for Travel Funds - One Card Corporate Travel Visa Card

Procedure Detail

US Bank One Card corporate card application form

US Bank One Card corporate card application form  instructions

UO employees who travel for university business may apply for the UO One Card corporate Visa card for convenience, security and flexibility when paying for business travel expenses. 

Processing expenses in Concur:  Reimbursable travel expenses charged to the One Card are paid by the university; the traveler is responsible to reconcile all expenses through a Concur travel expense report.  You must wait for the One Card expense to appear in the Concur profile to process the report which may take up to one week from the transaction date.  The card is only for reimbursable travel expenses and cannot be used for any personal expenses or cash advances.  Travelers claim meal per diem per UO policy, not actual meal expense.  If a meal is charged to the card, it is marked using Expense Type:  Personal/One Card/Non Reimbursable and will be deducted from the reimbursement.

  • Eligibility: Applicant must be a UO employee with at least .5 Full Time Employment (FTE) and forecast pay. The application is on  forms.uoregon.edu, under Business Affairs/Travel.  You must electronically sign the agreement and be approved by a department budget authority.  The travel office will review your application and will submit to US Bank. We will alert when your card arrives (about 5-10 business days).  It will be available for you to sign for and pick up at the Travel Office at TUC - Thompson University Center.  As a UO business traveler you will remain eligible for the card as long as you remain a UO employee, reconcile charges promptly and use the card according to the One Card agreement. 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
  • 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.
  • 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 provide the UO tax id number in place of a Social Security number to activate:  SS# 464-72-7800.

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


Procedure - Options for Travel Funds - Travel Advance

Procedure Detail

Travel Advances may be requested from and approved by Business Affairs within Concur under limited circumstances - primarily for employees traveling with student groups who pay for expenses and distribute meal per diem for students.  (Please call the Travel Advance administrator at 6-3158 for information and to have Travel Advance activated in your Concur profile.)  Infrequent travelers who only travel every few years may qualify for a Travel Advance, otherwise  UO employees should apply for the One Card Visa travel card for their individual travel expenses.  Transportation expenses such as airfare, train and personal vehicle mileage cannot be advanced.  Air and Rail should be purchased through the UO TMCs (Travel Management Companies) or using the Concur booking tool. 

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.  Contact the Concur Travel Advance administrator 6-3158.   Complete a Concur Request pretravel approval a minimum of 7-10 days prior to departure.  Travel Advances are processed as a Direct Deposit; check Duckweb to see that you have Direct Deposit set up for Accounts Payable Direct Deposit (different from Payroll).  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 TMCs or Concur booking tool) or private vehicle mileage.

2.  Direct Deposits are processed Tuesdays, Thursdays and Fridays. Payments are made 4-7 days prior to travel.

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

Tax Treatment

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.


Procedure - IRS Accountable Plan

Procedure Detail

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.


Procedure - Business Purpose:

Procedure Detail

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 can provide documentation to explain business purpose, e.g. email confirming appointment, conference or meeting agenda, etc.  When documentation is not available, travelers should provide a daily log to document a business purpose for all days for which expenses are claimed. 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.

 

Students, Student Groups, And Teams

STUDENTS, STUDENT GROUPS, AND TEAMS


[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.


[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.


Procedure - Travel Expenses for Team or Group Members:

Procedure Detail

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. 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

[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.


Procedure - One Day Group Meal Expenses:

Procedure Detail

Allowable per diem is the guideline for meal reimbursement.

Travel Paid By Outside Source

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.


Procedure - How to Process an Outside Source Payment

Procedure Detail

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.

Miscellaneous Expenses

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.


Procedure - Miscellaneous Expense receipts:

Procedure Detail

Original itemized receipts showing payment are required for reimbursement.

[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

[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

Procedure - Miscellaneous expense definitions and account codes:

Procedure Detail

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


Exceptions

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.