Print/Copy Mail Services Vice President FA
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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
Comparison airfare quotes are required when combining business and personal travel, adding additional days for cost saving purposes, and when using non-direct routes.
Transportation by Personal Car more detail
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.
Transportation by Rental Car more detail
Compact or Economy car rate normally required.
LDW is required except when using the state contract with Enterprise Rent a Car or the corporate travel credit card.
State has contract with Enterprise. If contract used Enterprise takes 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.
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
Lunches paid on one day trip only if OUS Board member or unpaid member of advisory committee, part of a convention agenda (receipt required), meetings such as community or public relations (receipt required) and athletic teams and student groups.
The maximum allowable reimbursement amount is the per diem rate unless conference hotel (documentation required indicating conference rate)
No overnight lodging if traveler's home base is within 50 miles.
When combining personal travel with U of O 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, hotels, phone call and other misc. $25.00 and over.
If paid by traveler cannot be reimbursed until travel complete.
Social/recreational activities usually not reimbursable. If traveler believes should be reimbursed should include a justification with reimbursement documentation.
Miscellaneous Expenses, Normally Reimbursed: more detail
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.
LDW insurance on car rental.
Airline baggage fees with explanation.
Miscellaneous Expenses, not Reimbursed more detail
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 LDW.
Tips/gratuity
Laundry
Meal per diem when meals provided at a hosted function ( e.g. meals included in a conference registration fee.)
Travel Reimbursement Documentation/Receipts more detail
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.
Receipts required for lodging.
Independent Contractors more detail
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.
Available to employees only (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.