Reimbursement for Travel
In order for an employee to be reimbursed for travel expenses,
he/she must:
Submit a Travel Reimbursement Request form along with
appropriate receipts required by the University of Florida
Travel Office to Summer Duke. Reimbursement requests must be
submitted within 45 days of the travel occurrence.
Reimbursements are processed within 20 days, assuming all
paperwork was submitted appropriately. All travel related
questions should be directed to Summer Duke at 265-8012.
Required documentation includes:
Agenda/Program – For all trips, the travel dept requires
some sort of program, agenda, or meeting-at-a-glance. Any meals
provided at a conference/meeting and listed on the agenda will
be automatically deducted from your daily meal allowance. The
only way around this is to prove dietary restrictions.
Registration – Registration is reimbursable with copy of
registration form and proof of payment. Proof of payment can be
from on-line registration, copy of check, or credit card
statement. Registration receipt must show zero balance.
Airfare – original tickets –or- eticket (boarding passes
will not work). Information required on ticket is travel
itinerary including departure dates and times, cost w/ proof of
payment, ticket number, and travelers name. Be careful when
spouse or significant other is booking flights; be sure to
obtain something listing your name as a passenger. ALSO, only
COACH fares will be reimbursed, no first class.
Hotel – Itemized statement showing a zero balance. If you
do “speedy checkout” and don’t get a zero balance receipt, you
will be required to submit a credit card statement to show proof
of payment.
The only charges reimbursable from a hotel bill are Internet
Service/Connection fees, parking fees, and business related
phone calls. Room service and/or movies will not be reimbursed.
If room shows more than one guest, must prove double rate same
as single rate, or prove group rate was given. (Most of the time
hotels will show the group affiliation on the statement).
Rental Car – The University of FL is contracted with AVIS
and Enterprise. This means that unless absolutely necessary (ie,
no AVIS or Enterprise available at the location) you should only
use these rental car agencies. The travel dept will ONLY
reimburse AVIS or Enterprise rates. (ie, if you pay $50/day with
Hertz, and the AVIS rate is $30/day, you will only be reimbursed
$30/day).
Gas – Gas receipts are required for reimbursement ONLY
when fueling a rental car. Gas is never reimbursable for a
personal vehicle.
Taxi’s and Tolls – Taxi’s are Tolls are reimbursable with
receipts. For tolls, a printout of your Sunpass activity is
acceptable.
Parking – Parking is reimbursable with receipt or from
hotel statements.
Mileage – Mileage is reimbursed at a per mile rate
(currently 44.5 cents per mile). You are never required to keep
track of mileage. The travel office issues mileage charts. You
will just need to note on the travel reimbursement form that you
drove a personal vehicle.
Meals – Meals are reimbursed at a daily per diem rate
(currently $36/day for US travel; Foreign per diem rates vary
according to location). Meals reimbursement depends on your
departure and arrival times and also depends on the number of
meals provided at a conference/meeting.
You NEVER need to submit meal receipts. You will be given the
per diem rate regardless of the amount you actually spend.
If you are requesting a large meal reimbursement for business
entertainment, it should be mailed to Marilyn Blackwell along
with a justification and list of attendees.
*ONLY EXPENSES OCCURING ON MEETING DAYS OR ONE DAY PRIOR OR
AFTER will be reimbursed. In the event a business trip is
combined with a personal trip, only the portion related to
business will be reimbursed.
Please also note somewhere on your travel reimbursement form
which monies you are using for the reimbursement, ie BOOK/TRAVEL
fund, GRANT, or DEPT FUNDED (If department funded, must include
approval from chairman).