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).
 

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