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IN-STATE AND OUT-OF-STATE REIMBURSEMENT
Guidelines for in-state travel
If you travel overnight within the state on official business, you must claim per diem. The per diem covers lodging, meals, and tips. No receipts are required. (70265)
The reimbursement rate will be $75 per day.
When an overnight stay is not included, the reimbursement rate for meals during in-state travel is: $11.25 for trips of 6-12 hours; $30 for trips over 12 hours in length. (70285)
If you elect to claim less than the established per diem rates, please note that on your voucher.
Out-of-state travel
For overnight trips out of state, you will be reimbursed for
actual expenses
up to $34 per day (meals and tips) without receipts. If actual expenses exceed $34 per day, you can be reimbursed up to $60 per day with
itemized
receipts for the entire $60. (70270)
Lodging is reimbursed at the actual single room rate, and an itemized receipt is required.
When you do not stay overnight, the reimbursement rate for meals is: $11.25 for trips of 6-12 hours; $30 for trips over 12 hours in length. (70285)
If you elect to claim less than the established per diem rates, please note that on your voucher.
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Foreign Travel
What are the reimbursement guidelines for foreign travel?
Travel outside the United States is considered foreign travel. That includes travel to U.S. territories (such as Puerto Rico) or to neighboring countries (such as Mexico or Canada).
Actual lodging expenses will be reimbursed up to the maximum federal rate allowable in each city. Receipts are required.
Meals and incidental expenses will be reimbursed at the current federal M&IE rate for your destination. Receipts are
not required.
Federal Rate Tables
are available from the State Department. You may also obtain information from Procurement and Payment Services. Rates are revised monthly and reimbursement will be made at the rates effective during the actual travel days. You are strongly encouraged to check these rates prior to travel.
Meals and Incidental Expenses
include payments such as tipping, baggage handling, and transportation to/from meals. Items handled separately from these limits include official telephone, telegraph, faxes, and cables; passports and visas (including photos); inoculations; birth and health certificates; transportation to/from the destination city; transportation on AU business within the destination city; airport parking; baggage and shipping charges. Receipts aren't needed for taxi, subway or local bus service. Receipts are required for all other allowable expenditures.
Personal travel
for side trips will not be reimbursed.
Any "Per Diem"
figures stated in contracts or grants will be used as maximum limits for reimbursement rather than a per diem since Alabama regulations prohibit per diems for travel outside the state (including foreign travel). Reimbursement will follow standard University travel policies and will be made at whichever rate is lower: the University rate or the rate set out in the contract or grant.
When crossing the International Date Line,
compute the actual number of days on travel status not the number of calendar days.
USAID-related travel
may lead to expenses not normally allowed by AU travel policy. Those may be paid and are not affected by standard AU travel regulations. Contact the Travel Auditors for guidance.
Allowable reimbursements
in AU foreign travel policies may be lowered by the Department Head or other managing AU administrator.
Currency exchange fees
may be claimed only when you are required to convert to/from U.S. currency. Provide a receipt and documentation of the host country's requirements on using local currency. You may not claim reimbursement for losses due to currency conversion.
Note: When Traveling Abroad: Receipts need to be identified in U.S. dollars and foreign currency. The currency conversion rate should be noted.
If you have questions, please call the Travel Auditors
(844-7771)
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Extended Travel Status
General
All Auburn University employees have, for work and business travel purposes, a "home base". For most employees, that home base is the AU main campus, although some employees, particularly those affiliated with the Alabama Cooperative Extension Service and the Agricultural Experiment Stations are stationed at a location other than the main campus. Any time an employee leaves their home base to conduct official University business for an actual or intended period of 1 year or less, they are considered to be on
travel status
and are eligible to be reimbursed for travel expenses as outlined in the University's Travel Policy. In no circumstances can travel status be extended when the actual or intended length of stay exceeds 1 year (12 months). The applicable Dean has responsibility for overseeing and approving extended travel.
An employee placed on assignment away from their home base that will last more than 1 year (12 months) is considered to have had a change in home base to the new location. If an employee has had such a
change in home base,
they are
not
considered to be on travel status and therefore, may
not
claim reimbursement for per diem, meals and/or living expenses. An employee whose home base has been changed may instead
be reimbursed for relocation/moving expenses on both ends of the assignment as outlined in the University's Travel Policy (Relocation Section).
Travelers should be aware that applicable tax laws may make some travel reimbursements taxable income to the traveler. The travel destination can impact the amount the traveler can be reimbursed in travel expenses as outlined below:
In-state
AU and State mandated travel policies will govern reimbursements for In-State travel. In addition, in accordance with the State law governing in-state travel, those employees traveling within the State of Alabama for more than 2 months are reimbursed the full $75 per day for the first 2 consecutive months on travel status and a reduced rate of
$56.25
per day after the first 2 months (for up to 1 year).
Out of State
Out of state travel is reimbursed for actual expenses for up to 1 year as defined in the Out-of- State Travel Policy. In some cases, a short term apartment rental might be more economical than an extended hotel stay. Such expenses can be reimbursed with paid receipts if approved by the Department Head. Any and all rental/lease agreements must be executed in the name of the employee/traveler...rental/leases agreements cannot be executed in the name of the University. All expenses are the responsibility of the employee with reimbursement for only those expenses that are allowable under AU policy.
Foreign
Foreign travel is reimbursed as outlined in the Foreign Travel Policy for up to 1 year. Actual expenses may not exceed the maximum federal rates with receipts required for certain expenses (see the Foreign Travel Policy). Official receipts must be presented for all forms of lodging whether commercial or privately owned.
Approved 09/10/01
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