A Comparison of Ways to Pay for Travel

Type of Expense Not - Allowable Purchasing Card Reimbursement
Conference/Workshop Registrations

Per Diem should not be claimed for meals that are included in the registration fee.

Social events held in conjunction with conferences.

Registration form or other conference materials that verify the amount charged to the procurement card and specify what is included in the registration/workshop fee.

 

Original itemized receipts verifying payment by traveler are required

Registration form or other conference materials that specify what is included in the registration/workshop fees

Airfare

Anyone making arrangements to use charter flying services or private aircraft for UI business should first check with the Administrative Affairs Office to see whether it is on the approved list of vendors.

Cost is limited to the lowest-priced airfare available.

Travel Insurance on domestic air travel.

One check-on bag is allowed, obtain receipt from the airline.

Itinerary provided by the travel agency at the time of booking that shows Ticket Numbers, name of traveler’s, routing, dates, and class of service as well as cost.

Original itemized receipts verifying payment by the traveler are required

Itinerary should reflect  amount, method of payment, passenger name, class of service, destination and dates of travel

Hotel Deposits

 

Housing form, email or other documentation from the hotel or housing bureau that verifies the amount of deposit required and charged.

Original itemized receipts verifying payment by the traveler are required

 

Lodging

Including room charges, taxes (out of state only), business phone/faxes, local or phone access charges.

When making reservations, UI employees should identify themselves as such and find out whether a special rate is available.

The accommodations and rates must be reasonable, due consideration being given to the locality and to the nature of business for which the travel is authorized.

Lodging costs within an employee's official station are not allowed.

Lodging costs within a 50 mile radius of your official work station.

Personal expenses such as movie, personal phone calls other than a 10 minute call home each day, bar or spa charges should be paid for personally upon check out and should NOT be charged to the purchasing card.

 

Reimbursement is for the actual single or conference room rate.

If more than one guest is noted on the traveler’s receipt, a notation must be provided to indicate either (1) the additional guest(s) are authorized UI expenses; or (2) the single rate is the same as the double rate; or (3) actual amount claimed is reduced to the single rate.

The traveler should submit a detailed receipt, which shows all motel/hotel charges included in the total charged to the p-card.

If the traveler paid for more than his/her own travel, the name(s) of the additional traveler(s) must be included in the comments on the Purchasing Card Travel Claim.

Original itemized receipts verifying payment by the traveler are required

Reimbursement is for the actual single or conference room rate.

If more than one guest is noted on the traveler’s receipt, a notation must be provided to indicate either (1) the additional guest(s) are authorized UI expenses; or (2) the single rate is the same as the double rate; or (3) actual amount claimed is reduced to the single rate. . 

Explanation should include name of second person and if he/she is a University of Idaho employee and what function they are fulfilling

Rental Car

Rented or Chartered Transportation.

Automobiles and airplanes may be rented or chartered for use on official travel when that is the most economical and practical means of transportation.

The University of Idaho has access to contracted rental car rates through the state of Idaho. Visit Travel Services Transportation for more information.

Additional Insurance coverage is not allowed by the State.

Additional drivers who are not UI employees

Final itemized receipt given upon return of car, showing an itemization of all charges, including daily/weekly rate, refueling charges, taxes, etc. The rental agreement given at the time of rental is not sufficient.

Original itemized receipts verifying payment by the traveler are required

Final itemized receipt given upon return of car, showing an itemization of all charges, including daily/weekly rate, refueling charges, taxes, etc. The rental agreement given at the time of rental is not sufficient.

Personal Car

 

Gasoline for personal vehicles is not allowed on the p-card. Mileage reimbursements

Personal car use will be reimbursed based on actual UI business miles as submitted on a mileage log

General Transportation

 

Rail itinerary or receipt given by travel agency at time of booking.

Shuttle service receipt given at time service is provided (unless charge is posted in advance of service).

Always obtain a receipt for all charges made to the p-card.

Original itemized receipts verifying payment by the traveler are required

 

Taxi / Limo

 

Receipts regardless of amount

Receipts are not required unless the cost exceeds $75.00

Fuel

 

For motor pool or rental vehicles only.

Gasoline for personal vehicles is not allowed on the p-card.

Original itemized receipts verifying payment by the traveler are required

For motor pool or rental vehicles only.

 

Miscellaneous Expenses

Laundry expenses are allowable during a business trip of 5 days or longer

Personal expenses (items kept by the employee).

The purchasing card is intended for UI business related expenses only and should not incur charges that result from personal use.

Original itemized receipts verifying payment by the traveler and an explanation are required.

UI Visitors

Faculty/staff recruits, guest speakers, etc

 

Departmental expeditors may pay travel expenses directly for UI visitors rather than submitting a claim voucher and invoice for payment or reimbursing the traveler after the trip.

 

Parking

 

 

Original itemized receipts verifying payment by the traveler are required