Travel FAQ

Most air tickets purchased are non-refundable but may be used at a later date, it’s the department’s responsibility to track any credits.  Be sure to write an explanation on the claim for any changes and/or credits.  Air credits on a purchasing card are processed on a Non Travel Purchasing Card Claim.

Travel Reimbursement Claim: No, you do not need to get new signatures if the trip details change as long as the reason for the change is well documented in the trip comments.
Purchasing Card Travel Claim: Same

No, you can turn in a claim for early reimbursement of your registration costs before the trip has occured.

Travel Reimbursement Claim:  As long as the traveler and the supervisor have signed the trip authorization, the claim only needs to be signed by the traveler and one other person from the department designated to sign the claims.  The Supervisor does not need to sign the claim if they have already specified how much can be spent and that the trip can be taken on the trip authorization.
Purchasing Card Travel Claim:  Same

You should receive a credit from the conference registration, it’s the department’s responsibility to track any credits.  Be sure to write an explanation on the claim for any changes and/or credits.  All credits on the purchasing cards are processed on a Non Travel Purchasing Card Claim.

The UI does not allow employees to setup a personal Pay Pal account or use their personal Pay Pal account when making purchases or collecting revenue on behalf of the University.  But if the vendor you are paying uses Pay Pal such as the registration to process the payment, the purchasing card can be used to make the payment. 

Yes, but only at the single or conference rate, and you cannot use a P-card to pay for the lodging if the rate is higher because of the additional guest.

The rental charge would need to be prorated to be reimbursed for business travel only and you cannot use a Pcard to pay for the car rental or fuel.

No, due to risk factors.

The name of the airline and the ticket number.

In order to meet the IRS Accountable Plan regulations, the traveler is entitled to mileage only.  Fuel is only reimbursed for a Rental Car or New Employee Moving Expenses.  The department may limit the amount of the reimbursement to the cost of the fuel if both the traveler and the department agree.

The preferred method is on a claim voucher, but if it is included on the travel claim please attach an entertainment form approved by the Dean or department head.  It needs to state the purpose of the meal, who will be attending, and if there will be alcohol served at the meal.  If you are using the trip authorization form provided to you in the travel web system there is an option to check the box for promotional meals and alcohol if it will be served instead of submitting an entertainment form with the claim.  In this case the trip authorization with the boxes checked will need to be signed and submitted with the claim.

Other UI employees in travel status should either pay for their own meal, or they cannot claim per diem for the meal, need to note this in comments on the claim.  Alcohol is not allowed on the purchasing card.

Yes, if they have been paid or the expense has been downloaded to the Travel Ledger Accounts and you have the receipt.

Refer to APM 70.04 B.  First check with the individual colleges, they may have a different ruling on this item.  If it is approved by the colleges and you have made a good will effort to obtain the receipt, you will need to include a note regarding the expense and signed by your supervisor.

Per Diem is defined as reimbursement for meals, meal gratuities, and fees and tips given to porters, baggage carriers, bellhops, hotel maids, etc.

Document a cost comparison of personal vs. business fares as if personal wasn’t added.  You cannot use a P-card for this type of ticket, use personal funds and submit receipts and documentation for reimbursement.

If an advance is used the claim must be submitted within 15 business days.  The UI suggests within 60 days and not to cross a fiscal year if possible.

Tipping is included in Per Diem.

Reimbursement will only be for the amount actually paid for a ticket.

Include enough that an auditor knows where you’ve been, but depending on the funding of your travel expenses, you may need to include enough details that demonstrate it is an allowable expense.  When in doubt, write a book!

As a non-travel P-card claim.

Mileage is allowed from the official work station only unless the distance between your home and the destination is less.

When filling out a Travel Reimbursement Form it is important to include the company name that the airfare, lodging, etc is being purchased from in that description.

It is allowable for a traveler to be reimbursed for lodging the night before a flight as long as the lodging is more than 50 miles from where they work. The traveler cannot claim per diem during this time.