Paying for Travel

Not-Allowable

• Per Diem should not be claimed for meals that are included in the registration fee.
• Social events held in conjunction with conferences.

Purchasing Card

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

Reimbursement

• 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.

Anyone making arrangements to use charter flying services or private aircraft for U of I business should first check with the Risk Office to confirm whether a current certificate of insurance is on file. The Request for Certificate of Insurance instruction may be given to the aviation charter service to assist. In addition, the traveler must provide a cost comparison for commercial flights and the cost-effective option should be selected.

• Cost is limited to the lowest-priced airfare available.
• Travel Insurance is not an allowed expense on domestic air travel.
• One check-on bag is allowed, obtain receipt from the airline.

Purchasing Card

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

Reimbursement

• 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.

Purchasing card

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

Reimbursement

• Original itemized receipts verifying payment by the traveler are required.

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

When making reservations, U of I 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.

Not-Allowable

• Lodging costs within an employee's official station are not allowed.
• Lodging costs within a 50-mile radius of your official workstation.
• Personal expenses such as movies, 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.
• Direct billing of lodging costs for employee travel. All employee lodging should be placed on a purchasing card or handled as a reimbursement.

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 U of I 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 purchasing 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.

Reimbursement

• 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 U of I 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 they are a U of I employee and what function they are fulfilling.

Direct Billings — Lodging for Non-U of I Employee traveler

• Direct billings may be established for lodging, however, the method of payment is the purchasing card.

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.

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

Not-Allowable

• Additional Insurance coverage is not allowed by the State.
• Additional drivers who are not U of I employees.

Purchasing Card

• 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.

Reimbursement

• 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.

Purchasing Card

• Gasoline for personal vehicles is not allowed on the pcard. Instead, submit a reimbursement request for mileage.

Reimbursement

• Personal car use will be reimbursed based on actual U of I business miles as submitted on a mileage log.

Purchasing Card

• 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 pcard.

Reimbursement

• Original itemized receipts verifying payment by the traveler are required.

Purchasing Card

• Receipts are required regardless of amount placed on the purchasing card.

Reimbursement

• Receipts are required for taxi, airport shuttle or limo expenses for amounts greater than $75 paid out of pocket by the traveler.

Purchasing card

• For motorpool or rental vehicles only.
• Gasoline for personal vehicles is not allowed on the pcard.

Reimbursement

• Original itemized receipts verifying payment by the traveler are required.
• For motorpool or rental vehicles only.

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

Not-Allowable

• Personal expenses (items kept by the employee).

Purchasing Card

• The purchasing card is intended for U of I business-related expenses only and should not incur charges that result from personal use.

Reimbursement

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

Faculty/staff recruits, guest speakers, etc.

Purchasing card

• Departmental expediters may pay travel expenses directly for U of I visitors rather than submitting a claim voucher and invoice for payment or reimbursing the traveler after the trip.

Vehicle Parking

Receipt/Documentation Required.

Always obtain a receipt for all charges placed on the U of I Purchasing Card Program including Parking.

Parking Meters may be documented by a receipt of a cell phone snapshot as support for the expense item.

For Parking expenses that are paid personally, receipts are only required if the expense is greater than $25.00.