Reimbursement Policy

Receipts

Travel reimbursements require original receipts. In addition, all pertinent expenditures for the travel should be listed on the travel claim and in trip detail. Trip details should include items purchased via the Purchasing Card, Direct Bills or items claimed on a Claim Voucher.

Lodging

Original detailed itemized receipts are required. Rate should be single rate. If rate is for two people, explanation is necessary. Explanation should include name of second person and if he/she is a University of Idaho employee and what function they are fulfilling (may be purchased on the UI Purchasing Card if there are no indirect routes or personal travel included).

Registration

Original itemized receipts are required. Per diem should not be claimed for meals that are included in the registration fee.

Transportation

Private vehicle reimbursement is at 53.5 cents per mile (effective 01/01/2017), unless otherwise indicated. Number of miles should be indicated on Travel Expense Claim. Mileage rate when moving is 17 cents per mile (effective 01/01/2017) and should be reimbursed on a Claim Voucher through Accounts Payable. As of 01/16/2018, the state decided no action to be taken and remained at the 53.5 cents per mile.

Airline

Original itemized receipts are required. Receipts should reflect date, amount, method of payment, ticket number, vendor name, destination and dates of travel (may be purchased on the UI Purchasing Card if there are no indirect routes or personal travel included).

Rental Car

Original itemized receipts are required (may be purchased on the UI Purchasing Card if there are no indirect routes or personal travel included).

Fuel

Original itemized receipts are required. If expenses are for anything other than a rental car an explanation will be necessary (may be purchased on a UI Purchasing Card for rental vehicles, courtesy cars, or motor pool vehicles only).

Taxi, Limo or Uber

Original receipts are required or proof of payment regardless of amount. May be purchased on a UI Purchasing Card.

Miscellaneous Expenses

Require original receipts and an explanation.

Telephone

Original itemized receipts are required.

Parking

Original itemized receipts are required.