TRAVEL ALLOWANCES
Expenses for travel on official business by employees of state departments, institutions,
and agencies shall be reimbursed at the following rates as set forth by the
State Budget Manual
- For transportation by
privately owned automobiles, Fifty and one-half cents ($.505) per mile may
be paid.
- For transportation by airline,
bus, railroad Pullman
or other conveyance, actual coach fare will be reimbursed with original
receipt.
- For subsistence, the actual
amount expended for room, meals and reasonable gratuities, not to exceed a
total of ninety-seven dollars and seventy-five cents ($97.75) per day when
traveling in-state or a total of one hundred eleven dollars and
seventy-five cents ($111.75) per day when traveling out-of-state.
- For registration fees, the
State will allow reimbursement of the actual amount of convention registration
fee as shown by a valid receipt or invoice.
- Actual receipts will be
required for travel involving trips other than to and from airports.
Actual receipt will be required for inner city taxi services, shuttles,
limo and taxis to airport. Public transportation will be
reimbursable up to $5.00 per one way to and from airports.
- Expense for out-of-state
travel on official state business shall be reimbursed only upon prior
authorization obtained in accordance with regulations prescribed by the
Office of State Budget.
IN-STATE
All travel in-state by state employees on state business must be authorized
by the University. Written authorization should be secured at least fourteen
(14) days in advance. Approval requires the completion of the standard travel
request form.
OUT-OF-STATE
All travel out-of-state but within the continental United States (specifically excluding Alaska and Hawaii)
by state employees and non-state employees on state business must be authorized
by the University. Written authorization should be secured at least fourteen(14) days in advance. Approval by the University
will require completion of the standard travel request form.
OUT-OF-COUNTRY
Request must have the Chancellor's Office prior approval. If contract
or grant funds are to be used, prior approval must also be received from
Contract and Grants Office.)
REQUIREMENTS FOR EXCESS EXPENSE AUTHORIZATION
When an individual who is also the disbursing authority for the account to
which the expense will be charged is requesting excess expense approval, a
countersignature should be obtained from either (1) a person of higher
authority or (2) the business manager or other person designated to review and
approve expense transactions for the department, school, college or division.
Authorization for EXCESS Expenditures for In-State and Out-of-State
travel must be approved in advance and must meet the following criteria:
- The travel is entirely state
business related.
- The travel is the most
practical way to conduct state business as opposed to a letter, telephone
call, etc.
- Reasonable efforts have been
made to keep the cost within statutory levels and to keep the number of
state employees traveling to a minimum.
- Travel costs are within
budgeted travel line items.
- A copy of brochures, fee
schedules, or other material listing the costs when in excess of the
statutory amounts.
SPECIAL NOTE: No excess travel subsistence may be
granted for internal departmental meeting, conferences, seminars, etc., and
such meetings must be held in state facilities when available. no excess registration fee may be granted when a state
employee is attending an internal state sponsored conference, seminar, etc.
REQUIRED ADDITIONAL APPROVAL
Out-Of-Country Travel
All requests for excess authorization must be approved by the Chancellor of
the University.
Revised 07/07