Per Diem Domestic
Use only Meals / Incidental Expense (M&IE) colume in Excel file to do the calculation. If you need to break out for the specific meal, please use 25% for breakfast, 25% for lunch and 50% for dinner.
Per Diem Overseas
Use only Meals / Incidental Expense (M&IE) colume in Excel file to do the calculation. If you need to break out for the specific meal, please use 25% for breakfast, 25% for lunch and 50% for dinner.
Travel Reimbursement Policy
(A) The policy on travel is applicable to anyone traveling on university business regardless of the source of funding support.
(B) Travel authorization
(1) All travel must be authorized and approved by the appropriate vice president, executive director, or designee. Executive officers may establish other travel regulations to be applicable to their areas of responsibility which fall within this general policy. The proper approval of the “individual reimbursement request” form constitutes approval of the itinerary as well as the accuracy and reasonableness of the request for reimbursement
(2) Advances of university funds for travel purposes are not permitted except for intercollegiate athletic team travel. Any request for exceptions to this must have the authorization of the associate vice president for finance, or designee.
Receipts and a copy of the deposit of any unused cash must be submitted to the university’s accounts payable department within five business days after the date of conclusion of the trip.
(C) Reimbursable expenses
(1) Transportation
(a) Travel by common carrier shall be at the most reasonable available rate in the chosen method and time of travel. No reimbursement will be made at first-class rates where other accommodations are available. For any university travel whether or not a reimbursement is requested, the travel itinerary issued with the ticket should be submitted with the “individual reimbursement request” form.
(b) The use of a privately owned automobile or van will be reimbursed at the current IRS standard mileage rate in use per mile of authorized business travel. The mileage rate is to cover all expenses incurred for using the privately owned vehicle except parking fees and tolls. An exception may be a grant that authorizes less than the IRS standard mileage rate.
However, reimbursement for use of a privately owned automobile shall be paid at the lower of mileage allowance or accumulated airfare by coach for all individuals on approved travel status traveling together in a car. An individual who uses a privately owned vehicle on university business must meet liability insurance requirements of the motor vehicle financial responsibility laws of the state of Ohio.
(c) If it is necessary for the traveler to rent a car from a car rental agency, the university’s blanket auto insurance policy automatically covers these rentals and it is not necessary to purchase additional insurance. Should the filing of an insurance claim be necessary, the signed rental agreement must be filed with the office of financial services to the attention of the risk management office.
(d) Transportation costs, such as parking fees, tolls, taxi, gratuities, and airport limousine fares are reimbursable on an actual costs basis. Receipts must be obtained and submitted for any such individual expenses that exceed $25.00.
(2) Meal allowance. No reimbursement will be made to an individual traveler for the actual cost of meals in excess of the appropriate reimbursement up to the daily allowance. Meal allowances will be paid (without receipts) where overnight travel is required, in accordance with the standard rates established by the vice president for finance and administration.
(a) No additional reimbursement will be made for a meal that is provided at a conference as part of the registration fees.
(b) High cost cities: when travel is to a location designated by the Internal Revenue Service as a high cost area, higher per diem rates may be used. Please see the meal per diem rates for specific rates and high cost cities located on the UT website.
(c) Business meals with individuals not affiliated with the university will be reimbursed at actual cost upon submission of appropriate receipts.
(d) Reimbursement for cost of alcoholic beverages will not be authorized from university and/or grant funds.
(3) Lodging
(a) When travel on official business requires overnight lodging, more than fifty miles away from the traveler’s home or headquarters, reimbursement will be made for the actual single room rate plus taxes per night. When in the state of Ohio, the traveler should inquire as to the availability of a state tax exemption due to the tax exempt status of the university. Claims for reimbursement must be supported by original hotel receipts. A credit card charge slip is not acceptable documentation for reimbursement.
(b) No reimbursement will be made for overnight lodging closer than fifty miles from the traveler’s home or headquarters except in unusual circumstances described in a statement of explanation accompanying the request for reimbursement.
(4) Conferences and special meetings. Expenses directly included with a conference or special meeting, such as registration fees and banquets are reimbursable, without regard to the standard limitations, providing they are reasonable and supported by original receipts.
(5) Other living expenses. Other expenses directly connected with the purpose of a particular business trip are reimbursable providing they are necessary, reasonable, and supported by original receipts.
Effective date: July 10, 2002