Travel Funding

Procedure

Complete the application before you travel (for international travel, 30 days before):

Faculty application | Student application

• • Receipts are due within 30 days. After 60 days you will be taxed.
  • Receipts are required for all but meals (which are reimbursed at a per diem rate).

Advances

Advances are for prepaid expenses (usually airline tickets):

• • Requests must be made two weeks before the trip.
  • Department credit cards (PCARDs; from Mark or Kay):
    • These can be used for memberships, registrations, and Continuing Education Credits.
    • These can not be used for flights, hotels, rental cars, etc.

Lodging

Lodging can be reimbursed up to one day before and after the event:

• • Requires itemized receipts, which must...
    • Have a location name and address
    • Show a zero balance (indicate full payment)
    • Have the traveler's name
  • AirBnB's are allowed.
  • State and city taxes are covered.
  • Costs are covered up to per diem rates.
    • If you have proof the hotel is designated for the conference (such as a website listing), these can be covered over per diem rates.

Air Travel

In general, try to find the lowest fares to ensure you can cover other costs.

For reimbursements:

• • Only two bags are allowed.
  • A receipt or credit card statement is required, and must...
    • Have the traveler's name
    • Have the name of the airline
    • Show a zero balance (indicate full payment)
  • The following extra expenses require an exception form to be covered (provided by the department chair, only in special circumstances):
    • First Class
    • Early Bird
    • Travel Insurance
    • Extra leg room

Kay can also book your flight directly, but this is dispreferred, and incurs a $30 surcharge.

Car Travel

For non-rental cars, mileage can be reimbursed up to the cost of a rental car:

• • Mileage is reimbursed 56 cents per mile (as calculated by MapQuest).
  • Gas recipts are not reimbursable.
  • The MPG column in the table below gives a rough estimates of mileage costs.

For rental cars:

• • The only approved agents are: Avis, Budget, Enterprise, Hertz, and National.
  • Do not buy insurance (it is already covered).
  • Only rent vans or SUV's for three or more people.
  • Gas recipts are reimbursable.
  • GPS is allowed, but Sirus or XM radio is not.
  • Luxury cars and convertibles are not allowed.

Current rental contract rates: 

• • Enterprise / National
  • Avis / Budget
  • Hertz - Rates - Program Benefits