FAQs
- Do I have to prepare a Travel Authorization before going on travel status?
- How do I substantiate the cost of airline and/or rail tickets in order to satisfy audit concerns?
- What is the reimbursement rate for mileage when driving a personally-owned vehicle?
- Can I be reimbursed for meal expenses that do not involve an overnight stay?
- Where can I find lodging and per diem amounts for cities in the continental United States?
- Where can I find lodging and per diem amounts for cities outside the continental United States?
- How do I calculate the per diem for departure and return days?
- What if my lodging is more than the per diem guidelines?
- What are incidental expenses?
- What are miscellaneous expenses?
- Where do I submit my travel reimbursement forms?
Additional questions?
Travel Regulations and reimbursements processing - Ruth Gilliam
Travel Advances - Sharon Mikanowicz
Do I have to prepare a Travel Authorization before going on travel status?
Yes. A Travel Authorization must be prepared that include estimate of the total cost of any proposed overnight travel. If the estimate costs are going to exceed the per diem limits, the travel should demonstrate, with documentation, that a reasonable effort was made to secure the most cost beneficial means of travel.
How do I substantiate the cost of airline and/or rail tickets in order to satisfy audit concerns?
Air and rail ticket prices are subject to audit review and questions may arise regarding the reasonableness of cost associated with these tickets. Travelers will be responsible for defending their efforts in securing the most reasonably priced ticket and may be personally liable for any cost deemed to be unreasonable in an audit situation. As noted in the Commonwealth's Travel Regulations (CAPP), rates for all commercial plane travel should not exceed those charged for tourist class.
What is the reimbursement rate for mileage when driving a personally-owned vehicle?
When a personally-owned vehicle is cost justified and/or a State-owned vehicle is not available, the reimbursement rate is $.555 per mile, the current 2011 IRS milage rate . If the use of a personally-owned vehicle is for the convenience of the employee, the reimbursement rate is 24.6 ¢ per mile. In all cases, reimbursement rates are reduced to 13¢ per mile for travel in excess of 15,000 miles in one fiscal year.
Can I be reimbursed for meal expenses that do not involve an overnight stay?
Generally, meal expenses that do not involve an overnight stay are not reimbursable. Exceptions to this policy include overtime meals and business meals.
An overtime meal allowance is allowed when overtime worked is essential to the agency's mission, permitted by agency policy, approved by the appropriate Dean or Vice President, and in excess of the employee's normal, scheduled work hours. The amount of an overtime meal allowance is dependent upon the number of hours worked, and on which day the overtime was worked.
A business meal must be approved by the Department Head and must involve a substantive and bona fide business discussion. Requests for reimbursement of business meal expenses must include the original receipt, list by name all persons involved in the meal, and list the reason for the meal. This type of meal is taxable.
Where can I find lodging and per diem amounts for cities in the continental United States?
State regulations provide the lodging and per diem amounts for cities in the continental United States. Use The Travel Planner to guide your through the travel and reimbursement process.
Where can I find lodging and per diem amounts for cities outside the continental United States?
Lodging and per diem amounts for cities outside the continental United States are determined by the U.S. State Department. A printed copy of the appropriate rates must accompany your Travel Expense Reimbursement Voucher.
How do I calculate the per diem for departure and return days?
On a travel departure or return day, 75% of the per diem is allowable based upon where the night was spent. For a departure day, the prorated per diem is calculated using the per diem of the location where the night was spent. For a return day, the prorated per diem is calculated using the per diem of the location where the night was spent prior to returning to home base.
In all cases, the prorated per diem includes the $3 incidental expense allowance.
What if my lodging is more than the per diem guidelines?
Department Heads can approve in advance up to 50% over the per diem rates for lodging. A statement (doc) signed by your department head is required. Attach the statement to the Travel Expense Reimbursement Voucher.
What are incidental expenses?
Incidental expenses are included in the M&IE per diem amounts. Reimbursement of these expenses as separate items is not permitted. (Examples: Meal Tips, Baggage Handling, Housekeeping Tips)
What are miscellaneous expenses?
Miscellaneous expenses that are not covered by the Incidental fees and are reimburseable when allowed include cab fares, fax, telephone, copy charges, room taxes, energy surcharges and other related business expenses. Receipts are required for any expense that exceeds $10.00.
Where do I submit my travel reimbursement forms?
Any and all travel related forms should be submitted to Accounts Payable (if you use Campus Mail, address to Accounts Payable, Williamsburg Professional Center).