Travel Guide - University of Florida

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1 Are receipts required? Parking-Tolls No Less than $25 Meals No When using State Parking-Tolls Yes Greater than $25 rates Gas Receipts Yes Must not equal more Finance and Accounting Taxi-Train-Bus No Less than$25 than .445 cents per Taxi-Train-Bus Yes Greater than $25 mile. University P- Travelers Guide Valet Tips No $1 allowed card cannot be used Revised September 24, 2015 Portage Tips No $1 per bag; 5 bags to purchase fuel for max per instance personal vehicle Taxi Tips No 15% and < $25 Taxi Tips Yes 15% and > $25 All items requiring receipts must accompany the Gas Yes Travel Expense Report. This includes items paid Laundry Yes When official travel with a UF PCard. Any item not listed above requires extends beyond a receipt, justification and benefit to the university. seven days University Travel Foreign Travel (352) 392-1241 Phone (352) 392-0081 Fax Registration Yes Provide receipt and Same rules apply (352) 846-1020 Fax imaging form showing Provide conversion rates with the Travel PO Box 115350 amount paid Expense Report www.oanda.com 114 Elmore Hall Airfare Yes Show amount paid GSA Rates apply www.gsa.gov (M&IE Gainesville, FL 32611-5350 and class. Only Rate only; minus incidentals) coach class is allowed unless flight Flights on Fund 201 must follow the Trip Preparation "Fly America Act" for airfare purchase is > 9 hours All foreign travel must be registered Chartered Yes Must compare cost Travel Authorization (TA) with the University of Florida All travel should be approved in advance. A Airfare to a commercial International Center www.ufic.ufl.edu formal travel authorization (TA) must be ticket completed for the following: Travel Expense Reimbursements Enterprise Yes Only compact unless Conference / Convention The University will only reimburse a traveler for a justification for a Foreign travel larger car is a travel expense that is paid for with personal funds (cash, check or personal credit card). For Registration Fees provided; Decline example, the University will not reimburse a Any trip that requires an advance insurance Mileage No Show miles claimed traveler for an expense that is paid for by the A trip lasting more than 30 days at one Vicinity Mileage No Show to and from use of reward points (sky miles, motel reward location. and justify miles > points, credit card reward points, etc.). These 100 are considered personal use items and may not Registration Fees be used for business related travel. The Registration fees require: Communication Yes Type and amount University will also not reimburse a traveler for Proof of payment Per Diem No $80 per day in lieu of the value of complimentary travel expense. Breakdown of charges meals & lodging A copy of the registration form Safe Yes Only if mandatory For more information, go to the web site: A copy of the agenda Lodging Yes Single room. Meet http://fa.ufl.edu/travel Registration may be paid by the following: GSA guidelines. If not may require Travel reimbursement justification UF Purchasing Card

2 As an unencumbered voucher through shall be computed on the basis of the current Communication Expense: Accounts Payables map of the Department of Transportation and Communication expense incurred while reimbursed at 44.5 cents per mile. Vicinity conducting University Business including Transportation: mileage necessary for the conduct of official telephone, wire, computer use, and/or fax Airline, Train, or Bus may be paid for in business is allowable but must be shown expenses require receipt. These items must be the same manner as the registration separately. for business use and not the travelers personal Traveler is to use the most economical use (i.e. a call home) means of transportation Per Diem (Domestic and Foreign): A traveler may elect to receive $80.00 per day Travel Advances: Only coach/economy is allowed on instead of the meals allowance and actual A traveler shall not have more than one flights, trains, or bus, unless more than lodging. No receipts are required for Per Diem. advance. The advance must be settled no later 9 hours of continuous travel. than 10 workdays from the travel ending date. Enterprise is the state rental car Meals (Domestic): If not settled within 30 workdays, UF can garnish provider and must be used if available. a travelers wages through Payroll. The traveler A justification is required if Enterprise Breakfast ($6): When travel begins before 6am may make payment arrangements for a is not used or a car larger than a and extends beyond 8am garnishment until the cash advance is settled. If compact is rented. Hybrid rentals are Lunch ($11): When travel begins before 12 the travel advance results in payroll allowed without a justification. The noon and extends beyond 2pm garnishment, then the traveler will not qualify Enterprise rental contract number is Dinner ($19): When travel begins before 6pm for future travel advances. 43A3255. The University may also pay and extends beyond 8pm rental cars by a department obtaining a After the trip: Prepare a Travel Expense Report Electronic Billing Agreement and Meals (Foreign): and obtain appropriate signatures, attach proper submitting to Enterprise. This number GSA rates are located at: www.gsa.gov documentation and fax with ER barcode on is attached to one particular Pcard. For conversion rates: www.oanda.com top to: (352) 846-1020 When paying for a rental yourself, an CLASS C MEALS ARE NOT ALLOWED: Remember, the following items must be itemized copy of the rental agreement is Class C travel is a trip that is less than 24 hours attached to the Travel Expense Report, if required for reimbursement. with no overnight stay. applicable: Gas receipts must be kept and turned in for reimbursement on the expense Lodging: Registration form with breakdown of voucher. Receipts are required for lodging. Actual charges, form of payment., and agenda Occupants must wear seatbelts and expenses for lodging are to be substantiated by Travelers copy of airline, train, or bus observe posted speed limits when paid bills itemizing the room rate and taxes. If ticket showing method of payment. traveling on official university business. you share a room with a person not on Itemized copy of rental agreement for Car rental for visitors and employees University business, you must provide the rental car. A letter of justification is under age 21 MUST pay with an documentation of a single room rate. If the required when not using a compact car Electronic Billing number other person is a University employee, a copy of and/or not renting with Enterprise. their expense report must accompany your Lack of knowledge is not a justification travel expense report. to pay any unallowable expense **Exceptions may be made for larger cars Mileage for private auto: and upgraded airline class with proper The use of privately owned vehicles for official justification from the ADA** travel in lieu of publicly owned vehicles or common carriers may be authorized. Mileage

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