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ITS Travel Tips
ITS Administration staff are responsible for making travel arrangements for all ITS staff. If you are planning to travel on university business for training or a professional development conference, please contact Rosemary (ITTC 120, ext 3-7133) as soon as possible (preferably 6 weeks before)
Please provide the following information to get things started:
• Name of conference, meeting, or reason for travel
• Registration information
• Dates & times
• Desired mode of transportation
• Names of accompanying persons
• Any other pertinent information
Rosemary will work with the employee and their supervisor to make all arrangements necessary, including: travel authorization, conference/training registration, transportation (university vehicle, airfare, etc), hotel, etc. She will review all arrangements with the employee and supervisor before final arrangements are made. While registration and airfare can be paid in advance with the university pro-card, hotel arrangements must be secured with the traveler’s personal credit card. A detailed itinerary will be provided for the employee and their supervisor. Direct inquiries to Rosemary before travel if an expense is anticipated which does not seem to be included in the itinerary.
When traveling on university business, employees are encouraged to be aware of the university’s travel policy (http://www.vpaf.uni.edu/obo/accounts_payable/tguide.shtml) and what expenses ITS will reimburse. Employees are responsible for keeping receipts for all of their travel expenses.
University Travel Per Diem
The UNI travel policy states: "Reimbursement will be made for the actual meal cost, including a reasonable gratuity, subject to the following maximums:
In State
Breakfast - $6.00
Lunch - $9.00
Dinner - $16.00
Out-of-State
Breakfast - $8.00
Lunch - $12.00
Dinner - $20.00
The individual amounts for each meal apply in the case of persons travelling for partial days. Otherwise, the total amount for each day applies and allows individual meal flexibility."
While receipts are generally not required in order to be reimbursed for your meals, if you turn in the maximums, you may be required to submit receipts.
Upon Return from Travel
Employees are required to submit all of their expense receipts within two weeks after the trip ends.
When an employee combines vacation with business travel, reimbursement will not be granted during vacation days. Credit card receipts are not acceptable as proof of payment.
If you have any questions, please ask Rosemary.
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