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Expenses for travel on official business by University employees are reimbursed at the following rates set by State legislation.

Transportation by Vehicle

University travelers are encouraged to use a state-owned or leased vehicle through Fleet Services. If a state-owned or leased vehicle is not available, travelers should use the least expensive method of ground transportation to meet their business needs.

Mileage

Beginning April 1, 2021, when a personal vehicle must be used, mileage will be reimbursed at the IRS standard mileage rate regardless of the number of miles driven. This rate covers gas as well as vehicle wear and tear.

State Mileage Allowance Chart for Personal Vehicle Mileage Reimbursement
(effective January 1, 2021)
When a personal vehicle must be used for business travel, the following rates apply:
Trip Mileage Allowance
Round trip equals or is less than 100 miles 56 cents per mile
Round trip exceeds 100 miles 33 cents per mile
Travel on or after April 1, 2021
(regardless of the total number of miles)
56 cents per mile

Please refer to 1501.4 – Procedure on Ground Transportation Expenses Including Mileage Rates.

Lodging and Meals (Subsistence)

Subsistence is the amount claimed for room and meals (including gratuities), not to exceed the statutory limits below. See 1501.5 – Procedure on Per Diem Rates and 1501.6 – Procedure on Lodging Accommodations.

Lodging

Reimbursement for lodging may be made only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment. For lodging rates and third-party lodging information see 1501.6 – Procedure on Lodging Accommodations.

Meals

University travelers are only eligible for meal per diem when they make an overnight trip. Partial day per diem is possible when the partial day is the day of departure or return for a trip, but it must be in conjunction with an overnight trip taken. University travelers may claim reimbursement for the following meals, if:

  • Breakfast: depart duty station prior to 6 a.m.
  • Lunch: depart duty station prior to Noon (day of departure) or return to duty station after 2:00 p.m. (day of return).
  • Dinner: depart duty station prior to 5:00 p.m. (day of departure) or return to duty station after 8:00 p.m. (day of return).
Meal rates per day for travel-related expenses (effective July 1, 2021):
Type In-State Rate Out-of-State Rate
Breakfast $9.00 $9.00
Lunch $11.80 $11.80
Dinner $20.50 $23.30
Total Meals $41.30 $44.10

The per diem is intended to offset costs for meals when traveling. It is not a meal reimbursement. Excess meals may be allowed, dependent on funding source. See 1501.5 – Procedure on Per Diem Rates for additional information.

Account Codes for Processors
The same account codes are used in WebTravel and Concur Expense.
Type In-State Out-of-State Out-of-Country
Airfare 526110 526210 526310
Car, Train, Bus, Taxi, Rental Car, Rental Car Gas, Parking, Tolls 526120 526220 526320
Water Transportation 526130 526230 526330
Lodging 526140 526240 526340
Meals 526150 526250 526350
Other Expenses: Baggage Handling Tips, Telecom Fees 526160 526260 526360
Registration 528310 528320 528330