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

Mileage

Effective January 1, 2019, university travelers are encouraged to use the state contract with EHI Direct for rental vehicles. When a personal vehicle must be used, the allowable business standard mileage rate is 58 cents/mile for trips that do not exceed 100 miles. For business travel trips that utilize personal vehicles and exceed 100 miles per trip, the employee shall be reimbursed at 33 cents a mile. This rate covers gas as well as vehicle wear and tear.

State Mileage Allowance Chart for Personal Vehicle Mileage Reimbursement

If the employee does not use an EHI Direct vehicle, the following rates apply for trips on or after Jan. 1, 2019:

Trip Mileage Allowance
Round trip does not exceed 100 miles 58 cents per mile
Round trip exceeds 100 miles 33 cents per mile

Please refer to 1504 – Travel Policy on Transportation Including Mileage Rates for more information.

Lodging and Meals (Subsistence)

Subsistence is the amount claimed for room and meals (including gratuities), not to exceed the statutory limits below. See 1502 – Policy on Allowable Travel Expenses, Lodging, and Per Diem Rates for additional information.

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 1502 – Policy on Allowable Travel Expenses, Lodging, and Per Diem Rates.

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, 2019:

Type In-State Rate Out-of-State Rate
Breakfast $8.60 $8.60
Lunch $11.30 $11.30
Dinner $19.50 $22.20
Total Meals $39.40 $42.10

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 1502 – Policy on Allowable Travel Expenses, Lodging, and Per Diem Rates for additional information.

Account Codes for Processors

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