Reimbursing for Out of State/Out of Country Travel

Question

  • What documentation is required for an out of state or out of country travel reimbursement? 
  • What are the per diems?

Answer

Reimbursements of travel expenses, for all USD faculty, staff and students, must be submitted into Banner within sixty (60) days of the last day of travel. Refer to article Submitting a Delayed Travel Reimbursement for the procedure and additional form when submitting a reimbursement after the sixty (60) days.

Policy 2.003 Out of State Travel

Required Documentation 

  1. Traveler or department support staff complete either the Out of State Travel Payment Detail or the Out of Country Travel Payment Detail
    1. The Travel Payment Detail must include
      • Auto license plate number (if reimbursing mileage)
      • Leave time
      • Return time
      • Home station
      • Detailed purpose of travel
      • Traveler's signature
      • Supervisor/department head's signature
    2. Signatures on must be wet ink signature or through DocuSign
  2. Submit the documentation that corresponds with the expenses listed on the travel payment detail form. 
    1. Approved Out of State Travel Request (OSTR)
      1. required for all employees and student
    2. Itemized receipts (excluding meals and mileage)
      1. If no receipt is available
        • Reimburse $5.00 on taxi fare
        • Reimburse $1.00 on all other expenses
      2. For out of country receipts
        • Make effort to translate receipts
        • Foreign currency must be converted to US dollars
      3. Lodging receipts must show
        • Hotel name
        • Traveler name
        • Dates stayed
        • Zero dollar balance receipt
    3. Flight itinerary
      1. Full flight itinerary
      2. If delays or cancellations occurred, attach airline notice
    4. Conference or event documentation
      1. Agenda, program or official letter showing
        • dates
        • location
      2. If no agenda, attach email from event host
      3. If truly no agenda exists, write "no agenda" on the travel payment detail
    5. Additional forms (if applicable)
      1. Student Travel Questionnaire (if individual or group student travel)
      2. List of students (if student group travel)
      3. OSA Vacation Rental Form (in using a vacation rental with multiple USD travelers)
      4. Delayed Travel Reimbursement Request (if submitted after sixty (60) days)

Expense-specific Requirements

  1. Lodging
    1. Maximum reimbursable $175.00 + tax per day
    2. Plus up to $100.00 extra per day (if approved on the Out of State Travel Request)
    3. If lodging exceeds $275.00 + tax
      1. Must calculate reimbursable amount at 275.00 + taxes calculated for max rate
      2. Excess must be paid with either Institutional Rep, Agency or Foundation funds
      3. Foundation must pay directly (cannot use 23F Banner funds)
  2. Meals (per diem only)
    1. No receipts required
    2. Must follow per diem schedule and departure/return time rules (see attached mini travel regulations sheet)
    3. If included in registration or provided by event, meal cannot be claimed
    4. If traveler arrives late or leaves the event early, missed meal cannot be claimed
  3. Mileage (per diem)
    1. Rates:
      1. $0.315/mile if fleet was available
      2. $0.70/mile if fleet was not available
        • Fleet policy does not allow fleet use for drives to the airport where vehicle will be left
        • Attach documentation from Fleet that no cars were available
    2. Map to verify mileage must be attached if not on the highway mileage chart
    3. If driving instead of flying
      1. Reimbursement shall not exceed the cost of the most economical commercial airfare
      2. Department must calculate the most cost effective mode of transportation
  4. Rental cars
    1. Private rentals (Turo, Uber Rentals or Lyft Rentals) are not allowable
    2. Justification with taxi/ride service estimates required
      Note: Personal preference is NOT a justification
    3. Rental car expenses above the cost of taxi/ride services cannot be paid with university funds
    4. Insurance option is not reimbursable due to rental car being covered under the SD PEPL fund
  5. Taxi, Uber and Lyft
    1. Upgraded class on uber and lyft not reimbursable
    2. XL class can be used for group travel
    3. Wait times cannot be paid with university funds

Account codes

  1. Out of State
    1. 733300 - Lodging
    2. 733340 - Not overnight meals
      Note: Employees must pay taxes on meals reimbursed using this code and will be on their W-2 at end of the year per IRS rules
    3. 733350 - Overnight meals
    4. 733260 - Commercial airfare
    5. 733320 - Incidentals
    6. 733290 - Student activities
    7. 733220 - mileage low rate $0.315
    8. 733230 - mileage high rate $0.70
  2. Out of Country
    1. 733360 - Lodging
    2. 733370 - Meals
    3. 733380- Commercial airfare
    4. 733390 - Incidentals
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