Reimbursing for In State Travel

Question

What documentation is required for an in state travel reimbursement?

What are the in state per diem meal and lodging rates?

Answer

Reimbursements for 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.

Required Documentation

1. Traveler or department support staff complete the In-State Travel Payment Detail Form (see attached form)
   1. In-State Travel Payment Detail Form must list
      • Auto license plate number when reimbursing mileage
      • Leave time
      • Return time
      • Home station
      • Detailed purpose of travel
      • Traveler's signature
      • Supervisor/department head's signature
   2. Signatures must be a wet ink signature or done through DocuSign
2. Submit the applicable documentation that corresponds with expenses listed on the travel payment detail form
   Note: For a list of meal, mileage and lodging per diems, refer to Mini Reference to In State Travel Regulations (see attached document)
   1. Itemized receipts (excluding meals and mileage)
      1. For lodging reimbursement
         • Receipt must be itemized and zero dollar balance
         • If the room is shared between two employees, bill must be split between them. 
   2. Documentation backing up number of miles being claimed
      1. Mileage chart (see attached)
      2. Maps, ie Google, Map Quest, etc
      3. Odometer readings for travel to remote locations
   3. Conference or meeting agenda
      1. If no informal agenda, attach email from event host
      2. If truely no agenda exists, write "no agenda" on the travel payment detail
   4. Additional forms (if applicable)
      1. Student Travel Questionnaire
      2. List of students if student group
      3. OSA Vacation Rental Form

​​​​​​​Expense-specific Requirements

1. Lodging
   1. Maximum reimbursable $110.00 + tax per day
      Note: In State Lodging rates in certain counties increase during summer months (see attached mini travel regulations sheet for rates)
   2. Room service and hotel restaurant charges on bill are not reimbursable
   3. ​​​​​​​ If lodging exceeds the allowable rate
      1. Must calculate reimbursable amount at allowable rate + taxes calculated at 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 receipt 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
   5. Employees attending events within their home station cannot claim meal per diem
3. Mileage (per diem)
   1. Rates:
      1. $0.315/mile if fleet was available
      2. $0.70/mile if fleet was not available
         • Attach documentation from Fleet that no cars were available

Account Codes

1. Use the in state account codes when entering into Banner
   1. 733100- Lodging
   2. 733140- Meals not overnight
      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. 733150- Overnight, non-taxable meals
   4. 733120- Incidentals
   5. 733090- Student activities travel
   6. 733020- Mileage at lower mileage rate
   7. 733030- Mileage at higher mileage rate