Travel - FAQs

[Get Adobe Acrobat Reader free here]

Travel Policies and Procedures
Frequently Asked Questions

Q. What are the maximum meal and lodging allowances?
A. LODGING AND MEALS & INCIDENTALS REIMBURSEMENT CAPS, AND RECEIPT REQUIREMENTS

The chart below summarizes the applicable reimbursement methods and the maximum rates authorized for lodging and meal and incidental expenses (M&IE) incurred while on travel status:

Travel Allowances and Reimbursement Chart [PDF]

Federal Per-diem rates for all locations:  http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

  1. Travel within the continental United States.
  2. Reasonable lodging expenses supported by a receipt are reimbursable.
  3. Travel within Alaska, Hawaii, Puerto Rico, the Northern Mariana Islands, and possessions of the United States.
  4. Use per diem rate for appropriate geographic area

Back to top

Q. Can I claim meal allowance for a one-day trip?
A. No.  The meal allowance can only be claimed if the travel includes an overnight stay supported by a lodging receipt. 

Back to top

Q. When claiming mileage, do I measure from campus or home?
A. Mileage may be claimed from the employee’s home to a common carrier terminal (airport, train station) if the travel occurs during an employee’s non working hours or on regularly scheduled days off.  Otherwise the employee must claim either the mileage from home or from the campus, whichever is less.

Back to top

Q. When opting to drive instead of flying, do I claim mileage?
A. The employee can be reimbursed the mileage or airfare in lieu of mileage if the airfare is less.

Back to top

Q. Is there a maximum allowance for hotel costs?
A. Yes. The maximum is $175.00 per night excluding tax.

Back to top

Q. What Travel Agency does the University use?
A. Away We Go Travel
(562) 690-3339

Back to top

Q. What rental car agency does the campus use?
A. Enterprise Car Rental.  Contact the Travel desk at extension 3808 to obtain the account number.

Back to top

Q. What is the mileage reimbursement rate?
A. Effective January 1, 2014, the standard mileage reimbursement rate is 56.0 cents per mile.

Back to top

Q. Will the University pay a conference registration fee directly?
A. Yes.  Attach a copy of the registration form to the Travel Request form and note the information on the form.

Back to top

Q. Is it necessary to submit a Travel Claim form if the only expense is a direct payment of registration fees?
A. Yes, an expense claim must be submitted if any type of advance payment was issued.

Back to top

Q. Does the University offer a travel credit card to employees?
A. Yes. The American Express Corporate credit card is available.  Please contact the Travel desk at extension 3808 for an application.

Back to top

Q. Who can I contact with other travel related questions?
A. Contact the Travel desk in Accounting Services at extension 3808.

Back to top