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Official Headquarters

Directive Statement

This directive establishes the proper methods of determining the official headquarters of an employee.

Reason for Directive

University employees must determine where their official headquarters are located prior to travel. Although the official headquarters are often in the city or town in which the assigned office is located, this is not always the case.

Who must comply?

All University of Florida employees.

Procedures

The official headquarters of a University employee shall be the city or town in which the assigned office is located except that:

  1. The official headquarters of a person shall be the city or town nearest to the area where the majority of his or her work is performed.  The city, town, or area may also be designated by the supervisor provided that in all cases such designation must be in the best interests of the University and not for the convenience of the person.
  2. When any University employee is stationed in any city or town for a period of over 30 continuous work days, such city or town shall be deemed to be his or her official headquarters.  He or she will not be allowed per diem or subsistence after the period of 30 continuous workdays has elapsed, unless this period of time is extended by the express approval of the Dean, Chairperson, or Department Head.  In this case:
    • A Travel Authorization (TA) is required and the TA should be approved by one of the positions stated above, or
    • Proof of approval by one of the positions above to go beyond the 30-day limit should be added to the backup documentation for the TA

    This approval will allow UF to continue to reimburse all travel-related expenditures for the total duration of the trip.

  3. A traveler may leave his or her assigned post to return home overnight, over a weekend, or during a holiday.
    • Any time lost from his or her regular duties shall be taken as annual leave and authorized in the usual manner
    • The traveler shall not be reimbursed for travel expenses in excess of the established rate for per diem allowed had he or she remained at his or her assigned post
    • When a traveler has been temporarily assigned away from his or her official headquarters for an approved period extending beyond 30 days, he or she shall be entitled to reimbursement for travel expenses at the established rate of one round trip for each 30-day period actually taken to his or her home in addition to pay and allowances otherwise provided

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – Create a Travel Authorization

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

Email: travel@ufl.edu

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