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.
The official headquarters of a University employee shall be the city or town in which the assigned office is located except that:
- The official headquarters of a person shall be the city or town nearest to the area where the majority of the employee’s 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.
- When any University employee is stationed in any city or town for a period of over 30 continuous workdays, such city or town shall be deemed to be the employee’s official headquarters. The employee 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.
- A traveler may leave their assigned post to return home overnight, over a weekend, or during a holiday.
- Any time lost from the employee’s regular duties shall be taken as annual leave and authorized in the usual manner
- The traveler shall not be reimbursed for travel expenses more than the established rate for per diem allowed had the individual remained at their assigned post
- When a traveler has been temporarily assigned away from their official headquarters for an approved period extending beyond 30 days, the traveler shall be entitled to reimbursement for travel expenses at the established rate of one round trip for each 30-day period taken to the individual’s home in addition to pay and allowances otherwise provided
07/31/2021: reviewed content
Travel & Employee Reimbursements: (352) 392-1241