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Related Expenses

Directive Statement

Other expenses normally associated with travel that are reimbursable regardless of whether a traveler receives lodging and/or meal reimbursement on an actual expense or per diem basis include registration fees, business telephone calls made while on approved travel, and miscellaneous expenses clearly related to the purpose of the travel and fully documented as such.

The University will not reimburse:

  • An expense paid for with reward points (i.e., sky miles, hotel rewards, transportation rewards or any other reward points)
  • The value of complimentary travel expenses
  • Charges assessed for the replacement of lost tickets

Travelers are allowed up to 1 day on domestic travel and 2 days on foreign travel to reach destination and return from destination if needed.

Reason for Directive

Business expenses normally associated with travel are reimbursed, as explained below, either on an actual, reasonable expense basis, or on a per diem basis. Personal expenses, such as guest accommodations, room service, entertainment, and other non-business charges, are the responsibility of the traveler.

Who must comply?

All UF departments.

Registration Fees

University employees are frequently required to pre-register for conferences and workshops.

  1. Prepayment for registration fees may be done by any of the following means:
    • A University of Florida purchasing card
    • Personal funds
    • The department may request an unencumbered voucher payment through Accounts Payable
  2. The registration form and/or conference brochure stating the amount and breakdown of the registration and what is included (meals, lodging, etc.) must accompany a properly completed Travel Expense Report, regardless of whether registration fees are paid by pre-payment or paid at the conference or workshop
  3. The method of payment used to pay the registration fees must be clearly shown within the Travel Expense Report
  4. All travelers who attend a conference, convention, workshop, seminar, or meetings requiring a registration fee are required to attach a copy of the agenda to the Travel Expense Report

Communication Expenses

Communication expenses incurred due to University business and substantiated by receipts, are allowable and eligible for reimbursement.  The receipts must be attached to the Travel Expense Report.

These expenses include telephone, wire, email, and/or fax.

Communication expenses to contact the traveler’s family or for other non-business purposes are NOT eligible for reimbursement.  Any calls to a traveler’s personal residence for which the traveler is asking reimbursement must be justified.  Documentation must be attached to the Travel Expense Report in myUFL.

Portage

Portage charges shall not exceed $1 per bag or a total of $5 per occasion and are reimbursable.

Each occasion should be reported separately on the Travel Expense Report.

Maid Service

Maid service is allowable up to $5 per day, a receipt is not required.

Each occasion should be reported separately on the Travel Expense Report

Incidental Travel Expenses

The traveler may be reimbursed upon presentation of a receipt for the following:

  1. After the official business has extended beyond 7 days, actual laundry, dry cleaning, and pressing expenses will be allowed. It would also be allowed after each subsequent 7 days of business
    • Receipts are required
  2. Actual passport and visa fees required for official travel
  3. Actual and necessary fees charged to purchase traveler’s checks for official travel expenses
  4. Actual fee charged to exchange currency necessary to pay official travel expenses
  5. Actual cost of maps necessary for conducting official business
  6. Gas receipts for rental vehicles, state vehicle, or personal car (when not claiming mileage and showing cost savings)
  7. Actual tips paid shall not exceed fifteen percent (15%) of the total expense to be reimbursed
    • Receipts are required on tips over $25
  8. Any item that is not listed requires a receipt

The receipt(s) must be attached to the completed Travel Expense Report.

Shared Expenses

For cross referencing purposes, when one traveler pays for another travelers expenses, the traveler being reimbursed will need either the expense report number of the traveler not being reimbursed or a signed statement from that traveler stating what items were paid for on their behalf.

Last Reviewed

05/11/2020: updated content

Toolkits

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

travel@ufl.edu

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