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Travel and Reimbursement

When traveling by personal automobile, the faculty member will be reimbursed for the actual business mileage traveled. Point-by-point mileage is calculated using “Rand  McNally Tripmaker” for Windows. If you do not have access to a road atlas, you may call the travel clerk for mileage information or check the website: http://www.randmcnally.com/. Mileage that exceeds the above is calculated separately as "Vicinity Mileage." The current mileage rate allowance per mile is specified on the Travel website. Please refer to APSU policy 4:015. Hotel parking is an allowable expense, but a receipt is required for reimbursement. This applies to airport parking and any other parking expenses more than $8.

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Information regarding the in-state lodging allowance, including maximum allowance, is specified in APSU Policy 4:015 Travel. The maximum reimbursement rates for out-of-state travel are the same as those maintained by the US General Services Administration for federal employees within the continental United States (CONUS). The CONUS list contains a standard reimbursement rate for lodging, meals, and incidentals and several pages of exceptions. The CONUS list is available on the General Services Administration Web site.

In-state and out-of-state lodging expenses incurred while on authorized travel will be reimbursable to the maximum shown on the Travel Reimbursement Rate Schedule. Sales taxes on lodging costs will be reimbursable. Higher rates for lodging at the location of a convention or conference will be allowed, without special approval, up to the amount indicated in the convention or conference brochure. The lowest rate is the amount that will be reimbursed. If the lowest rate indicated is unavailable, advanced approval of the higher rate must be obtained from the appropriate approval authority. The convention or conference brochure that indicates the lodging rates must be included with the travel claim.

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Meals while on authorized travel will be reimbursed, subject to the meal allowance provided on the Travel Reimbursement Rate Schedule. The maximum per diem rates include a fixed allowance for meals and incidental expenses (M&I). The M&I rate, or fraction thereof, is payable to the traveler without itemization of expenses or receipts. Incidentals are intended to include miscellaneous costs associated with travel such as phone calls home.

Information for meal reimbursement

Charges for local and long distance telephone calls on official business are allowable expenses provided a statement is furnished showing the date, the name, the location called and the nature of the business.

Registration fees for approved conferences, conventions, seminars, meetings, etc. will be allowed including cost of official banquets and/or luncheons, if authorized in advance by the appropriate approving authority and provided receipts are submitted with the travel claim. Registration fees may be prepaid if they are submitted to the Business Office with an approved "Authorization of Travel"form with the "Request for Advanced Registration Payment" (bottom portion) completed and the registration forms attached.

All claims for travel expenses should be submitted on the form designated for this purpose. Receipts are required for registration fees, lodging, parking, official banquet, etc. Receipts are not required for meals and check-in expense. Reimbursements for official travel will be direct deposit. An email will be sent to you on the day the payment is sent to the bank. Allow a day or two for the deposit to show in your account.

All faculty members are responsible for following the travel procedures in place at the time of travel. Policies, procedures and guidelines are available on the Accounting Services website at https://www.apsu.edu/accounting-services/accounts-payable/travel.php.