9.12 Appendix A – Rates-At-a-Glance
TRANSPORTATION RATES
|
Mode of Transportation |
Transportation Rate |
Receipt Required? |
Handbook Section Reference |
|
AIRCRAFT |
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Commercial Aircraft |
Actual Coach Fare |
Yes |
9.06.01 |
|
(1) Chartered Aircraft |
Actual Cost |
Yes |
9.06.02 |
|
(1) Privately-Owned Aircraft |
$.68/mile per passenger |
No |
9.06.03 |
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BUS |
Actual Coach Fare |
Yes |
9.07.04 |
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PARKING AND/OR STORAGE FEES |
Actual Cost |
Yes |
9.07.01, 9.08.02 |
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PRIVATE VEHICLE |
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(2) Used for “convenience of state” |
55 cents per mile |
No |
9.05.01 |
|
(3) Used for “convenience of employee” |
33 cents per mile |
No |
9.05.02 |
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PUBLIC TRANSPORTATION |
$5.00 each one-way trip |
No |
9.07.02, 9.07.03 |
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RENTAL CAR |
Actual Cost |
Yes |
9.07.02, 9.07.05 |
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SHUTTLES |
Actual Cost |
Yes |
9.07.01, 9.07.02, 9.07.03 |
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TOLLS |
Actual Cost |
Yes |
9.08.02 |
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TRAIN |
Actual Coach Fare |
Yes |
9.07.04 |
(1) Requires advance approval of Chancellor.
(2) Applies when (a) a state-owned vehicle is not available or (b) the round trip is < 60 miles.
(3) Total reimbursement must be < lowest cost of airfare.
SUBSISTENCE RATES (Meals and Lodging)
(Policy 3)
|
|
In-State |
Out-of-State |
Receipt Required? |
|
BREAKFAST |
$ 7.50 |
$ 7.50 |
No |
|
(1) LUNCH |
9.75 |
9.75 |
No |
|
DINNER |
16.75 |
19.00 |
No |
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(2) TOTAL MEAL EXPENSE |
$34.00 |
$36.25 |
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(3) LODGING (ACTUAL UP TO) |
63.75 |
075.50 |
Yes |
|
TOTAL |
$97.75 |
$111.75 |
|
(1) Lunch is only allowed for partial days of travel when: (a) traveler is in overnight travel status {see Policy 3-D (2) or (b) employee is required to attend a meeting involving individuals from outside the University and lunch is served as part of that meeting {See Policy 3-D (5)}.
(2) Meal allowances include tips.
(3) Taxes (sales, lodging and local) and service fees are allowed in addition to these rates.
OTHER TRAVEL EXPENSES
|
|
Rate of Reimbursement |
Receipt Required? |
Policy Reference |
|
PASSPORT |
Actual Cost |
Yes |
9.08.05 |
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REGISTRATION FEES |
Actual Cost |
Yes |
9.08.01 |
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TELEPHONE CALLS WHEN IN TRAVEL STATUS |
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Business calls (individual call < $5.00) |
Actual Cost |
No |
9.08.03 |
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(1) Business calls (individual call > $5.00) |
Actual Cost |
Yes |
9.08.03 |
|
(2) Personal calls (in-state call) |
Actual cost up to $3.00 |
No |
9.08.03 |
|
(2) Personal calls (out-of-state call) |
Actual cost up to $5.00 |
No |
9.08.03 |
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Employee Emergency Calls |
Actual Cost |
No |
9.08.03 |
|
(3) Business calls on personal mobile phone |
Actual Cost |
Yes |
9.08.03 |
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TIPS |
|
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9.08.04 |
|
For meals and/or food service |
Included in Meal Allowance |
No |
9.08.04 |
|
(4) For other services (baggage handling, etc.) |
Actual Cost |
No |
9.08.04 |
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(5) TRAVEL AGENT FEES AND SERVICE CHARGES |
Actual Cost |
Yes |
9.08.06 |
(1) Must be identified as to point of origin and destination.
(2) Only allowed during trips of 2 or more consecutive days and limited to 1 call for each 2 days of travel.
(3) Telephone bill must be submitted with names of individuals called and nature of calls.
(4) Excessive tips must be documented with a receipt and explanation.
(5) Travel agent fees and service charges > $100 require approval of Vice Chancellor.