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Travel Info

New USF Travel Policy

Effective September 30th, 2015

University employees in need of a rental car for official business are required to use the State of Florida contract with National or Enterprise, contract # XZ42D09. The contract number should be provided at the time of reservation and pick-up and it is the responsibility of the traveler to ensure that the contract terms are applied. National and Enterprise contract rates are available for both in-state and out of state rentals.

Psychology department travel information



Travel Authorization

Travel on university business using USF funds must be authorized in advance and travelers are not to make commitments to travel or to incur travel expenses without first obtaining the appropriate approvals.  A Travel Authorization Request (TAR) must be completed and approved prior to undertaking travel to conferences, conventions and organized meetings, whether domestic or foreign.  Submit the TAR as far in advance as possible to allow for appropriate approval process to be completed. Totka Tzaneva will provide the TAR # to you once it has been generated (10-14 days after submission of online TAR).

Travel Compliance

USF has discontinued the use of Orbitz for Business. All future bookings can now be made outside of OFB. The Travel Compliance Form must be completed at the time of booking and included with the Expense Reports receipts in compliance with the Florida State Statute. The Travel Compliance Form and Travel Compliance Instructions are available in the Quick Links on the right hand side.

Things to remember when booking a trip

  • You must submit an online TAR and obtain a TAR # before booking your trip
  • For some items, you will be asked to select the reason for your trip
  • You must complete and submit USF Travel Compliance Form
  • If you select a more expensive option, you may be asked to provide justification

Reimbursable Travel Expenses

Reimbursement Requirements

Receipts for travel reimbursements need to be submitted within 30 days of the date of travel for timely processing. After 6 months from the date of travel, there is no reimbursement.

Registration

Registration fees for conferences, conventions, formal meetings, seminars and workshops are reimbursable. Meals, however, that are provided as part of a paid registration for an event are not reimbursable and will be deducted from the daily meal per diem allowance. A full agenda or schedule at a glance for all conferences, conventions, or formal meetings must be included with the Receipt Package. The agenda or schedule must indicate the name of the conference or convention, the dates of the event, and any meals provided as part of the registration fee.

Transportation

Airfare: The traveler should procure the most practical and economical airline travel available. The Travel Department may require a justification if you select a more expensive flight option. The University will only pay for coach/non-refundable airfare. A traveler may be reimbursed the actual and necessary expense incurred for changing flight plans for business reasons. It is the responsibility of the traveler to substantiate that the charges were proper and necessary. Any additional charge for changing flight plans due to personal reasons or for the convenience of the traveler will be borne by the traveler.

Rental Car: University employees in need of a rental car for official business are required to use the State of Florida contract with National or Enterprise, contract # XZ42D09. The contract number should be provided at the time of reservation and pick-up and it is the responsibility of the traveler to ensure that the contract terms are applied. National and Enterprise contract rates are available for both in-state and out of state rentals.

Private Automobile: A traveler may use his/her own automobile when it is more economical than airfare. The University authorizes reimbursement to the traveler for the official map mileage between cities at the federal rate published by the General Services Administration (GSA). Internet mapping services such as MapQuest, Google, and Yahoo may be used as documentation of number of miles driven. Cost of operation, maintenance and ownership of a vehicle are the responsibility of the traveler. The University is not authorized to reimburse a traveler for repairs, fines for violations of the law, or other related costs incurred while traveling on official business of the University.

Lodging and Meals

Lodging: Whenever possible, the traveler should secure lodging at rates at or below the published maximum for the area. Unless the conference/convention hotel is used, requests for reimbursement at rates that exceed $200 per night without taxes must include justification for the additional expense. If the rate published for the area exceeds $200, the traveler may claim up to the published amount without additional justification. For reimbursement, an itemized receipt showing zero balance due must be provided, such as the receipt obtained at check-out. The booking confirmation is not sufficent documentation.

Meals: When seeking meal expense reimbursements, travelers will be paid a flat per diem allowance based on GSA and government rates. For domestic travel, the current rate per day is $6 for breakfast, $11 for lunch and $19 for dinner. Any meals included in the registration fee and listed in the conference program (i.e., "buffet lunch provided") will be deducted from the allowance. Meals will not be reimbursed for same-day travel.

Incidental Expenses

Actual incidental expenses will be reimbursed. Receipts are required for:

  • Airline carry-on baggage fees
  • All taxi or shuttle expenses, regardless of the amount. Tips should not exceed 18%
  • Parking or tolls in excess of $25 per transaction
  • Valet parking (only if less expensive or free self-parking is not available)
  • Communication (telephone, internet, fax)


For questions please contact Totka Tzaneva - tzaneva@usf.edu

 

Last updated: 8/5/2016