Travel Changes - 2007

University Controllers Office

June 2007

Dear Travel Clients:

Florida Legislation passed in May of 2007 mandates that the Board of Governors and Universities are subject to FS112.061 travel rules.

As of July 1, 2007, all Florida public universities are required to adhere to statutory requirements for reimbursements.

While existing USF Travel policies will remain in place until the effective date, the rules and policies that will be impacted by the change are highlighted below.

 

Changes to current policy, effective and applicable to all travel occurring on or after July 1, 2007:

 

TRANSPORTATION

Mileage reimbursed for the use of personal vehicles while conducting USF business will be paid at rates pursuant to FS 112.061(7)(d)1.a.  The current Florida statutory rate is 44.5 cents per mile.

 

DOMESTIC MEAL ALLOWANCE

Domestic travelers will be paid meal allowances pursuant to FS112.061(6)(a-c) as follows:

Breakfast         $6

Lunch              $11

Dinner              $19

Total for day    $36

 

Meals for first and last days of domestic travel are based on times of departure and return.  On first and last days, travel must begin before 6am and extend past 8am to qualify for breakfast; begin before Noon and extend past 2pm to qualify for lunch; and begin before 6pm and extend past 8pm to qualify for dinner.

Meals included in the cost of registration fees or otherwise paid by USF must be deducted from the daily meal allowance.

Deviation from the published statutory meal allowances is not allowed without prior approval from the USF Finance Council.  Under no circumstances may the meal allowance claimed exceed the published state rates.

There is currently no meal or Flat Per Diem reimbursement for one day travel not involving an overnight stay.

Travel to Non-contiguous (Hawaii and Alaska) and US Possession (Puerto Rico and the Virgin Islands) destinations will be paid meal allowances pursuant to FS112.061(6)(a-c) in the same manner and under the same rates as domestic travel.

 

FOREIGN TRAVEL

Statutory changes will not impact current foreign travel rules and policies.

International Foreign travel will continue to be paid pursuant to allowances provided by the US Department of State.

 

FLAT PER DIEM

Per Florida statute, Flat Per Diem may be claimed for any domestic or foreign travel in lieu of claiming actual lodging receipts and daily meal allowances.

The $80 daily rate is intended to reimburse for both lodging and meal expenses.

Any meals provided to the traveler at USF expense via a paid registration must be deducted from the daily $80 at the statutory rates of $6 for breakfast, $11 for lunch and $19 for dinner.

For figuring Flat Per Diem on the first and last days of travel, the travel day is divided into four quarters worth $20 each. The traveler should claim $20 for each quarter during which he or she is traveling.

Flat Per Diem should not be claimed in conjunction with any actual lodging or meal claims for the same day or trip

 

Please be advised that while most rates and calculations will be automatically populated in the coming FAST Travel module, preparers and approvers of travel authorizations and expense reports should be aware of current policies and procedures in order to correctly submit reimbursement requests.

Should you have questions or concerns regarding these changes, please do not hesitate to contact the Travel Department.

LMB/06062007

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