Overnight Travel Expense Reimbursement

A travel request should be submitted to the Travel Management System (TMS) prior to departure. This is seeking approval of the trip and the estimated costs. Once a traveler incurs expenses, they can submit a travel expense report against the previously approved travel request to seek reimbursement at that time. As the traveler incurs more expenses, they can add additional expenses to the original travel expense form.

• Create a Travel Request 
• Create an Expense Report against a Travel Request
• Search for a Trip Region 

 If traveler did not submit a travel request form prior to departure of their overnight travel they would submit a Travel Expense report only.

• Create Travel Expense Report 

Meals for Overnight Travel

The current per diem rates are listed on the GSA per-diem website page. The amount that you are eligible to be reimbursed for meals varies according to the length of your travel, bargaining unit, and destination.

Claiming per-diem rate on the expense report do not require meal receipts. Please note: Meals provided to the employee at no cost, included in a registration fee, facility rental or the cost of lodging must be accounted for when requesting per diem rate reimbursement on the travel expense report. 

Subsistence reimbursement can only be claimed for actual amounts spent not to exceed the GSA per diem rates. Note: tips on meals should be about 15% of the total bill and alcoholic beverages are strictly prohibited from reimbursement. The President and university Vice Presidents are not subject to the maximum rate given above and are eligible for reimbursement for actual subsistence expenses associated with official travel. Detailed receipts must be provided.

For overnight travel not part of a full 24-hour period, the maximum per diem is as follows:

Faculty, Management, Professional Employees - Hours in Excess of 24

0 minutes to less than 3 hours	0% of Daily Rate
3 hours to less than 6 hours	25% of Daily Rate
6 hours to less than 15 hours	62.5% of Daily Rate
15 hours to less than 24 hours	100% of Daily Rate

 Non-Instructional Staff, Nurses, and Police - Hours in Excess of 24

0 minutes to less than 3 hours	0% of Daily Rate
3 hours to less than 9 hours	25% of Daily Rate
9 hours to less than 15 hours	50% of Daily Rate
15 hours to less than 21 hours	75% of Daily Rate
21 hours to less than 24 hours	100% of Daily Rate