uf travel mileage reimbursement


Any travel that has personal time included in the trip and requires more time/days away than the normal work portion of the trip, will require a cost comparison. If the Travel Expense Report is prepared by a departmental originator, a summary sheet must be signed and put in as backup with all other required travel receipts and information. 248 0 obj <> endobj Any department seeking to recruit for a position may, with the approval of its Dean, Director or Department Head, pay either full or partial travel expenses of candidates for the position. When approval by the Dean, Director or Department Head has been obtained, the department can proceed with arrangements for interviews. Travel day: Begins at the same time as the travel period continuous travel of less than 24 hours which involves overnight absence from official headquarters. Each occasion should be reported separately on the Travel Expense Report. hbbd```b`^ Y DH;0[ & "RG"H`2LVI]0 V"E,G5LWAM0;a All travel-related expenses must be listed on the expense report including expenses paid with a UF Purchasing Card or by direct payment. Any travel that has personal time included in the trip and requires more time/days away than the normal work portion of the trip, will require a cost comparison. UF HR Toolkit Non-Employee Travel and Expense, UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida This Directive establishes the proper methods of how to handle reimbursement of travel expenses for non-employees. 472 0 obj <>stream Any calls to a travelers personal residence for which the traveler is asking reimbursement must be justified. hb`````g`a` B@1V 8`x$fE98:o i Mf`\%(k{VD}M~e```a/bx [H00;Bc=Q@| X The traveler, or person making travel arrangements, (hereinafter called the ticket purchaser) must retain all transportation ticket receipts to be attached to the Travel Expense Report in myUFL.

This will ensure that the university is not paying more than what the business portion of the trip would have cost. Please note, if a non-employees spouse travels as well, the non-employee is responsible for paying the spouses expenses regarding transportation, lodging, meals, and registration fees. Complete the 60 Day Formand submit to the Travel & Expense Department, travel@ufl.edu. All airline fare codes acceptable with UF funding are in the chart below: All Other Airlines Allowable for Upgrade for flights > 9 hours. In certain cases, it may not be practical or possible to establish actual reimbursable expenses for lodging and/or meals. If not repaid in a timely manner, the amount of the payment will be reported as income on the employees W-2. All IT equipment must be purchased using UF procurement mechanisms to ensure all applicable UF IT standards are met, Contractual Services (except with approval from the Director or Associate Director of Procurement Services), Any other commodities or contractual services that are required to be processed on a requisition/, To view allowable, conditional, and non-allowable PCard purchases, visit the, Sales tax that would have been avoided if normal University purchasing processes had been followed (Sales tax must be deducted from unallowable reimbursements), The individual should seek confirmation that the purchase is appropriate for reimbursement by the University, Contact Disbursements for guidance on the allowability of any transaction. The traveler may claim either the mileage rate specified in Section 112.061, Florida Statutes, or the lesser of the state contract fare and the most economical commercial direct airfare available for the same trip. 699 0 obj <> endobj The traveler is then reimbursed for expenses incurred. Personal expenses, such as guest accommodations, room service, entertainment, and other non-business charges, are the responsibility of the traveler. hbbd```b``6+@$3d3``)Xe On-campus is defined as the area of 34th Street to 13th Street and Archer road to University Avenue or areas that campus cab services. With a per diem allowance, the traveler is not required to provide documentation and an itemization of actual lodging.

Communication expenses to contact the travelers family or for other non-business purposes are NOT eligible for reimbursement. The cost comparison should be performed at the time of purchase to get an accurate reflection of any true difference in pricing. Personal expenses, such as guest accommodations, room service, early check-in, entertainment and other non-business charges, are the responsibility of the traveler. All meals provided to the traveler must be deducted from the per diem rate of $80 per day. These expenses include telephone, wire, email, and/or fax. Allowable expenses for reimbursement include: Expenses that are NOT allowable for reimbursement include: Employee reimbursements ensure that reimburse faculty, staff, and others for reasonable and necessary expenses incurred in connection with approved travel or business hosting on behalf of the University.

The University may require justification for a single room rate that exceeds the maximum lodging amount per the GSA Domestic Per Diem Schedule unless a conference/convention hotel rate is used, or the rate claimed is less than the stated conference/convention rate. The University of Florida must comply with these requirements to ensure the tax-exempt status of the Universitys employee reimbursement plan is not jeopardized. Internal Revenue Service (IRS) Publication 463, UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida Travel Expense Reports must be signed by the traveler. Gainesville, FL 32611 m+f $Rb&[f:_>b9d.ZOYbD"@X@BD?j]3Cc*>[^9xQ#J. In such cases, a per diem charge in lieu of actual expenses may be reimbursed. A passenger on a private aircraft may be reimbursed for the actual amount charged and paid for his/her fare up to the mileage rate specified in Section 112.061, Florida Statutes, or the lesser of: UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida Gainesville, FL 32611 The University is standardizing the expense reimbursement process to address the timeliness of reimbursements and match the requirements detailed by IRS Publication 463 for all employee reimbursements. (352) 392-3261, Allowable business hosting expenses. Per the State of Florida Disbursements Guide, any traveler who have received a travel advance must complete a travel reimbursement form and submit it to the University within 10 workdays of the travelers return.

Employees may participate in recruitment activities (luncheons, dinners, or receptions, etc.) University employees are frequently required to pre-register for conferences and workshops. Expenses prospective employees may be reimbursed for include: Travel expenses will be reimbursed in accordance with University Travel Directives and Procedures and at rates specified in those directives. The attachment of an itemized receipt showing the breakdown of types of goods/services paid, method of payment, and fees applied is required. If the traveler prepares the Travel Expense Report in the Travel and Expense Module, the electronic signature is acceptable. T}T*1VJrl!QQ)fPg-/\)Ktr}/E6Wyt:3&7zNx-e}12:V_bT3ktt7UR6$_Ul'g?czm64 (6sqP0 tX8AeVj`X\c}.%%F.n#jhJ< (352) 392-3261, Coach, Upgradeable transoceanic & domestic, Coach, Non-upgradeable transoceanic, Upgradeable domestic, Coach, Upgradeable for transoceanic & domestic. When determining method of travel, consideration is to be given to the total cost to the University, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required. If you need to report a violation of the 60 day policy. UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida Travelers are allowed up to 1 day on domestic travel and 2 days on foreign travel to reach destination and return from destination if needed. 0

Per Diem is paid in lieu of meals and lodging. Gainesville, FL 32611 Class A and Class B travel will include any assignment on official business outside of regular office hours and away from regular places of employment when it is considered reasonable and necessary to stay overnight and for which travel expenses are approved. As with all lodging expenses, proper documentation is required. If the cost is higher, it will not be allowed. endstream endobj startxref All candidates should be advised of allowable expenses prior to the interview. The department must complete and submit the Non-Employee Travel Request Form to the Travel office.

For cross referencing purposes, when one traveler pays for another travelers expenses, the traveler being reimbursed will need either the expense report number of the traveler not being reimbursed or a signed statement from that traveler stating what items were paid for on their behalf. If a cost comparison is not submitted, a comparison will need to be done at the time of reimbursement. Please note, travelers should use a university vehicle when available. University of Florida UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida Gainesville, FL 32611 This Directive ensures compliance with Internal Revenue Service (IRS) Publication 463, which provides requirements that must be met for employee reimbursements to be considered non-taxable. Reminder of UF policy and employee will be asked to return any sales tax reimbursed. XDI&0&7USd4 #)$Al&w HgYv mw hQkL[eNOKO%2KHa0) aw!q&w:,r,cr3T1 CZh%c\R1}s|{y} >` p o6)[fE\W{ y04_38Vz%%. The travel day for each class should be calculated as follows: Travel day: One calendar day (midnight to midnight) continuous travel of 24 hours of more away from official headquarters. The ticket purchaser must carefully evaluate the circumstances and risk of cancellation prior to the purchase of each such ticket to avoid or at least minimize the cancellation penalty on these tickets. Gainesville, FL 32611 No one, whether traveling out of state or in state, shall be reimbursed for any lodging included in a convention or conference registration fee paid by the University. Lodging reimbursement is limited to single occupancy unless rental accommodations are shared by more than one authorized traveler. round trip or one way), and etc. Employees must return any excess reimbursement or allowance within a reasonable time, defined by the State of Florida Disbursements Guide, these items should be accounted for within 10 days after the expenses were paid or after the date of return from travel and no later than 30 days after the expense was paid or incurred. hbbd```b``z "klN"l.0F,~&# %D?=I v*i@fjhg`' Z UF HR Toolkit Travel and Expense Module, Travel & Employee Reimbursements: (352) 392-1241, University of Florida The University of Florida generally will not allow reimbursement for on-campus mileage. (352) 392-3261, Additional Transportation-Related Expenses, Keep an accurate daily record of miles traveled, Upon completion of travel, mileage, and expenses are to be submitted on a Travel Expense Report in myUFL, The reimbursement rate is set at the State of Florida mileage allowance rate in effect at the time of travel, currently 44.5 per mile. This is done to properly reflect the true cost of the travel and to provide for full disclosure for auditing purposes. Gainesville, FL 32611 Per diem reimbursement for these expenses is the payment to the traveler of a fixed amount per day to cover the cost of lodging and/or meals. Parking charges and ferry, bridge, tunnel, and road tolls are reimbursable in addition to the mileage allowance please see the Additional Transportation Expenses directive and procedure for more information. This approval must be documented and attached to the reimbursement. 0 (352) 392-3261, Travel Reimbursements for the Recruitment Process, University Travel Directives and Procedures, Timeliness of Travel, Entertainment and Employee Reimbursements, Reimbursement of Expenditures for Travelers with a Physical Disability, Computation of Travel Time for Reimbursement, Cost of transportation to and from the interview site, including local transportation, Expenses for transportation, food, and lodging for accompanying guest (generally limited to one visit). Maid service is allowable up to $5 per day, a receipt is not required.

Gainesville, FL 32611 If the ticket is canceled for the convenience of the traveler, the cancellation penalty may not be paid or reimbursed from university funds. %%EOF This will be considered the same as the Delta upgrade to Main Cabin and allowable for reimbursement. This covers all operating costs of the vehicle, To determine mileage for use in reimbursement calculations, utilize either, Attach the results to the Expense Report in myUFL. Class A and Class B travelers as defined below should be reimbursed one-fourth of the authorized rate of per diem for each quarter, or fraction thereof, of the travel day included within the employees travel period. R 2@Nc.M %%EOF This includes all, In an emergency or when traveling for the University, it may become necessary for a faculty/staff member to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase, Licenses, dues, memberships, and submission of research papers/payment for review services, Whenever a PCard is not accepted by the supplier, IT Equipment. Other expenses normally associated with travel that are reimbursable regardless of whether a traveler receives lodging and/or meal reimbursement on an actual expense or per diem basis include registration fees, business telephone calls made while on approved travel, and miscellaneous expenses clearly related to the purpose of the travel and fully documented as such. Travelers or originators should contact the UF Travel Office, If the cause for cancellation is in the best interest of the University, If the cancellation is due to illness of the traveler or illness or death of a member of the travelers immediate family, for which an employee is authorized to use sick or administrative leave, An expense paid for with reward points (i.e., sky miles or any other reward points), The value of complimentary travel expenses, Charges assessed for the replacement of lost tickets, the cost of the most economical direct commercial airfare available for the trip, If no direct commercial flight is available, the most economical commercial airfare closest to the point of origin and the point of destination may be used. Upgrades for flights that are less than 9 hours long in this case travelers will only be reimbursed for the amount up to the main cabin cost. The traveler may be reimbursed upon presentation of a receipt for the following: The receipt(s) must be attached to the completed Travel Expense Report. %%EOF 442 0 obj <>/Filter/FlateDecode/ID[<07811C068418E143AAC2C130312733A1>]/Index[420 53]/Info 419 0 R/Length 110/Prev 569546/Root 421 0 R/Size 473/Type/XRef/W[1 3 1]>>stream

endstream endobj startxref 273 0 obj <>/Filter/FlateDecode/ID[<593E92E3F91F9249A48E0F0307D4AACB><8C1A203DD1222541AA7CE406DEC69C8F>]/Index[248 51]/Info 247 0 R/Length 115/Prev 201382/Root 249 0 R/Size 299/Type/XRef/W[1 3 1]>>stream endstream endobj startxref Business expenses normally associated with travel are reimbursed, as explained below, either on an actual, reasonable expense basis, or on a per diem basis. The University of Floridas per diem rate is up to $80 per day ($20 per quarter) for both foreign and domestic travel.

Gainesville, FL 32611 ;m oB:m7K|Qui9S[9j. Airfare insurance cannot be purchased with State or Grant Funds. The purpose of this policy is to ensure accurate reimbursement of current and prospective employees and compliance with University policies. Allowed with a justification along with a second reminder of UF policy and employee will be asked to return any sales tax reimbursed. Gainesville, FL 32611 Consideration is to be given to the total cost to the University, considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required. Air travel is recommended when the cost of an employees time is an important factor or when travel time by other methods would increase the subsistence expense. c&w(c;3!c`L.QQL8F"cT(38&bO}B+ZR The traveler may use the University of Florida purchasing card or personal funds to pay the lodging bill. }~b]W&! Wy jtyA.yf}s_8l|ySEtXABIt`fD~u8=B@G__4R,)':B[7&WUd[>c/KzwmNvn?L0. When travel is to multiple locations, the last business location where you sleep is where your meal allowance is calculated from no matter what portion of the day you are at that location.

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