Mileage, Taxi/RideShare & Meal Reimbursement

Mileage

*Please review the Guidelines below the chart

Effective with the travel starting January 1, 2024, the mileage reimbursement rate for University travel is: 

67.0 cents per mile.

Please follow this table when submitting your travel requests and expense accounts:

*Please contact the Comptroller's Office regarding the reimbursement of travel prior to 2022

IMPORTANT GUIDELINES FOR SUBMITTING MILEAGE/TAXI/RIDESHARE

• Please note that you must provide a starting point, destination/ending point as well as attach a map of your travel in order for your expense form to be considered complete and processed in a timely matter. 
• Mileage calculations should exclude commute miles. Commute miles are applicable when the starting point is a home location and/or travel occurs during working days/hours. Deduct the mileage from home to work from the total mileage between home and the final destination.

( Click here for a Sample Expense form)

• For Taxi/Rideshare, please make sure the receipts include dates, a starting point, a destination/ending point, and a receipt including the method of payment. If a credit/debit card was used, please make sure the last 4 digits of the card number a visible with the reimbursable charges in order for your expense form to be considered complete and processed in a timely matter. (Tips for taxi, bus, shuttle and airport limousine services are limited to 20% of the total fare amount)
• If a traveler decides to use a personal vehicle for long-distance travel and the mileage costs are greater than the costs of flying, the University will only reimburse the traveler up to the plane ticket cost.
• For travel funded with federal funds and approved for Federal Joint Travel rules and rates, the automobile mileage rate for the University is currently the same as Federal Joint Travel rates. You should verify the rate has not changed when the travel expense account is being completed.
• Federally funded travel using Joint Travel rule and rates: http://www.gsa.gov/portal/

Meals

• *Fiscal Year (FY) July 1 to June 30

  Receipts are not required for reimbursement of meals for any travel whether in-state, out-of-state or international providing all other criteria are met.  Meals are reimbursed up to set per diem rates. There are certain United States cities that are considered high cost and as such, per diem meal rates are set higher. Meal & Incidental Expenses (M&IE) Reimbursement Rates for FY 2024 are listed below.

  1. Standard Meal Allowance for FY 2024 (including Tax and Tip)
     • Breakfast....$15.00
     • Lunch.........$18.00
     • Dinner........$30.00
  2. Meal rates for High Cost United States Metropolitan cities (FY24)
  3. Porter fees and hotel tips reimbursable rate is $1.00 per bag.
  4. Tips for taxi, bus, shuttle and airport limousine services are limited to 20% of the total fare amount.
  5. Athletics
  6. For domestic travel funded with federal funds and approved for Federal Joint Travel meal per diem rates, the various meal rates can be obtained from the appropriate web site.

  Federally funded travel using Joint Travel rule and rates: 

  http://www.gsa.gov/portal/

  Alaska, Hawaii, and U.S. territories per diems (Federal funded Joint Travel only): 

  1. https://www.travel.dod.mil/policy-regulations/joint-travel-regulations/
  2. Then click on Per Diem, then DTMO

  Meal & Incidental Costs rates for International Destinations
  

  Foreign Per Diem Rates by Location (U.S. Department of State)

  For international travel, meals and incidental costs are reimbursable without receipts at the applicable Meals and Incidental Expenses (M&IE) rate of the U.S. Department of State. The foreign per diem rates are updated monthly and are found on the U.S. Department of State web site.  Whenever partial days per diem apply, such as departure and return days, reimbursement will be calculated based upon the total M&IE rates as follows: Breakfast -15 %; Lunch -25 %; and Dinner -60 %.

  In exceptional situations where an international traveler has extraordinarily high incidental expenses, the traveler may request,  in writing, a waiver of the standard U.S. Department of State per diem incidental expenses reimbursable rate and request reimbursement based upon actual receipts if funds are available and exceptional circumstances warrant a higher rate.  Such requests must be fully justified and are subject to the approval of the Comptroller and Office of the Vice President for Finance and Management.