state of oregon travel policy

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Travel and transportation administration and expenses.

.100 POLICY STATEMENT

.110 POLICY RATIONALE

.120 AUTHORITY

.130 APPROVAL AND EFFECTIVE DATE OF POLICY

.140 KNOWLEDGE OF THIS POLICY

.150 DEFINITIONS

.160 RESPONSIBILITIES

.170 APPROVAL

.180 PERSONS ELIGIBLE FOR TRAVEL-EXPENSE REIMBURSEMENT

.190 TRAVEL-EXPENSE REIMBURSEMENT REQUEST

• .200 TRAVEL CARDS (Corporate Cards) AND TRAVEL ADVANCES

.210 TRAVEL AGENCY SERVICES

.220 STUDENT AND TEAM TRAVEL

.230 TRAVEL PAID BY OUTSIDE SOURCE

.240 TEMPORARY VERSUS INDEFINITE TRAVEL ASSIGNMENTS

.250 MEAL AND INCIDENTAL EXPENSES

.260 LODGING

.270 MISCELLANEOUS EXPENSES

.280 IN-STATE MEALS, INCIDENTAL EXPENSES, AND COMMERCIAL LODGING

• .290 OUT-OF-STATE MEALS, INCIDENTAL EXPENSES, AND COMMERCIAL LODGING (including regional travel)

.300 FOREIGN MEALS, INCIDENTAL EXPENSES, AND COMMERCIAL LODGING

• .310 NON-CONTINENTAL U.S. AND OVERSEAS NON-FOREIGN AREAS (e.g. Alaska, Hawaii, Guam, and other U.S. Possessions)

.320 TRANSPORTATION

.330 PRIVATE VEHICLES

.340 COMMON CARRIER FARES

.350 VEHICLE RENTAL

.360 LOANED VEHICLES

.370 STATE-OWNED VEHICLES

.690 CONTACT INFORMATION

.695 HISTORY

.700 FORM(S)

.710 SUMMARY OF TRAVEL AND TRANSPORTATION RATES

• . 720 OREGON MILEAGE CHART
• .730 FEDERAL OUT-OF-STATE (Continental U.S.) HIGH-COST LOCALITIES ELIGIBLE TABLE(S)

.740 FOREIGN PER DIEM RATES BY LOCATION

.750 MAXIMUM PER DIEM RATES OUTSIDE THE CONTINENTAL UNITED STATES

.995 HISTORY

It is OUS policy to reimburse employees for expenses incurred while traveling on official OUS business. Such reimbursement is subject to all applicable statutes, regulations, bargaining agreements, contracts, policies, procedures, and budget availability. This policy supercedes FASOM sections 11.01, 11.02, 11.03, 11.05, and 11.06, with links to the Federal Out-of-State Localities Eligible Table (11.04), the Travel Reimbursement Rates summary (11.10), and the Oregon Mileage Chart (11.11) located in the appendix.

OUS seeks to ensure that the policies and procedures related to administration of travel and transportation are documented, communicated, clearly understood, and consistently applied.

• ORS 278.405 Department to Manage Risk Management and Insurance Programs; Rules
• ORS 283.310 Control and Regulation of State-owned Motor Vehicles
• ORS 283.395 Driving state-owned vehicles for private purposes prohibited; rules
• ORS 283.990 Penalties
• OAR 125-155-0000 State Vehicle Use and Access
• OAR 580-040-0030 Vehicle Safety Rule
• OAR 580-046-0035(6)(d) Foundation and Institution Operational Procedures, Gifts, Accounts, Institution Support, Contracts
• GSA (U.S. General Services Administration) Privately Owned Vehicle (POV) Mileage Reimbursement Rates
• IRS Publication 463, Travel, Entertainment, Gift, and Car Expenses
• IRS Publication 1542, Per Diem Rates

The reformatting of the policies mentioned in section .100, Policy Statement, into this one comprehensive policy was approved by the Associate Vice Chancellor for Finance and Administration/Controller on March 29, 2010.

All Chancellors Office and institutional personnel should be knowledgeable of this policy.

Charter Services: Airlines that do not participate in franchised airline reservation systems (e.g., Southwest). Commercial Lodging: Travel requiring overnight absence from an employee's official station during which expenses arising from the use of commercial lodging are expected. Common Carrier: Any air, land, or water motorized conveyance operated under a license for the transportation of passengers for hire for which a ticket is issued. Foreign Travel: Travel to or within foreign countries. For determining reimbursement rates, travel to or within Puerto Rico, the Northern Mariana Islands or U.S. Possessions is considered non-foreign overseas travel. For determining account codes, travel to or within Puerto Rico, the Northern Mariana Islands and U.S. Possessions is considered foreign travel. In-State Travel: Travel to or within the state of Oregon. Includes travel to Oregon originating outside the state of Oregon. Non-Commercial Lodging: Travel requiring overnight absence from an employee's official station during which non-commercial lodging is used (e.g., camping equipment, recreational vehicle or private home). Non-Foreign Overseas Travel: Non-Foreign Overseas travel comprises travel to or within Alaska, Hawaii, Puerto Rico, the Northern Mariana Islands and U.S. Possessions. When traveling to or within Alaska and Hawaii, use out-of-state travel account codes. When traveling to or within Puerto Rico, the Northern Mariana Islands, and U.S. Possessions, use foreign travel account codes. Official Guests: Official guests are deemed by appropriate University personnel to be guests of the University with a related appropriate purpose. Official guests can include, but are not limited to, visiting speakers, visiting faculty, diplomatic or dignitary guests, public figures, candidates and their accompanying family members, and performing artists. Official Station: The city, town or other location to which an employee is assigned (see also Tax Home). Out-of-State Travel: Travel to or within the United States, but outside the state of Oregon. For determining reimbursement rates, travel to or within Alaska and Hawaii is considered non-foreign overseas travel. For determining account codes, travel to or within Alaska and Hawaii is considered out-of-state travel. Per Diem: Reimbursement for lodging, meal and incidental expenses for a 24-hour period. Tax Home: Generally, your tax home is your regular place of business or post of duty, regardless of where you maintain your family home. It includes the entire city or general area in which your business or work is located. If you have more than one regular place of business, your tax home is your main place of business. If you have more than one place of work, consider the following when determining which one is your main place of business or work. The total time you ordinarily spend in each place The level of your business activity in each place Whether your income from each place is significant or insignificant (See also Official Station.) Unrestricted Air Travel: Airline travel for which there are no restrictions on ticket purchase (e.g., seven- or fourteen-day advance purchase, Saturday night stay or non-refundable provisions).

[1] The Oregon State Board of Higher Education The Oregon State Board of Higher Education has authority over the OUS travel and transportation policy including the establishment of OUS travel reimbursement rates. [2] Chancellors Office The Chancellors Office negotiates and awards several travel-/transportation-related contracts at the System-wide level. These contracts are developed with guidance from the Directors of Business Affairs and are administered by the Chancellor's Office. The Controllers Division within the Chancellors Office monitors several federal government web sites, which serve as the basis for adjustments made to travel reimbursement rates. It is the responsibility of the Controllers Division to apprise the OUS Chief Bargaining Officer of these rate changes, and to document and communicate these rate changes to OUS institutions. [3] Institutions The institutions are responsible for ensuring that travel and transportation expenditures comply with OUS policy. The OUS travel and transportation policy provides that each institutional president has the discretion to establish his/her institution's rates below the OUS rate. If the institutional president exercises this option, a copy of the institutionally approved rates will be submitted to the Controller's Division prior to implementation. If the institutional president does not exercise this option, the OUS rates apply.

Travel expenses will be reimbursed provided the trip is approved in advance by authorized campus personnel. Travel authorizations may be verbal or written, subject to campus policy. Blanket authorization for a series of trips may be approved. Employees whose duties require frequent or continuous travel are considered to have advance approval when travel is within the usual limits of their duties. If campus policy requires a written request, and when several employees travel together with the same itinerary and similar expenses, one request for travel authorization may be submitted for the group.

[1] Employees OUS employees may be reimbursed for expenses incurred in connection with official travel. [2] Employees on Leave Reimbursement for travel expenses incurred during sabbatical or other types of leave is warranted only in exceptional circumstances. [3] OUS Board Members and Unpaid Members of Advisory Committees OUS Board members and unpaid members of advisory committees may be reimbursed for actual and reasonable expenses, including mileage and gratuities of up to 15% of meal costs. [4] Recruitment for Employment Reimbursement is limited to travel expenses for personal interview and must be approved in advance by authorized campus personnel. Prior approval by authorized campus personnel is required if reimbursement includes accompanying family member(s)' travel expenses. [5] New Employees New employees may be reimbursed for travel and moving expenses when reimbursement is necessary to employ qualified personnel. (See Fiscal Policy Manual 66.200 , Moving Expenses Policy.) New employees teaching a single term only may be reimbursed for travel expenses associated with one round trip when reimbursement is necessary to employ qualified personnel. Advance approval by authorized campus personnel is required for new employees. [6] Students Students who travel as employees or officially designated representatives of a campus may be reimbursed for travel expenses. [7] Employees of Other State Agencies Employees of other state agencies should be reimbursed for travel expenses by their own agency. OUS campuses should then reimburse the other state agency for the travel expenses. [8] Non-Employees and Volunteer Workers Individuals not covered by this policy, section .180[1] through [7], may only be reimbursed for travel expenses incurred in conjunction with providing a service to a campus through a formal or informal contractual relationship.

Travel expenses may be reimbursed by paying either the traveler or the vendor. When employees travel together, it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees. Reimbursement for multiple employees is only allowed when actual expenses are being reimbursed and are supported by receipts. Deductions are made from the per diem amounts for employees involved. Requests to reimburse travel expenses must be made on the campus travel reimbursement request form. Requests for reimbursement must be accompanied by receipts, if required. (See sample travel reimbursement request form, appendix section .700 .)

.200 TRAVEL CARDS (CORPORATE CARDS) AND TRAVEL ADVANCES

OUS has contracted with US Bank to provide travel cards which US Bank refers to as "corporate cards." These corporate cards are issued to eligible employees who are approved by US Bank. [1] Eligibility Any employee who may have reimbursable travel expenses is eligible for a corporate card. US Bank conducts a credit evaluation prior to issuance of cards. [2] Card Usage Employees' use of the corporate card is limited to business travel and other business-related expenses. Business travel expenses include lodging, meals, car rental and miscellaneous expenses incurred while traveling for business purposes. Card holders have Automated Teller Machine (ATM) access through the corporate card. ATM draws should be used to meet cash needs for miscellaneous travel expenses for which the corporate card cannot be used. Travel advances may be allowed subject to campus policy. ATM draws should be limited to use for business purposes. [3] Responsibility for Charges The employee is solely liable for charges to his/her account in accordance with the agreement between US Bank and the employee. [4] Payment of Charges The full amount on the US Bank monthly statement is due on receipt. US Bank assesses late charges in accordance with the charge card agreement, and may terminate a delinquent employee's account. [5] Termination or Transfer US Bank corporate cards are valid only while cardholders are employees. A card is invalid on termination. The campus travel coordinator should be notified when a cardholder terminates or transfers to another OUS campus.

Each university establishes campus policies and procedures for the purchase of airline tickets. The campus may purchase tickets from a variety of sources or it may develop contracts with one or more travel agencies. Price, service, and administrative cost are major factors in the university's purchasing decision.

[1] Student Travel OAR 580-40-0030 provides guidelines regarding transportation of students in a state owned, leased or controlled vehicle. [2] Athletic Teams and Student Groups [a] Travel Expenses of Others When one OUS employee, such as a coach, athletic director or group leader, pays for the travel expenses of the team or group members, do the following when preparing the travel reimbursement request. Keep non-employee travel expenses separate from those of employees. Include an attachment that provides a detailed itemization of each employee's expenses. Include a vendor receipt for meals provided to team or group members. If no receipt is available, such as when individuals are provided cash to buy their own meals, a list of the individuals' names, their signatures, and the amounts disbursed is required. [b] One-Day Trips Meal expenses for an athletic team or student group on a one-day trip may be reimbursed at actual cost. A receipt is required. Coaches, trainers or group leaders who accompany and are responsible for the care, custody or control of the team or group are also eligible for meal-expense reimbursement. The request for reimbursement must state that the expenses result from a trip by an athletic team or student group.

Outside entities may reimburse the campus, pay a service provider directly, or reimburse an employee for travel expenses related to OUS business. If the service provider is paid directly, or if reimbursement is made to an employee, documentation should be maintained in the campus travel records. Documentation should include the traveler's name, identity of the outside source, travel destination, travel dates and OUS business purpose. If reimbursement is made to the campus, it should be accounted for as a reduction of expense. When a travel reimbursement payment is made by the foundation, it must be reported by the foundation to the president annually as required by OAR 580-46-0035(6)(d) .

Reimbursement of travel expenses for "temporary" assignments are generally not taxable to the employee if less than one year. If the assignment is "indefinite", the employee is considered to have moved to the new work location. Reimbursement of expenses for "indefinite" travel is taxable. (For additional information, see IRS guidelines).

[1] General Generally, meal and incidental expenses are reimbursed at a per diem rate. (See Summary of Travel and Transportation Rates, appendix section .710 .) Meal and incidental expenses may be reimbursed only if the traveler qualifies for lodging-expense reimbursement, except as noted herein. [a] Proration of meals & incidental expenses per diem for partial days involving an overnight stay Meal per diems for initial day of travel and final day of travel will be based on the following schedule based on departure and arrival times: Initial Day of Travel - Leave Prior to 7:00 AM 7:00 AM to 12:59 PM 1:00 PM and after Meal Allowance Breakfast, lunch, dinner Lunch, dinner Dinner Final Day of Travel - Return Prior to Noon 12:00 Noon to 5:59 PM 6:00 PM and after Meal Allowance Breakfast Breakfast, lunch Breakfast, lunch, dinner For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. For the day the traveler returns from a trip, the per diem rate specified for the last location where the traveler stayed overnight is used. Applicable meal and incidental expense per diem may not be claimed if a meal is provided at a hosted function (e.g., a conference registration fee includes a meal). The per diem rate for a full day's meal and incidental expenses is apportioned as follows: breakfast: 25% lunch: 25% dinner: 50%.

[2] Actual Meal-Expense Reimbursement

Reimbursement for meals at actual expense is only allowed when hosting official guests and groups, for athletic team and student group meal expenses, and for OUS Board members and unpaid members of advisory committees. When actual meal expenses are reimbursed, an itemized receipt is required. A gratuity of up to 15% of each meal expense may also be claimed. The receipt must separate the meal cost and the gratuity paid. When the receipt shows only the total charge, the traveler should write in the meal and gratuity amounts. When a single reimbursement is requested for multiple employees, all employee's names should be identified on the receipt. No alcohol expenses are reimbursable with state funds.

Athletic team meal expenses exceeding the OUS per-diem rate require documentation as to the reason for the excess and documented approval of the athletic director or the associate athletic director to whom the coach reports. Student group meal expenses exceeding the OUS per-diem rate require documentation as to the reason for the excess and documented approval of the department head.

[3] Meals on One-Day Trips

When a traveler departs and returns the same day, meal expenses are reimbursed only in the following cases:

[a] When traveling as an OUS Board member or unpaid member of an advisory committee [b] When a meal at a convention, conference or meeting is part of the agenda and the cost of the meal has not previously been paid with the registration fee [c] When directed or required to attend mealtime business meetings, including community or public relations meetings [d] Trips by athletic teams and student groups Lunches on one-day trips will not be reimbursed except in circumstances [a] - [d] listed above. The IRS considers breakfast and dinner allowances, figured on the basis of hours worked (such as those permitted under [e] [f] below, to be taxable to the employee. If such breakfast and dinner allowances are paid, the existing account code 28502 - Overtime Meal Allowance - may be used. [e] When an employee leaves his/her official station two or more hours before his/her regular work shift, s/he will receive the breakfast allowance [f] When an employee returns to his/her official station two or more hours after his/her regular work shift, s/he will receive the dinner allowance

[4] Incidental Expenses

Incidental Expenses are combined with meals into a single rate.

OUS references IRS Publication 463 (Travel, Entertainment, Gift, and Car Expenses) for the definition of incidental expenses.

The term "incidental expenses" means:

Fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.

Incidental expenses do not include:

Expenses for laundry, cleaning and pressing of clothing, lodging taxes, costs of telegrams or telephone calls, transportation between places of lodging or business and places where meals are taken, or mailing cost of filing travel vouchers and paying employer-sponsored charge card billings.

Lodging expenses are normally reimbursed when authorized campus personnel determine that the traveler would not reasonably be expected to return to his or her residence between work shifts. Generally, lodging is reimbursed at per diem rates, although campus policy may require receipts for lodging. Exceptions (e.g., conferences) may be reimbursed at actual and reasonable cost with appropriate documentation. Exceptions other than conferences should be rare. Campus policy applies regarding pre-approvals. Campus policy applies regarding exceptions for reimbursement of lodging at actual and reasonable cost for the Portland Metropolitan area. Lodging receipts required. [1] Lodging Receipts Requirements When an exception is approved for reimbursement of actual lodging expenses, receipts are required and must show the following: Traveler's name (or names) Date(s) occupied Room number Number of persons occupying the room Single room rate Actual amount paid If the single room rate is not shown, a note on the receipt stating the single room rate and signed by the traveler or authorized campus personnel is acceptable. [2] Taxes on Lodging Taxes on lodging are not included in the per diem rates. If actual lodging costs are reimbursed, the amount itemized on the travel claim for lodging should be the total expended for lodging including taxes. [3] Non-commercial Lodging The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g., travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. For short- or long-term travel, in or outside of Oregon, refer to the Summary of Travel and Transportation Rates, Appendix section .710 , for the daily per diem rate. It is intended that the non-commercial lodging rate apply for any overnight stay away from home that does not take place in a commercial lodging establishment and which is provided for the employee.

Necessary business-related travel expenses are normally reimbursed. Personal expenses are not reimbursed. OUS establishes the definition of miscellaneous expenses. All miscellaneous expenses must be itemized. Necessary miscellaneous business-related expenses are not reimbursed using a per diem; rather, if the traveler has incurred a miscellaneous business expense as outlined below, that expense is reimbursable at the actual cost. (See Summary of Travel and Transportation Rates, appendix section .710 , for receipt requirements.) [1] Commercial Ground Transportation Normally Reimbursed (See Summary of Travel and Transportation Rates, appendix section .710 , for receipt requirements.) Taxicab Airport Shuttle [2] Checked Baggage (See Summary of Travel and Transportation Rates, appendix section .710 , for receipt requirements.) Up to 2 standard-weight bags (standard weight as defined by the airline used) [a] Charges for the following may be reimbursed only when approved by authorized institution personnel (receipts required): additional baggage (more than 2 bags) overweight baggage

[3] Other Business Related Expenses Normally Reimbursed

(See Summary of Travel and Transportation Rates, appendix section .710 , for receipt requirements.)

• Telephone which includes one long distance call to a family member on the first day of travel and alternating days thereafter; campus policy applies regarding length of call or dollar limits
• ATM cash advance fees, up to the amount charged by the state travel card contract
• Traveler's check fees
• Materials and supplies purchased to meet an immediate business need
• Visa and passport expenses
• Lodging taxes
• Energy surcharge

[4] Expenses Not Reimbursed

In general, expenses are not reimbursed unless specifically identified as reimbursable. The following are some expenses not normally reimbursed:

• Home-to-office travel
• Deviations from the most direct and usually traveled route
• Expenses incurred because the employee is accompanied by a spouse/partner or family members

[1] Meals and Incidental Expenses Meals & Incidental Expenses per diem is determined using the federal rate in the IRS's High-Low Substantiation Method . All Oregon cities are currently classified as "low." In-state travel meals and incidental expenses will be reimbursed at the rates and under the terms stipulated in the Summary of Travel and Transportation Rates, section .710 of the appendix. No receipts are required. [2] Commercial Lodging Commercial Lodging per diem is determined using the federal rate in the IRS's High-Low Substantiation Method . All Oregon cities are currently classified as "low." In-state commercial lodging will be reimbursed at the rates and under the terms stipulated in the Summary of Travel and Transportation Rates , section .710 of the appendix. Campus policy applies regarding whether or not receipts are required. Portland exception: Institutional policy applies regarding exception for lodging at actual and reasonable cost for the Portland Metropolitan area (lodging receipts required). [3] Rate Changes and Timing The IRS normally revises high-low per diem substantiation rates on a federal fiscal year basis (October 1). When the IRS changes the rates on October 1, employers have an option to continue to use the current rates and begin using the new rates from January 1 through December 31. In these circumstances, the OUS practice is to implement the new rates effective January 1, unless expressly determined to implement at an earlier effective date.

.290 OUT-OF-STATE MEALS, INCIDENTAL EXPENSES, AND COMMERCIAL LODGING

[1] Meals and Incidental Expenses Meals and Incidental Expenses per diem is determined using the federal rate in the IRS's High-Low Substantiation Method . Cities listed on the Out-of-State (Continental U.S.) High Cost Localities table (see appendix section .730 ) are classified as "high" cities. All cities not listed on the table are classified as "low" cities. Out-of-state travel meals and incidental expenses will be reimbursed at the rates and under the terms stipulated in the Summary of Travel and Transportation Rates, section .710 of the appendix. No receipts are required. For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. For the day the traveler returns from a trip, the per diem rate specified for the last location where the traveler stayed overnight is used. [2] Commercial Lodging Commercial Lodging per diem is determined using the federal rate in the IRS's High-Low Substantiation Method . (See Out-of-State [Continental U.S.] High Cost Localities table, appendix section .730 .) Out-of-state commercial lodging will be reimbursed at the rates and under the terms stipulated in the Summary of Travel and Transportation Rates, section .710 of the appendix. Campus policy applies regarding whether or not receipts are required. [3] Rate Changes and Timing The IRS normally revises high-low per diem substantiation rates on a federal fiscal year basis (October 1). When the IRS changes the rates on October 1, employers have an option to continue to use the current rates and begin using the new rates from January 1 through December 31. In these circumstances, the OUS practice is to implement the new rates effective January 1, unless expressly determined to implement at an earlier effective date.

Foreign travel comprises travel in foreign countries. It does not include travel in Alaska, Hawaii, Guam, and other U.S. possessions. (For non-foreign travel rates, see Maximum Per Diem Rates Outside the Continental United States, appendix section .750 .) If any foreign travel is reimbursed at actual cost, show a credit card statement with conversion to U.S. dollars. [1] Meals and Incidental Expenses Meals & Incidental Expenses per diem is determined using the federal rate in the Foreign Per Diem Rates by Location , published by the Department of State. (See Foreign Per Diem Rates by Location, appendix section .740 .) No receipts are required. [2] Commercial Lodging Commercial Lodging per diem is determined using the federal rate in the Foreign Per Diem Rates by Location , published by the Department of State. (See Foreign Per Diem Rates by Location, appendix section .740 .) The per diem rate includes tax. Campus policy applies regarding whether or not receipts are required. [3] Rate Changes and Timing The Department of State updates these rates at the beginning of every month. OUS policy is to use the published rates for the period of travel.

.310 NON-CONTINENTAL U.S. AND OVERSEAS NON-FOREIGN AREAS (e.g., Alaska, Hawaii, Guam, and other U.S. possessions)

[1] Meals and Incidental Expenses Meals & Incidental Expenses per diem is determined using the federal rate in the Maximum Per Diem Rates Outside the Continental United States , published by the Per Diem Committee. (See Maximum Per Diem Rates Outside the Continental United States, appendix section .750 .) No receipts are required. [2] Commercial Lodging Commercial Lodging per diem is determined using the federal rate in the Maximum Per Diem Rates Outside the Continental United States , published by the Per Diem Committee. (See Maximum Per Diem Rates Outside the Continental United States, appendix section .750 .) Lodging tax is reimbursed as a miscellaneous expense.Campus policy applies regarding whether or not receipts are required. [3] Rate Changes and Timing The Per Diem Committee updates these rates once a year or as necessary. OUS policy is to use the published rates for the period of travel.

Transportation expenses incurred while traveling on official business may be reimbursed. Personal expenses, such as private vehicle repair and maintenance, may not. The following expenses may be reimbursed or paid directly: Private-vehicle mileage allowance Common carrier fare Necessary fees for a taxi, shuttle service, or rental vehicle Parking and garage fees

[1] Authorization to Use Private Vehicle Travel including business trips in the vicinity of the official station may be authorized in advance subject to campus guidelines. [2] Passengers in Private Vehicles An employee carrying passengers while using a private vehicle for business travel must comply with campus rules regarding passengers. [3] Highway- and Local-Mileage Reimbursement Mileage for the most direct, usually traveled route may be reimbursed. [a] Highway mileage Use standard mileage guides, odometer/tripometer readings, or online mapping tools (e.g., Mapquest.com). Explain substantial deviations from standard distances or usual routes. When a trip starts, or ends, at the employee's residence, use the shorter of the residence-to-destination and official-station-to-destination distances. [b] Local mileage Travel between work places and travel between lodging and restaurants for a traveler's sustenance, health and comfort may be reimbursed, if meals cannot be obtained at the temporary duty or lodging sites. Travel for personal reasons or entertainment may not be reimbursed.

[4] Private-Vehicle Mileage Allowance

See Summary of Travel and Transportation Rates, appendix section .710 , for the mileage allowance for use of a private vehicle on official business.

[5] Employee-Owned Vehicle

Travel may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers.

[6] State Insurance on Employee-Owned Vehicles

Employees and agents authorized to use their privately owned vehicles for official business are required to have personal automobile liability insurance to provide the primary coverage for any accidents involving that vehicle. State-provided automobile liability coverage will apply on a limited basis after the employee's primary coverage limits have been used. The state does not provide physical damage, uninsured motorist and personal injury protection for personal vehicles.

For additional information, contact the campus risk coordinator.

Transportation by common carrier is recommended when it is more appropriate and economical than travel by state or private vehicle. Common carriers are usually preferred for out-of-state travel. Actual cost is paid or reimbursed for airline, railroad and bus fares for travel. [1] Railroads Reimbursement will be made for the lowest available rail fare (usually coach class). A roomette is allowed when sleeping accommodations are needed due to overnight travel. A bedroom is allowed if no roomette is available or if special accommodations are approved because of the trip's nature or the traveler's health. [2] Bus Lines Scheduled or charter buses may be used. [3] Taxis and Shuttle Services Taxi and shuttle service is authorized between terminals, lodgings, and work stations. [4] Airlines The traveler should use the lowest cost, including all cost factors, flight that meets his/her needs. All domestic airline tickets should be purchased from the contract travel agency(ies) unless it can be documented that a ticket can be purchased for a lesser amount from another vendor. [5] City-Pair Airfares The State of Oregon has contracts with various airlines for unrestricted fares. In order to purchase airline tickets through the City-Pair program, the purchase must be made through the State of Oregon's contract travel agency or with a travel agency under contract with the university and registered with the City-Pair program airlines. [6] Travel Awards and Frequent Flyer Mileage All employees are required to travel using routes, schedules and airlines that provide the lowest rates and most efficient travel. Because the cost of record-keeping outweighs any monetary benefit, OUS will not recapture airline bonuses awarded employees for frequent flyer miles. Frequent flyer bonuses may be used by employees as they choose unless the terms of a grant or contract require otherwise. [7] Payment in Lieu of Air Travel When air travel is appropriate for out-of-state travel, an employee may request in advance to travel by private vehicle in order to combine vacation with official travel. In such a case, an employee may be reimbursed for the following costs associated with air travel between his or her official station and destination: The cost of round-trip commercial air fare that would have been incurred. The contract travel agency provides air fare quotes. Private vehicle mileage to and from the air terminal that would normally be used for departure. Lodging, meal and incidental expenses that the employee would normally incur with air travel [8] Split Billings When OUS is paying only a portion of an airline ticket, the travel agency splits the bill. This can occur because the employee is combining business and personal travel, because of budgetary constraints, or because a third party is paying a portion of the cost. OUS is charged its appropriate portion and the traveler or third party is billed the balance. The travel agency may charge an additional fee for split billings. If the split billing is due to combined personal travel or due to budgetary constraints, the additional fee must be paid by the traveler.

Vehicle rental expenses may be reimbursed. A car, boat, aircraft or other vehicle may be rented when it is the most economical/efficient means of transportation. Receipts are required for vehicle rentals. Rental cars may be used in conjunction with travel by common carrier when use is reasonable and authorized in advance. OUS personnel will normally rent compact or economy vehicles. Each university will establish its own standard as to when vehicles other than compact or economy (such as "green" class) may be rented. Campuses may have established credit cards or contracts with major vehicle rental companies. These credit cards can be used for direct billing of rental charges. Employees are also encouraged to use their corporate travel cards when renting vehicles because of the primary Collision Damage Waiver (CDW) coverage provided. [1] State Insurance on Rented Vehicles The state provides coverage for rental vehicles if they are to be used exclusively for official business. A certificate of insurance may be obtained from Risk Management Division, Department of Administrative Services, if required by an auto rental company in the U.S. or the Canadian authorities. At the time of rental the employee or agent should purchase the Limited Damage Waiver (LDW), also known as CDW, if it is available, unless one of the two following methods is used for the vehicle rental (as these two methods already provide LDW coverage): renting with the corporate credit card, and renting under the state's contract with Enterprise rent-a-car (reference the OUS rate code established with Enterprise). The cost for the LDW is reimbursable. If the employee or agent plans to travel outside the United States, its territories and possessions, and Canada, the department should contact the campus risk coordinator for help in obtaining the appropriate coverage. If a rental vehicle is to be used for a mix of personal and business purposes, neither the state nor the corporate credit card provides any coverage and a certificate of insurance will not be issued. The employee's or agent's coverage applies. The employee or agent will want to check with his/her insurance agent to ensure that his/her coverage extends to mixed business and personal usage. [2] Responsibilities After an Accident The renter of a vehicle involved in an accident is responsible for immediately reporting the accident to his or her campus.

Use of loaned vehicles may be authorized when it benefits the campus. Expense reimbursement is for use of the vehicle regardless of the number of passengers. Some companies may lend vehicles to campuses, departments or individuals for specified purposes. The operator is reimbursed for actual out-of-pocket expenses arising from using the vehicle for official business. [1] State Insurance on Loaned Vehicles The state provides coverage for loaned vehicles if the campus has agreed in writing to accept responsibility for any liability or damage to the vehicle. The loaned vehicle must be used for official business. For additional information, including the loan agreement form, contact the campus risk coordinator.

Campus and state motor pool vehicles may be used for official state business only. Use of a state vehicle is not authorized when costs are charged to Agency Funds, except for use by Campus Organizations or for other legitimate state business purposes as approved by authorized campus personnel. The department that authorizes a state vehicle's use is financially accountable for damages and all costs resulting from violations of policies relating to state vehicle use. [1] Private Use Prohibited Using a state-owned vehicle for private purposes or allowing another person to do so is prohibited ( ORS 283.395 ) and punishable, upon conviction, by a fine ( ORS 283.990 ). [2] Vehicle Safety Including Authorized Drivers Campus rules apply subject to guidelines established by OAR 580-040-0030 . [3] Overnight Parking at Employee's Residence A state vehicle may be kept overnight at an employee's residence when doing so is approved in advance by authorized campus personnel. [4] Gasoline Purchase Gasoline is generally available at state motor pools and designated dealerships by credit card.

Direct questions about this policy to the following offices: Subject Contact General questions from institutional personnel Institution Office of Business Affairs General questions from institutional central administration and Chancellor's Office personnel Chancellor's Office Controller's Division

Policy Last Updated: 01/01/14

• Sample Travel Reimbursement Request Form
• Effective January 1, 2014

.720 OREGON MILEAGE CHART

• Oregon Mileage Chart in Excel format

.730 FEDERAL OUT-OF-STATE (CONTINENTAL U.S.) HIGH-COST LOCALITIES ELIGIBLE TABLE(S)

The Foreign Per Diem Rates by Location are available on the U.S. State Department web site, http://aoprals.state.gov/web920/per_diem.asp , and are updated monthly. On the page linked above, select the country from the drop-down box and click "Go." The rates will be shown for the current publication date. To see rates for a previous month, select the month from the drop-down box and click "Go." Lodging tax is included in the lodging per diem. The U.S. State Department site lists foreign localities and corresponding per diem rates in U.S. Dollars. Some per diem rates vary depending on the time of year. Use the per diem rate that corresponds to the dates of travel.

The Maximum Per Diem Rates Outside the Continental United States are available on the Department of Defense web site, http://www.defensetravel.dod.mil/site/perdiemCalc.cfm , and are updated once a year or as necessary. In the "OUTSIDE CONUS" section, do the following: Select the country/state from the "COUNTRY/STATE" drop-down box Select the month and year from the "PUBLISHED" drop-down box Select "Exclude" pertaining to Military Installations Click "Execute" Lodging tax is NOT included in the lodging per diem and IS reimbursed as a miscellaneous expense. The Department of Defense site lists per diem rates in U.S. dollars. Some per diem rates vary depending on the time of year. Use the per diem rate that corresponds to the dates of travel. The meals and incidental rate is the sum of the two columns "local meals" and "local incidental."

03/29/10 Approved 05/19/10 Updated

4/25/12 - Updated

1/1/13 - Updated

Appendix Last Updated: 01/01/14

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2014 Oregon University System

Kotek Orders State to End Travel Reimbursement for Remote Workers, Returning to Pre-COVID Policy

The policy created inequity with oregon-based workers who pay their own commuting expenses..

Oregon Gov. Tina Kotek has ordered the end of a pandemic-era policy of paying the travel expense for state employees who have permanently relocated to other states but periodically return to Oregon for work. WW revealed the policy in August 2022, then reported that more than 500 state employees qualified for reimbursement.

“We must ensure that state resources are used effectively to serve Oregonians,” said interim Oregon Department of Administrative Services director Berri Leslie, who DAS said made the change at Kotek’s direction.

DAS implemented the controversial reimbursement policy in December 2021, as a recognition that some employees had moved elsewhere when state offices closed, and didn’t want to come back. In a tight labor market, state officials said the policy would improve retention of existing employees and recruitment of new ones.

Related: New State Policy Allows Senior Oregon Lottery Managers to Live in Sun Belt States

Elected officials in both parties took issue with the policy because it afforded remote employees better treatment than those who remained in Oregon and paid their own commuting expenses. State Treasurer Tobias Read, a Democrat, objected to the reimbursement policy , both because he wanted to see treasury employees in the office frequently and because he thought it raised fairness issues.

Senate Minority Leader Tim Knopp (R-Bend) also took exception to the policy , calling it “deeply unfair.”

Knopp introduced Senate Bill 853 earlier this session to prohibit the state from paying travel expenses for remote employees. When Service Employees International Union raised objections to Knopp’s bill, he amended it to exclude union employees. The measure then passed the Senate unanimously and awaits action in the House.

That bill now appears to be moot.

Cheering Kotek’s announcement, Knopp noted that all of his 29 Senate colleagues and a bipartisan group of House co-sponsors had joined him in seeking to end travel reimbursement for employees who’d permanently relocated.

“Sponsored by all 30 senators and over half the House, SB 853 is not only bipartisan, but the right thing to do,” Knopp said. “I appreciate the governor joining us in this effort to end an unfair and wasteful policy.”

Remote employees may continue to live out of state, but beginning Sept. 1 , they’ll have to pay for work travel back to Oregon.

Willamette Week’s reporting has concrete impacts that change laws, force action from civic leaders, and drive compromised politicians from public office. Support WW's journalism today.

Bill would end controversial practice of paying state employees to travel back to Oregon

The COVID-era policy has drawn outrage. Lawmakers appear poised to end it.

State employees who took advantage of remote-work provisions by moving away from Oregon will no longer get a free trip back to the Beaver State when traveling for work, under a bill on the move this year.

Senate Bill 853 passed out of the Senate Labor and Business Committee unanimously on Tuesday morning. It now heads to the Senate floor, where its chances aren’t in question: Every one of the state’s 30 senators has signed on as a sponsor.

That’s a rare occurrence in the Capitol — even for widely popular bills. SB 853′s broad support is a hint at the outrage many Oregonians feel toward a COVID-era state policy that allowed state workers to telecommute from anywhere, and be reimbursed for travel expenses on the occasions they do have to come back to Oregon on work-related business.

Willamette Week first reported on the policy last August, highlighting how some highly paid employees of the Oregon Lottery had moved to Florida and Texas, and had thousands of dollars’ worth of travel costs back to Oregon repaid.

FILE - Senate Minority Leader Tim Knopp, R-Bend, on the floor in 2019. Knopp is pushing a bill that would stop the state from paying for out-of-state employees to travel to Oregon.

Bradley W. Parks / OPB

That coverage inspired Senate Minority Leader Tim Knopp, R-Bend, to float a bill making clear that “the state may not pay the costs of travel to or from Oregon for an employee in state service who telecommutes.”

“An uproar started after this article was published because of the blatant unfairness of this policy,” Knopp testified in committee on Feb. 9. “I heard from many public employees that this was just wrong.”

Knopp convinced all of his colleagues to sign on, but the bill had a potentially potent critic in the state’s largest public-employee union, Service Employees International Union Local 503.

The union’s executive director, Melissa Unger, told lawmakers earlier this month that SEIU was concerned that an initial draft of Knopp’s bill could unduly impact labor contracts. She also said employees who’d moved out of state were only following rules set by their employers and that she wasn’t convinced the travel expenses were a big enough problem to worry about.

“They have made a decision based on something they were told was their workplace policy,” Unger said. “They changed their life, they were told this was the way that their work would work, and now I’m concerned, and we are concerned, that the Legislature would pull back.”

Based partly on the union’s concerns, Knopp introduced an amended version of the bill on Tuesday. It makes clear that existing labor agreements wouldn’t be impacted. And it creates an exemption to the travel cost prohibition for out-of-state workers who live within 60 miles of the Oregon border.

The changes convinced SEIU to take a neutral stance on the bill. Other large labor unions have not weighed in.

The state Department of Administrative Services says 432 of the state’s 41,543 employees live outside of state lines. According to reporting by The Oregonian/OregonLive, 255 of those employees live in bordering states. The department has not offered stats on how many reside within Knopp’s 60-mile buffer. The state’s payroll includes workers residing in 41 states and the District of Columbia, The Oregonian has reported.

It’s not clear exactly how much money Oregon agencies have spent ferrying their remote workers back to the state.

Knopp has not limited his advocacy for ending the state travel policy to legislation. Last week, he sent Gov. Tina Kotek a letter asking her to reverse the practice of paying for trips back to the state.

“I believe the current policy is neither fair nor equitable to hybrid and in-person state employees who don’t get compensated for their commutes,” Knopp wrote. “It is also deeply unfair to hardworking taxpayers.”

It was not immediately clear Tuesday morning whether Kotek had responded to the letter or altered any state policies.

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• X - Corporate Travel and Entertainment Card (ARCHIVED)
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* This information replaces all prior policies related to Travel  (FIS 411 Travel, FIS 102-08 Travel Paid by Outside Source, FIS 407-08 Travel Advances, FIS 410-21 Conference Expenses, FIS 410-29 Meals on One Day Trips & university policy for Air Travel)

Printable Version

1.1. Oregon State University travelers may incur allowable expenses while traveling on official university business.

1.2. OSU’s travel policy is subject to applicable statutes, regulations, bargaining agreements and contracts. This policy provides guidelines for allowable expenses associated with official university travel.

1.3. All faculty, staff, students, official volunteers and guests who travel on official university business must comply with OSU travel policies and procedures. All travelers at OSU, as well as budget authorities, managers and supervisors who are responsible for approving or processing travel expenses, should be informed and understand this rule.

2. General Travel Requirements

2.1. Compliance

2.1.1. OSU’s travel policy must comply with all IRS travel rules and regulations. The IRS has established qualifying criteria required for travel expenses to be reimbursed to employees on a tax-free basis, as outlined in OSU’s Accountable Plan :

a)  Expenses must have a business purpose .

b)  Expenses must be adequately accounted for within a reasonable period of time, defined as no later than 60 days after the completion of business travel.

c)  Any excess reimbursement or cash advance must be settled in full within 60 days of the completion of the trip.

2.2. Traveler Types

2.2.1. Employees – Individuals who travel as officially designated representatives of OSU and have active positions at OSU as defined by Human Resources.

a) Travel expenses incurred during sabbatical or other types of employee leave are warranted only with authorization by the department head.

2.2.2. Students – Currently enrolled students who travel as officially designated representatives of OSU may be authorized for travel expenses.

2.2.3. Groups – Two or more employees or students who travel together.

2.2.4. Non-Employees – Individuals such as volunteers , prospective employees, research collaborators, visiting scientists or lecturers, seminar or workshop speakers, observers etc.

2.3. Travel Status

2.3.1. Travelers are in travel status when they are required to be away from the general area of their tax home for a period substantially longer than an ordinary day's work and require rest to meet the demands of their work while away.

2.4. Accommodations

2.4.1. Any required accommodation due to disability, medical condition or other special need must be approved in advance by the Office of Equal Opportunity and Access (employees) or Disability Access Services (students) and noted on applicable travel form.

2.5. Personal Travel Rewards and Programs

2.5.1. OSU will not recapture incentives awarded to employees and other authorized travelers for loyalty or rewards programs through airlines or use of a personal credit card to pay for business travel because the cost of record-keeping outweighs any monetary benefit. The value of points, frequent flyer miles or other bonus plans redeemed for official university travel is not a reimbursable expense.

2.6. International Travel

2.6.1. Please refer to university policy 01-020 International Travel for standards and expectations associated with any university-sponsored travel outside the United States of America.

2.7. Travel on Grants

2.7.1.  Specific contracts or other awards may have different requirements for the submission of receipts relating to domestic or foreign travel.

a) Office for Sponsored Research and Award Administration ( OSRAA ) assists units in identifying the contract or award by noting the requirement on the original Award Information Sheet .

b) Any travel that is billed to the contract and subsequently disallowed will be removed from the award.

2.8. Travel Paid by Third Party Sources

2.8.1. Third party entities may reimburse OSU, reimburse an employee or pay a service provider directly for reasonable travel expenses with an approved business purpose.

2.8.2. If reimbursement is made to OSU, it must be accounted for as a reduction of expense. The cash receipt record attached to the check/payment must indicate the Banner document number and account code of the original cost being reimbursed.

2.8.3. When OSU pays the travel expenses and the traveler is paid directly by an outside entity, the traveler must return the funds to OSU for those expenses.

2.8.4. Any OSU business travel expenses that will subsequently be paid by an outside source (such as a conference organization) may not be placed on grants or contracts.

2.8.5. Any reimbursement or payment that an employee receives from a foreign entity, individual or government may need to be approved in advance and/or reported. Please refer to Global Engagement Compliance for more information.

2.8.6. Any reimbursement or payment an employee receives that is not from another government agency, a Native American Tribe, an organization to which a public body pays membership dues or a not-for-profit organization that is tax exempt under 501(c)(3), may be considered a gift under state ethics laws. Additional information and resources can be found on the university's ethics webpage .

3. Required Process

3.1. Pre-Trip Registration

3.1.1. Pre-Trip Registration is required within Concur for all out out of state and international travel, excluding one day trips.

3.2. Expense Reports

3.2.1. OSU Employees must utilize Concur to complete expense reports for both travel and non-travel expenses.

3.2.2. Employees must comply with OSU’s Accountable Plan (defined in section 2.1) to be reimbursed on a tax-free basis:

a) If an employee does not submit an expense report within 60 days of the completion of business travel, reimbursement will be subject to withholding taxes and reported on the employee’s W-2.

b) Repeated expense report submissions that exceed 60 days will be evaluated by the travel office, as well as the AVP for Finance and Controller , and may be denied.

3.2.3. International travel expenses must be converted to U.S. Dollars (USD). Concur provides a built-in currency exchange calculator to convert foreign currencies to USD. If you do not use Concur for currency conversion, proof of currency exchange rate is required.

3.2.4. All expenses over $25 must be substantiated by a receipt.

3.2.5. In the rare instance when a receipt has been lost or destroyed, costs may be substantiated using a Lost Receipt Affidavit which is built into Concur.

3.2.6. Out-of-pocket costs will be reimbursed upon conclusion of the trip.

3.3. Expense Types

3.3.1. Air Transportation

a) Those traveling on official university business are expected to use an economical and reasonable airfare.

b) Travelers are encouraged to book their flights through OSU’s contracted Travel Management Company (TMC), either via the Online Booking Tool in Concur or by working directly with a TMC provided travel agent.

c) Travelers may choose to purchase airline tickets on their own from a third party.

• A traveler choosing this method must use a university issued credit card or direct bill agreement to pay for the trip.
• The traveler must use Concur Triplink to incorporate their itinerary into Concur.

d) First class and business class air travel cannot be purchased with grant funds and are only allowed under one of the following circumstances:

• Such travel is necessary because of documented medical reasons; OR
• Other, more economical options are unavailable and alternate/travel schedules would result in circuitous routing during unreasonable hours, excessively prolonged travel or additional costs that would offset the transportation savings. Substantiating documents must be submitted and written approval must be obtained by the president, provost or Vice President for Finance and Administration (VPFA); OR
• Advance written approval is obtained from the Board Chair for travel by the president and spouse or partner when supported by legitimate business needs and when gift funds are available to cover any cost differential.

e)  Use of a charter aircraft or private aircraft (employee-owned or rented) may be authorized for travel when advantageous to the university or when cost is less than commercial air travel.

• Mileage allowances for employee-owned or rented aircraft must be based on either the rate per shortest air mile or the rate per highway mile. Reimbursement is limited to the current Privately Owned Vehicle (POV) Airplane Mileage Rate as specified by the U.S. General Services Administration (GSA).
• Reimbursement of expenses is for use of the aircraft regardless of the number of passengers, and no additional expenses from use of the aircraft will be reimbursed.
• Additional requirements and information can be found on the Non-Commercial Aircraft Webpage , managed by OSU Insurance and Risk Management Services.

f) Airport Parking – Travelers are expected to park using economical and reasonable parking lots based on their specific needs and circumstances. Valet parking is not an allowable expense. Travelers should check with the appropriate airport regarding accommodations for disabled parking.

3.3.2. Ground Transportation

a) Commercial Transportation – OSU recommends transportation by commercial carrier when it is the most appropriate and economical option (reasonable tips are allowed). This includes shuttles, buses, trains, taxis, ferries, mass transit, etc.

b) Motor Pool – OSU employees and students as authorized drivers are encouraged to rent vehicles from the OSU Motor Pool . Some benefits are that these rentals are often a lower cost option, can be direct billed to your department or include insurance coverage and a gas card.

• Only authorized passengers may ride in a state-owned vehicle, including any vehicle rented through the OSU Motor Pool.
• Per university policy 576-035 State-Owned Vehicles , non-state employees and non-students riding in state-owned or rented vehicles may do so only when authorized by the appropriate budget authority, at no additional cost to the university and at their own risk or the personal risk of the driver.

c) Rental Vehicles – Travelers on official university business are expected to use the most efficient means of transportation and rent an economical vehicle. Specialty class of rental vehicles must be justified with a business purpose (group travel, equipment transportation, etc.).

• All rental vehicles must be paid for directly by the university using either a university issued credit card or an existing contract or direct bill agreement, unless there will be personal use as described in section 3.4.1 .
• Contracted services are billed directly to the university and provide access to contracts that may represent a significant savings to units and allow flexibility to change or revise travel plans.
• The contract price with Enterprise Rent-a-Car and National Car Rental includes a loss damage waiver and liability insurance. The loss damage waiver and liability insurance under this contract is valid in the United States, U.S. possessions and U.S. territories; therefore, any additional insurance should be declined and is not an allowable expense.
• collision damage waiver (CDW), also known as loss damage waiver
• liability insurance supplement, also known as supplemental liability insurance
• *Note:  Personal accident insurance (PAI) should be declined and is not reimbursable
• When non-employees (seminar speakers, interviewees, etc.) are invited to OSU and a car rental is anticipated, the traveler should work with their hosting department for direct billing options. It must be made clear to the traveler that they are not covered by university insurance and they should check with their own insurance company to determine their rental vehicle coverage. If they need to purchase CDW, it may be reimbursed.
• OSU does not permit the use of 15-passenger vans due to safety advisories published by the National Highway Traffic Safety Administration (NHTSA).
• Refueling of a rental car is the responsibility of the traveler.
• OSU Insurance and Risk Management Services recommends utilizing transportation vendors (charter service, coach/bus services, etc.) when traveling internationally. If it is necessary to have a rental vehicle outside of the United States, the traveler must contact OSU Insurance and Risk Management Services at least two weeks in advance of the travel to discuss the risks involved and the specific insurance required. Foreign car insurance is an allowable travel expense.

d) Private Vehicle – Travelers are authorized to use their privately-owned vehicles for official business.

• Mileage may be reimbursed at the current IRS Private Vehicle Mileage Rate when the route is considered economical and reasonable.
• Mileage reimbursement must be from the traveler’s official workstation or their home, whichever is less , and is for use of the vehicle regardless of the number of passengers.
• When driven to or from an airport or train station, the traveler may claim round-trip mileage for each round-trip.
• A business justification is required for any significant additional miles (e.g. vicinity miles ).
• An employee can have more than one official work location when each is considered permanent.
• When commuting directly to the temporary location, the daily round-trip transportation is calculated as the distance from home to temporary location or from permanent work location to temporary location, whichever is less.
• When traveling between the permanent and temporary work locations, mileage is reimbursable.
• A traveler carrying passengers in a private vehicle for business must comply with use and safety rules outlined in university policy 576-035 State-Owned Vehicles .
• Travelers using a private vehicle for business are required to have personal automobile insurance including liability, uninsured motorist and personal injury protection.
• OSU automobile liability coverage will apply after the traveler's primary coverage limits have been exhausted when the vehicle is used within the scope and course of travel in conjunction with a business trip. OSU does not provide physical damage, uninsured motorist or personal injury protection for private vehicles. For additional information, contact OSU Insurance and Risk Management Services .

e) Accidents/Claims – While traveling on behalf of OSU, the driver of a vehicle has certain responsibilities and must report all motor vehicle accidents, regardless of the amount or type of vehicle, to the Insurance and Risk Management Services , (541) 737-7350 immediately. Please refer to the Motor Vehicle Claims site for more information.

3.3.3. Lodging

a) Travelers are expected to use economical and reasonable lodging within the following guidelines:

• All commercial lodging must be paid for directly by the university using either a university issued credit card or an existing direct bill agreement.
• Expenditures for commercial lodging should be submitted in Concur at actual cost.
• The overnight travel date(s), location and amount must be documented.
• Overnight stay in the departure or arrival city is allowed with budget authority approval when it is not possible for the employee to travel to or from the airport on the day of the flight within their normal business hours (allowing sufficient time for reasonable delays).

b) Travelers utilizing non-commercial lodging facilities (e.g. staying with family members or friends) may claim a daily payment of $25.00 regardless of duration or location.

c) To determine reasonableness for group travel , the lodging rate must be calculated as total lodging costs divided by total number of travelers (itemized receipts are required). If individuals in the group are traveling on different funding sources, the cost of lodging should be split accordingly.

d) Lodging obtained through an online platform such as Airbnb, VRBO or a vacation rental company is considered commercial lodging. However, the lodging is not subject to the same regulations, requirements, zoning restrictions, accessibility standards or safety precautions (e.g., fire marshal inspections, emergency plan signage, or fire and carbon monoxide detectors).

• Lodging obtained while using an online platform or vacation rental company is subject to the guidelines in section a) above, as well as the following requirements and recommendations
• If rated, the rating is above 4.0 with at least 5 ratings
• Rental is for the entire space (i.e., OSU travelers or guests are the only occupants)
• Rental includes a smoke alarm, carbon monoxide alarm and fire extinguisher
• Booking and payment are made only through the online platform or vacation rental company
• Rental is solely for work related purposes – For mixed purpose travel (work and personal), the personal related travel must be booked separate from the work-related travel
• If rated, the overall rating is above 4.8 with at least 5 ratings
• A self-check in process is available
• Cancellation policies are flexible
• Research your destination and consider safety when selecting the rental

e) Campground or trailer space rental is reimbursable up to the maximum allowable per diem.

3.3.4. Meals

a) Meals and Incidental Expenses ( M&IE ) will be reimbursed based on OSU approved meal per diem rates or reasonable actual cost.

b) Travelers who have been issued Travel & Expense (T&E) Credit Cards are expected to incur meals at actual cost using their T&E Card.

c) M&IE per diem is available only while an employee is in travel status.

• Gratuity and tax are included in the M&IE per diem.
• A traveler must not claim M&IE per diem for another individual.
• M&IE per diem rates are determined by the traveler's overnight lodging location. The last location where the traveler stayed overnight is used to determine the per diem rate for the day the traveler returns from the trip.
• For the first and last day of travel, travelers are only eligible to claim 75% of the daily M&IE per diem.

d) When meals are provided by others or not claimed by the traveler, an adjustment must be made to the daily M&IE per diem.

e) For hosting of non-employees while traveling, reference the Hosting Groups and Official Guests section of fiscal policy-rule 03-140-505 Meals, Refreshments and Events .

f) Please see Group Travel (section 3.7) for information on meals associated with OSU group travel.

g) A reasonable gratuity/tip on meals is allowed when supported by a receipt.

3.3.5. Conference Expenses

a) Conference registration fees must be paid by the university using a university issue credit card, existing direct bill agreement or vendor invoice. Documentation must include amount, location and dates.

b) Meals prepaid with the conference registration should not be claimed unless the traveler has specific dietary restrictions and there was no option to exclude the meals at the time of purchase.

3.4.   Business Travel Combined with Personal Travel

3.4.1. Travelers may combine business travel with personal travel if no added expense is incurred by the university.

a) Personal days must be noted on the traveler’s pre-trip request in Concur.

b) Only the business portion of airfare may be charged to the university.  Any non-business portion must be paid with personal funds.

• For mixed purpose trips, travelers are required to book airfare with OSU’s TMC to ensure a comparison quote is obtained and any personal portion is split out and charged directly to the traveler.

c) The following guidelines apply to rental vehicles and private vehicles used for business travel combined with personal travel.

• The direct bill option for booking a rental car with Enterprise or National must not be used. Any non-business portion must be paid with personal funds and business portion will be reimbursed.
• OSU automobile liability coverage does not apply when a vehicle is used outside the scope and course of employment. It is the traveler’s responsibility to pay for adequate insurance to cover the personal portion of travel, which will not be reimbursed.
• When a traveler uses a personal vehicle instead of commercial transportation, they will be reimbursed for an amount equal to the lesser of the mileage reimbursement and related travel costs or the costs associated with air travel between their official workstation and destination.

d) Any non-business lodging costs (including nightly rate, taxes, fees & incidental charges) must be paid with personal funds.

3.5. One-Day Trips – When an employee is away from their tax home on official business, but not in travel status (departing and returning the same day), the IRS considers certain meal allowances to be taxable to the employee.

3.5.1. Taxable Meals

a) Meals may be reimbursed as taxable income when an employee is conducting business away from their official work location for at least six hours.

b) Employees may claim up to 75% of the daily M&IE per diem, with individual meal per diem calculated as a percentage of the daily per diem (Breakfast 25%, Lunch 25% and Dinner 50%).

3.5.2. Non-Taxable Meals

a) When an employee is attending a conference, seminar, convention or business meeting where non-employees are present, any cost for meals arranged by the event organizers and beyond the control of the traveler are allowed.

b) Documentation of the business purpose must be provided.

c) When athletic teams or student groups are on day trips and meals are provided, the actual cost of the meal is allowed with receipts.

• Use account code 20300 Student Meals when athletes or student groups are on day trips.
• University funds must not be used to pay for meals or refreshments at for-credit classes unless the activity is part of a self-support instructional program where the participant is charged a fee to cover the cost.

3.6. Group Travel

3.6.1. When two or more employees travel together, it may be expedient for one employee to pay and request reimbursement for certain expenses of all other employees. Other members of the same group must not request reimbursement. Examples include:

a) Single charges for a group (road or bridge tolls, parking fees, taxi fee, etc.)

b) Lodging shared by two or more employees

c)  Field trips for instruction, observation of contemporary practices and other areas that are not readily available for classroom or laboratory presentation

3.6.2. If a traveler, such as a coach, faculty member or group leader, provides cash per diem to each member of the group for meals, a list of the individuals’ names and the amount disbursed to each is required.

3.6.3. Meals associated with group travel must be based on either M&IE per diem or actual costs when reimbursing for any single meal. Mixing reimbursement methods for any single group meal is not allowed.

a) When one individual pays the meal cost for other travelers, the reimbursement must be based on actual costs and other members of the group may not claim reimbursements. Documentation must include a clear description of the group and number of travelers. Individual names may be provided, but are not required.

3.7. Non-Employee Travel

3.7.1. Expenses must be kept separate from employee expenses for unpaid members of advisory committees, volunteers, official guests, employees of other agencies, students and other individuals not employed at OSU.

a)  Itemized receipts supporting expenses must be submitted by the non-employee traveler.

b) Travel expenses related to a personal service contract must be included in the cost of service or wage rate and not reimbursed separately. See fiscal policy-rule 03-140-510 Services for further details.

c) Mileage must be calculated using OSU approved methods (see Ground Transportation section) and is reimbursed at the OSU rate.

d) Non-OSU Participant expenses (286xx) are coded as appropriate to the funding source.

• Travel expenses reimbursed on account code 28635 require receipts for all expenses, except mileage.
• Travel expenses not documented with receipts are reimbursed using account code 28636.

e) A clear benefit to OSU must be provided when requesting payment of expenses for official guests.

• Faculty candidate’s or prospective employee’s family member(s) :  If there is no clear benefit to OSU, then payment of expenses for family member(s) require prior approval from the appropriate budget authority and will be tax reportable to the candidate.
• Official Guests not receiving compensation :  Airfare and lodging may be direct billed to departments or expenses such as airfare, lodging, meals and vehicle rental may be reimbursed to the guest when supported by original itemized receipts. Meal per diem and mileage may be reimbursed to the guest at current OSU mileage and per diem rates.
• Official Guests receiving compensation :  All incurred expenses (including meals, lodging, transportation, etc.) are incorporated in the Personal Services Contract (PSC) payment amount and must be coded as appropriate to the expense; not travel account codes. Please see Services  policy for further details.

3.8. Non-Reimbursable Expenses

3.8.1. Following are some examples of expenses not normally reimbursed:

a) Deviations from economical and reasonable travel costs

b) Home-to-office travel (commuting)

c) Expenses incurred because the traveler is accompanied by family member

d) Interest on personal credit cards

e) The cost of alcoholic beverages

f) Personal Travel Insurance

g) Mileage reimbursement for non-private vehicles

h) GPS navigation units, phone chargers and other personal items

i) Valet parking – unless parking requires the use of an attendant (at a hotel for example), which may be considered parking expense rather than valet expense

j) Gratuities/Tips and other incidental expenses covered by M&IE per diem

k) TSA PreCheck, early boarding and airport lounge fees

3.9. Cash Advances

3.9.1. Employees or Students may request a cash advance when circumstances warrant it. University credit card programs, accounts payable invoice process and direct bill agreements should always be utilized as the number one option to reduce the need for out-of-pocket costs and advances.

3.9.2. The minimum amount you can request for a cash advance is $250.00.

3.9.3. A cash advance must be requested at minimum five (5) business days in advance of when it is needed.

3.9.4. Prior cash advances must be settled before an individual is eligible for a new advance.

3.9.5. Cash advances must be settled within 60 days upon completion of approved use. Any excess advance funds must be returned to the Travel & Expense Office.

3.9.6. Failure to settle outstanding cash advances will result in the balance being treated as tax reportable income to the recipient.

4. Related Information

4.1.  Please check with your supervisor for unit-level procedures related to this rule and other resources that may not be listed below.

4.2. University Policy 03-100 Fiscal Policy Program Authority

4.3.  University Policy 576-035 State-Owned Vehicles

4.4.  University Policy 01-020 International Travel

4.5.  Fiscal Policy-Rule #03-140-108 Banner FIS Processes

4.6.  Fiscal Policy-Rule #03-140-202 Personal Reimbursements

4.7.  Fiscal Policy-Rule #03-140-206 Procurement Cards

4.8.  Fiscal Policy-Rule #03-140-505 Meals, Refreshments and Events

4.9.  Fiscal Policy-Rule #03-140-510 Services

4.10.  OSRAA Policies

4.11.  Travel Resources

4.12.  Non-Commercial Aircraft Fact Sheet

4.13.  Quick Reference Guide on Insurance and Claims:  Ground Transportation

4.14. Oregon Department of Transportation Mileage Table

4.15.  IRS Publication 463 Travel, Gift and Car Expenses

4.16.  Definitions of Terminology

4.17.  Frequently Asked Questions (FAQs)

5.1. Original Issue Date:  02/1982 (all FIS 411); 01/2003 (FIS 102-08 Travel Paid by Outside Source & FIS 410-21 Conference Expenses & FIS 410-29 Meals on One Day Trip); 10/1990 (Oregon University System policy for Air Travel and Use of Mileage Bonuses)

5.2. Previous Versions:  11/2020; 01/2021; 03/2021; 06/2021; 02/2022; 10/2022; 03/2023

5.3. Next Scheduled Review Date:  06/2026

6. Contacts

6.1. Policy Steward:  Director of Vendor Payment Strategies  ( contact info )

6.2. Program:  Fiscal Policy Officer  ( contact – for program inquiries only )

Contact Info

Office of Finance and Administration Oregon State University Corvallis, OR 97331-4501

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