Travel & Miscellaneous Reimbursement Quick Reference

This information is compiled from the Nebraska State Accounting Manual, University Business Travel Policy & uniform Campus Travel Guidelines and is not inclusive of all rules and policies. Refer to UNL's travel policies as necessary.

Airfare - See Purchasing Airline Tickets for information on booking airfare.
Please note: The University will reimburse employees for airline fees that are reasonable and necessary for the stated business purpose of the trip. Please itemize these expenses by date and explain any unusual or excessive charges.

Trip Date/Time    
Air Flight Travel Start of Trip Time left for airport
  End of Trip Time returned to home from airport
Vehicle Travel Start of Trip Time left from home or work
  End of Trip Time returned to home or work

Required Receipts - submit to Accounting/Accounts Payable with Travel Expense Statement (created through SAP) or Employee Expense Voucher (paper form.)

  • Commercial Travel (airline, bus and rail)
  • Car Rental
  • Gasoline (rental cars or University vehicles only)
  • Lodging - Must claim single rate or provide explanation.
  • Registration Fees
  • Non-travel Related Supplies (purchased while traveling, e.g. books, CD's, etc.)
  • Meals (including tip and taxes) - Effective May 26, 2009, detailed receipts are required for all food/meal expenses equal to or greater than $5, including meals reflected on hotel receipts.
    NOTE: ACTUAL expenses must be claimed. Claims appearing to be submitted as per diem amounts will be questioned.
    Refer to the chart below to determine which meals are reimbursable and the allowable GSA percentage for meals when not in travel status for a full day.
Meal Reimbursement During University Travel 
Trip Breakfast Lunch Dinner
One Day Trip Yes, if departure is prior to 6:30 a.m. No Yes, if departure is prior to 5:00 p.m. and return is after 7:00 p.m.
First & Last Day of a Multi-Day Trip Yes, if departure is prior to 6:30 a.m. or return is after 10:00 a.m. Yes, if departure is prior to 11:00 a.m. or return is after 2:00 p.m. Yes, if departure is prior to 5:00 p.m. or return is after 7:00 p.m.


All other receipts are the be retained by traveler and should be available upon request.

Shared expenses - Each traveler will claim expenses individually. One is not allowed to claim expenses for another, except when a hotel room is shared.

Official Function - Include detailed, original itemized meal receipts (remove alcohol and related taxes/tips), list of attendees and meeting agenda/conference flyer.

Personal Entertainment/Services - Not an allowable reimbursable expense.

Food Receipt Requirements and 60 Day Reimbursement Deadline

On May 26, 2009, Nebraska legislation (LB 533) went into effect that requires additional supporting documentation for employee expense reimbursements.

Detailed receipts are required for all food/meal expenses equal to or greater than $5. Each request must be fully itemized, including the amount, date, place, and essential character of the expense incurred.

In addition, expense reimbursement requests must be received in the Accounting Office (410 Canfield) no later than 60 days after the final day on which expenses were incurred.  This State of Nebraska statutory requirement (81-1174) cannot be waived.  The full statute can be reviewed here.

We recommend reimbursement requests be received in the UNL Accounting office within 30 calendar days from which the expenses were incurred.  To assist in determining the 60 day deadline, please consult the 60 day calendar.

If you have any questions, please call Accounting at 472-2881.