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.
| 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. Receipt must show zero balance.
- Registration Fees
- Non-travel Related Supplies (purchased while traveling, e.g. books, CD's, etc.)
- Meals (including tip and taxes) - Itemized receipts are required if the amount claimed exceeds the US General Services Administration (GSA) established meal and incidental expense (M&IE) allowances. Click here for more information.
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.
| 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. |
| Allowable GSA% | 20% of GSA M&IE Rate* | 30% of GSA M&IE Rate* | 50% of GSA M&IE Rate* |
| *If daily meal claim exceeds the allowable GSA M&IE guidelines above, all meal receipts for that day must be submitted. | |||
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.
