Q: How do I prepay conference/seminar registration fees?
A:Conference Registration fees may either be prepaid with the traveler's or departmental Purchasing Card or PD document. Contact your department travel specialist for additional requirements.
Q: What is the rate for mileage reimbursement on a private vehicle?
A: Reimbursement for mileage is computed at 44.5 cents per mile based on the most direct route between two points computed by official highway maps or mapquest. If claiming mileage in excess of map mileage, state odometer readings and to and from complete addresses.
Q:When attending a conference and the brochure list a "continental breakfast" during registration, is the employee eligible for the breakfast for that day?
A: Yes. The traveler is still allowed to buy a full breakfast if all that is offered is a "continental" breakfast. A continental breakfast usually consists of only coffee and juice plus bagels or rolls so is more a snack than a meal.
Q: How long do I have to submit my expense report?
A: All expense reports have to be submitted within 5 days after return of trip.
Q: If I claim mileage reimbursement, will I also be reimbursed for my gasoline receipts?
A: No, use of a personal vehicle will only be reimbursed at the per mile rate, receipts for gasoline will not be reimbursed.
Q: Can I combine a business trip with additional days of personal travel?
A: Yes, but only the substantiated business portion of the trip will be reimbursed.
Q: Why canít I be reimbursed for the cost of my personal meals for same day travel, for example if I leave at 6:00 a.m. and donít return until 10:00 p.m.?
A: To qualify for personal meal reimbursement, IRS regulations require that an employee must be away from home substantially longer than an ordinary dayís work AND during the time away from home, need sleep or rest (referred to as the ďovernight ruleĒ-i.e., overnight stay is required). Therefore, for same day trips, University travelers will not qualify for personal meal reimbursements.
Q: What is a Meals and Incidental (M&IE) allowance?
A: The M&IE allowance is the daily dollar amount a traveler may claim to cover Meals and Incidentals. It covers three meals a day, and the following incidentals: laundry, dry-cleaning, and gratuities (tips). M&IE allowances vary according to location.
© 2013 Arizona Board of Regents.
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