In-State Actual Travel Reimbursement (SAME RULES AS OUT-OF-STATE TRAVEL APPLY HERE). Forms for In-State Actual linked below.
For employees traveling to a conference/meeting of a state/national or regional organization in which the state/individual is a dues paying member, if actual expenses reimbursement will be requested, complete an In-State Actual Expenses Travel Request and submit an In-State Actual Expenses Travel Reimbursement. If actual expenses reimbursement will not be requested, complete an In-State Actual Expenses Travel Waiver and follow regular in-state travel procedures.
Out-of-State Travel Reimbursement
Out-of-State Travel Reimbursement Forms are paid as soon as the trip is complete, the Reimbursement Form is correctly completed, and the required paperwork is provided. If the form is not completed correctly or paperwork is missing, the Accounts Payable Office will contact the traveler and inform them of any issues delaying their reimbursement.
To request reimbursement of out-of-state travel expenses, send to the Accounts Payable Office (1) the approved Request for Out-of-State Travel, (2) completed Out-of-State Travel Reimbursement Form, and (3) required original receipts. Receipts must be provided by the business, list what was purchased, and show the amount that was paid in order to be reimbursed.
The Request for Out-of-State Travel lists the amounts approved for travel expenses. The total amount expended for a trip cannot exceed the total amount approved for the trip by more than 10%.
The Out-of-State Travel Reimbursement Form and In-State Actual Expenses Travel Reimbursement Form is completed as follows:
Transportation - Write miles driven to destinations and return. Current map mileage must be used where mileage is given on the road map. Otherwise, odometer readings should be recorded at the beginning and ending of the trip. All vicinity mileage should be recorded as such, and if it exceeds more than twenty miles on any day, indicate major points of travel covered. Reimbursement at the rate of 54.5 cents per mile is paid to employees traveling by private car at State expense. Write the amount of mileage reimbursement requested.
Some exceptions to consider when claiming mileage reimbursement:
In the case of the traveler driving a great distance, if the current airfare rate is cheaper than the amount of mileage requested, the current airfare rate is paid.
A traveler is paid mileage for travel from their home to their destination or from their official base to their destination, whichever is less. The traveler is paid for their actual mileage and is not paid for mileage to their official base.
If during travel, there is an interruption of travel or deviation from the direct route due to the traveler's personal reasons, the mileage allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical usually traveled route.
Airfare is reimbursed--a paid receipt is required to be attached.
Meals - For meal reimbursement, the daily cap on meals as established by the State of Alabama Comptroller shall be presumed to be necessary and reasonable. To determine the daily meal cap, enter the city and state of your destination as instructed at this link: https://www.gsa.gov/travel/plan-book/per-diem-rates. The individual meal caps are provided, but the “M&IE Total” is your daily cap. This total meal cap includes all taxes and tips associated with your meals. The daily meal per diem is a flat-rate allowance and is intended to cover costs of meals and incidental expenses (tax and tips). A traveler is no longer required to submit receipts for these items. A traveler will receive per diem, as outlined above, regardless of actual expenses. If a meal is provided by a conference or other host, the dollar amount of that individual meal shall be deducted from your daily cap. A daily meal cost that exceeds the total daily cap limit will not be reimbursed. A copy of the meal cap calculation must also be submitted with each travel and reimbursement request.
- Incidental expenses include tips and service charges related to lodging, baggage, and transportation.
- Travel-related expenses other than meals and incidental expenses require a receipt for reimbursement of actual expenses.
- On travel days, the traveler will be entitled to per diem for M&IE at a rate of 75% the daily rate.
- State of Alabama policies allow for reimbursement of only the person in travel status.
- Money spent for alcoholic beverages is not reimbursed.
- Tax and tips are reimbursed as part of the per diem flat-rate allowance/meal cap.
Lodging/Room - Room fee and taxes associated with the fee are reimbursed. An original itemized receipt of paid expenses is required to be attached. Movies watched and charged to the room are not reimbursed. If nights stayed for business purposes exceed the number approved and the expense does not exceed the amount approved, the extra nights can be reimbursed. Room receipt is to show payment.
Mileage - Private car mileage is reimbursed and calculated at current rate of 54.5 cents per mile.
Registration - Fees for an employee's registration can be paid by either of the following methods: (1) the vendor can accept a purchase order and be paid after the meeting is held or (2) the traveler can pay the registration fee and be reimbursed by use of the out-of-state travel reimbursement form, (3) the traveler can request pre-payment of registration fees on the out-of-state travel approval form.
Other Expenses - Miscellaneous items include car rental, parking fees, taxi fares, and registration fees. Receipts are required for these items. Baggage handling or portage fees should be itemized on the appropriate date in the miscellaneous section of the claim for reimbursement. All receipts are to be produced by the business, not the traveler.
Notes: FREQUENT FLIER MILES - If the College pays for your airfare by purchase order and frequent flier miles are awarded, they are the property of the College.