Instead of receiving a per diem allowance, travelers can be reimbursed for actual travel expenses in either of the following cases:
- The travel is to a foreign destination and lasts 29 days or less
- The travel is to Alaska, Hawaii, or the U.S. possessions and lasts 29 days or less
In addition, one or more of the following special circumstances must apply:
- The traveler is required to attend a meeting or conference where meals and lodging must be obtained at a prearranged place, and lodging consumes all or most of the per diem allowance
- The travel is to an area where lodging and meal costs have temporarily increased because of a special event or function (e.g., a national or international sports event)
- The travel is to an area where lodging and meal costs have temporarily increased because of a special event or function and affordable lodging is not available within a reasonable commuting distance or the costs of commuting consume the savings from occupying less expensive lodging
Other circumstances: If the reason for requesting reimbursement for actual lodging and meal expenses in lieu of per diem is not listed above, contact UCSD Travel prior to completing a Travel Expense Voucher (TEV) (Excel) for the trip.
Reimbursement: When requesting reimbursement for actual lodging and meal expenses in lieu of per diem, include a description of the special circumstance in the Remarks section (box 16) of the TEV that you submit to UCSD Travel after your trip.
Maximum reimbursement: Reimbursement for actual expenses for meals and lodging cannot exceed 300% of the maximum per diem established for the location of travel.
Receipts: When requesting reimbursement for actual lodging and meal expenses, an itemized receipt for lodging and individual receipts for meals must accompany the TEV that you submit to UCSD Travel following trip completion.
Questions? Contact UCSD Travel or an individual Travel Team member.
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