Travel

The Travel Office is responsible for assisting and reimbursing employee's travel on behalf of the university. In order to document the business purpose of university travel, a claim must be completed and approved for any university business-related travel for which the university incurs expense (airfare or car rental charged to a university purchasing card) even if the traveler requests no reimbursement.

Rental Request Form

Travel per diem rates

Important links:

Domestic

An Employee's Travel Request form must be approved by the appropriate vice president, dean, or director. Departments are responsible for verifying and maintaining availability of funds for approved travel expenses. Upon approval, the Employee's Travel Request form should be sent to the Controller's Office prior to the trip date.

Persons on out-of-state travel status shall receive meals at the U.S. General Services Administration (GSA) per diem rate listed for that locality regardless of actual cost and only when the meals are not covered by event fees. Receipts are not required for meals.

Employees shall receive reimbursement for personal lodging expense based on the federal GSA lodging per diem rate for that locality. A receipt will be required for all out-of-state lodging reimbursement. All GSA lodging amounts exclude taxes.

When registration fees provide for a meal, employees should not request additional reimbursement for the meal. When a meal is provided at an event and is listed as an optional item on the registration form at a cost exceeding the state reimbursement rate, the excess amount will not be allowed as part of the registration fee. The employee is personally responsible to pay the excess amount.

An employee in travel status may claim per diem meal reimbursements for the following timeframe's:

  • Breakfast: 12:01 a.m. - 10:00 a.m.
  • Lunch: 10:01 a.m. - 3:00 p.m.
  • Dinner: 3:01 p.m. - 12:00 a.m.
  • When employees receive free meals or lodging, no reimbursement is allowed.

Breakfast per diem will not be reimbursed for travelers who depart their home city after 9:00 a.m. Dinner per diem will not be reimbursed for travelers who return to their home city before 5:00 p.m.

Foreign

Lodging expense in excess of the federal foreign per diem rates may be charged to federal grants and contracts or to indirect cost recovery accounts unless a specific sponsor requirement does not allow for this charge. Approval of out-of-state and foreign lodging rates in excess of currently authorized rates must be obtained on the Employee's Travel Request form prior to the trip from the individual authorized to approve such travel. For GSA surveyed areas, exceptions may be made for up to 175% of the federal rate for each specific destination. For GSA non surveyed areas, exceptions may be made for up to 300% of the federal rate for each specific destination.

Foreign travel per diem is based on federal per diem rates. These rates change quite frequently. Non surveyed rates are covered by an "Other" category for each country, and exceptions are subject to the 175% limitation. The current per diem rates can be found at the GSA web site above.

An employee in travel status may claim per diem meal reimbursements for the following timeframe's:

  • Breakfast: 12:01 a.m. - 10:00 a.m.
  • Lunch: 10:01 a.m. - 3:00 p.m.
  • Dinner: 3:01 p.m. - 12:00 a.m.
  • When employees receive free meals or lodging, no reimbursement is allowed.
State of Nevada

Persons traveling in-state shall receive reimbursement for meals at the federal GSA per diem rate listed for that locality. For trips of 24 hours or less employees must be more than 75 miles from their duty station to receive reimbursement for meals. Lodging should only be claimed if the traveler incurred lodging expenses. For GSA surveyed (listed) areas in Nevada, no exceptions will be allowed to the GSA federal per diem lodging rate. For GSA non-surveyed (not listed) areas in Nevada, exceptions may be made up to 150% of the federal per diem lodging rate for each specific destination.

An employee in in-state travel status may claim per diem meal reimbursements for the following timeframes:

  • Breakfast: 12:01 a.m. - 10:00 a.m.
  • Lunch: 10:01 a.m. - 3:00 p.m.
  • Dinner: 3:01 p.m. - 12:00 a.m.
  • When employees receive free meals or lodging, no reimbursement is allowed.

Breakfast per diem will not be reimbursed for travelers who depart their home city after 9:00 a.m. Dinner per diem will not be reimbursed for travelers who return to their home city before 5:00 p.m