| Travel Policy & Procedures Manual |
TRA | |
| OSU Policy & Procedure Manuals | Search the Manuals | Feedback |
Administrative Policy & Procedures Manual » TRA Manual » 200 Pre-Travel Planning.
Travel Policy & Procedures Manual
Section 200: Pre-Travel Planning
Effective: 02/01/1982
Revised:
10/25/2007
To help determine the allowable per diem amount for travel on official university business.
All employees, students, official guests and volunteers traveling on official university business, regardless of the funding source.
When overnight lodging is required, travelers must contact department administration on departmental policy for lodging expenses. Departmental policy for lodging may be based on either approved lodging per diem or actual lodging receipts up to per diem amount. The selected method for reimbursement of lodging must be applied consistently to all travelers from the same department. Meal and Incidental Expenses (M&IE) are reimbursed at the meal per diem rate. There may be special requirements when traveling on grant funds. See Grant, Contract and Gift Accounting (GCG) Manual.
The traveler’s lodging location determines the daily per diem rate allowed. For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. When there is more than one lodging location during the trip, use the specified rate for where the traveler will spend the night. For the day the traveler returns from the trip, the per diem rate specified for the last location where the traveler stayed overnight is used.
Rates are shown in Section 11: Supplemental Travel - Summary of Travel Reimbursement Rates of the OUS Financial Administration Standard Operating Manual (FASOM). Room taxes are not included in the lodging per diem rate for cities in the contiguous United States and the District of Columbia. Report room taxes separately in “Other Expenses” on the OSU Travel Reimbursement Request form. See also TRA 102: Domestic Travel.
For the Portland Metropolitan Area lodging at actual and reasonable cost (lodging receipts required).
Conference Lodging Exception
See TRA 207: Conferences – Registration & Lodging
The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g. travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. The daily per diem is $25. No receipts are required. It is intended that the non-commercial lodging rate apply for any overnight stay away from home that does not take place in a commercial lodging facility, and which is provided for the employee.
M&IE per diem includes, but is not limited to, the cost of food, expenses for laundry, cleaning and pressing of clothing, and fees or gratuities for services such as waiters and baggage handlers. Rates are shown in Section 11: Supplemental Travel - Summary of Travel Reimbursement Rates in FASOM.
When traveling out-of-state, and overnight lodging is required, travelers must contact department administration on departmental policy for lodging expenses. Departmental policy for lodging may be based on either approved lodging per diem or actual lodging receipts up to per diem amount. The selected method for lodging reimbursement must be applied consistently to all travelers from the same department. Meal and Incidental Expenses (M&IE) are reimbursed at the meal per diem rate. There may be special requirements when traveling on grant funds. See Grant, Contract and Gift Accounting (GCG) Manual.
The traveler’s lodging location determines the daily per diem rate allowed. For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. When there is more than one lodging location during the trip, use the specified rate for where the traveler will spend the night. For the day the traveler returns from the trip, the per diem rate specified for the last location where the traveler stayed overnight is used.
For travel to and within the 48 contiguous states and the District of Columbia, the OSU Lodging and M&IE per diem rates are the OUS approved rates, see the OUS FASOM - Section 11: Supplemental Travel – Summary of Travel Reimbursement Rates and Section 11.04: Travel -- Federal Out-of-State (Continental U.S.) High-Cost Localities Eligible Table.
For travel to or within Alaska and Hawaii, the OSU Lodging and M&IE per diem rates equal the federal rate using the Federal Specific Locality Table.
To obtain the correct rate table use the link on Business Affairs Travel Reimbursement website http://oregonstate.edu/fa/businessaffairs/travel/
These rates are also updated monthly in OSU Travel Reimbursement Entry System tables.
Rates are shown in Section 11: Supplemental Travel - Summary of Travel Reimbursement Rates in FASOM. Room taxes are not included in the lodging per diem rate. Report room taxes separately in “Other Expenses” on the OSU Travel Reimbursement Request. See also TRA 102: Domestic Travel
The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g. travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. The daily per diem is $25. No receipts are required. It is intended that the non-commercial lodging rate apply for any overnight stay away from home that does not take place in a commercial lodging facility, and which is provided for the employee.
M&IE per diem includes but is not limited to the cost of food, expenses for laundry, cleaning and pressing of clothing, and fees or gratuities for services such as waiters and baggage handlers. Rates are shown in Section 11: Supplemental Travel - Summary of Travel Reimbursement Rates in FASOM.
When traveling in a foreign country, the traveler must contact department administration on departmental policy for lodging expenses. Departmental policy for lodging may be based on either approved lodging per diem or actual lodging receipts up to per diem amount. The selected method for lodging reimbursement must be applied consistently to all travelers from the same department. Meal and Incidental Expenses (M&IE) are reimbursed at the meal per diem rate. Foreign travel includes US territories and possessions, use foreign travel account codes. There may be special requirements when traveling on grant funds. See Grant, Contract and Gift Accounting (GCG) Manual.
The OSU Lodging and M&IE per diem rates equal the federal rate using the Federal Specific Locality Table.
To obtain the correct rate table use the link on Business Affairs Travel Reimbursement website http://oregonstate.edu/fa/businessaffairs/travel/
These rates are also updated monthly in OSU Travel Reimbursement Entry System tables.
Per diem rates are shown in Federal Specific Locality Table.
Room taxes are included in foreign (international) per diem rates, therefore, include applicable room taxes with the room rate when requesting reimbursement.
For US territories and possessions, room taxes are not included in the lodging per diem rate, report room taxes separately in “Other Expenses” on the OSU Travel Reimbursement Request
The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g. travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. The daily per diem is $25. No receipt is required. It is intended that the non-commercial lodging rate apply for any overnight stay away from home that does not take place in a commercial lodging facility, and which is provided for the employee.
M&IE per diem includes but is not limited to the cost of food, expenses for laundry, cleaning and pressing of clothing, and fees or gratuities for services such as waiters and baggage handlers.
The traveler’s lodging location determines the per diem rate allowed. For the day the traveler leaves on a trip, the per diem rate specified for where the traveler will spend the night is used. When there is more than one lodging location during the trip, use the specified rate for where the traveler will spend the night. For the day the traveler returns from the trip, the per diem rate specified for the last location where the traveler stayed overnight is used.
For Qualified Oregon Lodging Establishments - See the State of Oregon Qualified Lodging List.
OSU Policies and Procedures Manuals | Search Manuals | TRA Manual Contact | Travel Office Web Site | Office of Business Affairs Web Site Department of Human Resources, Oregon State University |