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Attachment 5
Per Diem Rates and Lodging

Per Diem Rates

The following guidelines should be used in determining when the cost of a meal is reimbursable.    

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1. Domestic Travel: GSA Rates Apply
   1. Traveler: Log onto the GSA Site for Rates (http://www.gsa.gov/portal/content/104877), print and submit with request and expense voucher.
   2. Documents submitted without this information, will be returned unprocessed.               
   
   
2. International Travel: Department of State Rates Apply
1. Traveler: Log onto the DOS Site for Rates (https://aoprals.state.gov/web920/per_diem.asp ), print and submit with request and expense voucher.  
2. Documents submitted without this information, will be returned unprocessed.               
3. The per diem allowance for meals and incidental expenses must correspond to the number of nights in a hotel. In addition, meals and incidentals are prorated on the first and last days of travel calculated at 75% of the listed amount. For details visit: http://www.gsa.gov/portal/content/101518  for your specific region. Please note, if meals are included as part of the registration, you will not be reimbursed for them. 
4. Receipts may be submitted for actual cost. However, the University will use the approved per diem rates if no receipts are submitted. You will not be reimbursed for more than the approved per diem rate per meal even with a receipt unless approved by a Sr. Vice President or Provost.
5. Reimbursement is allowed for the full cost of an official convention meal where such a meal is scheduled as an integral part of the convention or conference proceedings. Any meal included in the registration fee will not be reimbursed separately. No allowance is made for meals served as part of the transportation accommodations when the cost is included in the transportation charge.  
6. Reimbursement or payment is allowed for actual and reasonable expenditures for travel or subsistence and allowable entertainment expenses associated with attending an event in New Jersey if expenditures for travel or subsistence and entertainment expenses are not paid for by the State of New Jersey. 

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1. Travelers attending official meetings and conventions are authorized to stay and to be reimbursed for the official convention lodging rate at the officially designated headquarters hotel of the convention or meeting. However, more moderately priced accommodations must be requested wherever a reasonable alternative choice is available. Whenever possible, travelers shall take advantage of special lodging rates afforded to state agencies and University faculty and staff by hotels. 
   1. Lodging accommodations should be restricted to standard/first class hotels/motels. Reimbursement for lodging may be only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment. 
   2. Reimbursement will not be made for overnight accommodations within 50 miles of traveler's official workstation / or place of residence without approval from President or designee. 
   3. Personal charges appearing on a hotel bill should be deducted before submitting the charges for reimbursement.

Attachment 6
Non-Reimbursable Travel Expenses

Generally, non-reimbursable expenses include items on the following listing, however a Sr. Vice President or Provost may approve payment for certain expenses in special circumstances:

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Attachment 7

Mileage Scenarios

The following are a few examples of common scenarios used when calculating mileage reimbursement: 

Scenario 1: Home to Offsite to Home 
Employee generally drives 20 miles to and from their usual work site. The normal round trip commute of 40 miles. Today, however, the employee needs to drive from their home to attend an all-day offsite training session. After the training session, they return to their home. As a result, today the employee drives 65 miles - from home, to the training, and then back home.
Answer: The employee can request mileage reimbursement for 25 miles today. This represents the number of miles driven in excess of the usual round trip commute (65 - 40 = 25). 

Scenario 2: Home to Offsite to Normal Worksite to Home 
Employee generally drives 10 miles to and from their usual work site. The normal round trip commute of 20 miles. Today, however, the employee needs to drive from their home to attend an offsite early morning meeting. After the meeting, the employee continues to their normal worksite where they complete the work day, and then drive home. As a result, today the employee drives 50 miles - from home, to the meeting, to normal worksite, and then back home.
Answer: The employee can request mileage reimbursement for 30 miles today. This represents the number of miles driven in excess of the usual round trip commute (50 - 20 = 30). 

Scenario 3: Normal Worksite to Offsite return to Normal Worksite 
Employee leaves their normal worksite to conduct university business at various locations. The employee then returns to their normal worksite. Employee needs to keep track of the total miles driven while conducting university business. 
Answer: The employee will be reimbursed for the total miles driven. 

Scenario 4: Normal Worksite to Offsite to Home 
Employee generally drives 15 miles to and from their usual worksite. The normal round trip commute of 30 miles. Today, however, the employee needs to drive from their normal worksite to an offsite meeting. After the meeting, they drive home. As a result, today the employee drives 40 miles - from normal worksite, to the meeting, and then back home. 
Answer: The employee can request reimbursement for 25 miles today. This represents the number of miles driven in excess of their usual round trip commute (40 - 15 = 25). In this case, only subtract one-half the employee's normal daily roundtrip commute from the total.

Please note - To avoid delays in reimbursement, always include directions from Google Maps, MapQuest or similar websites so that mileage calculations can be verified. Also, mileage should always be calculated using the route of shortest distance. 

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