UAF Finance & Accounting: Travel Office
Regulations
It is the responsibility of the traveler to adhere to and follow University Regulation R05.02.06.A.1. For any questions regarding these regulations please contact the travel office.
Travel Authorization (TA)
The TA is the official approval form designated for documentation of all costs associated with a specific trip to meet federal income tax, and internal reporting requirements, encumbrance of funds, and approval of related advances.
A TA must be approved and dated by the appropriate individuals before any financial commitment of university resources is made and before travel begins, regardless of the method of payment (corporate travel card, TR or personal funds) or the source of reimbursement (departmental funds, grants, or third party reimbursements). Failure to do so may be cause for disallowance; written justification and corrective action by the traveler and the traveler’s department head is required.
Request Travel
Please contact your travel coordinator for specific department policies on how to initiate a travel request.
Per Diem
Per-diem is the daily rate of payment to a traveler in lieu of reimbursement for actual costs of subsistence expenses including lodging and/or meals, tips and other incidental expenses incurred while traveling. Per-diem is based on place of destination, regardless of start of transit time, and is based on a 24-hour day clock regardless of time zones. Payments are not to exceed 4 quarters per day.
The University of Alaska reimburses for the actual cost of lodging up to 150% of the standard lodging rate. If lodging exceeds 150% of the standard lodging rate justification and approval from the dean or director is required.
The Alaska meals and incidentals rate is established by the Statewide CFO. The current rate established is $52 per day. Lodging rates for all in-state locations will be the current rates established by the GSA.
For the day travel begins or ends: The traveler shall be allowed one-fourth (1/4) of the basic M&IE allowance for each quarter-day period during which the traveler was on travel status for a minimum of one hour. The quarter-day periods are as follows:
Midnight To 6:00 a.m.
6:00 a.m. To Noon
Noon To 6:00 p.m.
6:00 p.m. To Midnight
Airfare
Commercial air carriers shall be utilized whenever possible.
The use of chartered aircraft may be authorized when no scheduled transportation is available to meet the travel requirements and the aircraft chartered has a valid Air Taxi Certificate and the required insurance. The use of a charter must go through the Procurement Office.
The university will only reimburse for coach class tickets. Any additional cost for business or first class airline tickets must be paid by the traveler.
The university supports the Fly America Act by requiring all travelers using federal funding to be on an American air carrier into and out of the United States regardless of cost and/or travel times. In cases where there are no direct flights by an American carrier, travelers must fly to a gateway city for connecting flights to their final destination. The university supports the use of American carriers on all legs of the trip where American carriers are available.
Request to Use Foreign Flag Carrier
Fly America Act Guidelines
Fly America Waiver Checklist
Personal Travel Combined with Business Travel
When personal travel via airlines is being mixed with business travel, a cost comparison itinerary showing the most direct routes and/or efficient modes must be attached to the expense report. Personal days must be identified on the Travel Authorization form, and properly reported as leave, if appropriate.
Payment arrangements for the personal portion of the expenses should be made directly with the travel agency, airline or other vendor. Costs applicable to the personal portion of travel should not be processed through the university's accounting records.
If there is no additional cost to the university, as shown with the cost comparison, the combined business and personal ticket can be purchased with a department travel card.
Car Rental
A standard sized car (mid-size) is to be rented or the business justification for a larger class vehicle must be attached to the expense report.
The cost of vehicle insurance, generally called "collision damage waiver insurance," offered by car rental agencies will not be paid or reimbursed for automobile rentals for university business by employees because the university is self-insured for vehicle damage. However, such coverage may be purchased for the rental of vans or unusually high value vehicles. Vehicle insurance should be purchased for rentals by employees in foreign countries except for Canada.
Car Rental Pricing Agreement
Private Vehicles
Reimbursement for vehicle transportation expense shall be limited to the lower of commercial airfare or the standard vehicle mileage rate allowable for IRS purposes. When mileage rates are claimed, they cover all the traveler transportation costs. Fuel costs are not to be claimed in addition to the standard mileage rate.
Car Mileage Reimbursement Form
Travel Expense Report (TER)
The TER is the official document used by the traveler to account for all travel costs associated with authorized trips, as well as any related costs to be reimbursed to the traveler and should be filed with the travel office within 15 days of completion of a trip.
A TER is required for all travel conducted under a Travel Authorization Form, including travel for which all expenses are paid directly by the university.
The TER must be approved by the claimant's supervisor; however, if the trip does not deviate from the originally approved travel authorization, approval may be delegated to the supervisor's designee.
Foreign receipts must be itemized by type of expense in English. Currency exchange rates must be provided for transactions not converted to or reported in U.S. dollars by the vendor, charge card company, or bank. Currency exchange rates must be attached to the expense report when submitted.
Travel Expense Report
OANDA Currency Converter
Account Codes
Account codes in the 2000 range are the major account classification for travel expenditures. Entries for budget, payroll or accounting purposes may not be made to this code. This group includes transportation, lodging, meals and other incidental travel expenses incurred by an individual on official travel status while away from a permanently assigned duty station.
Other expenses incurred while in travel status such as supplies, registration, printing, etc. must be allocated to the appropriate account code.
When assigning an account code one must take into account: where the traveler is going to and coming from, the type of funding being used, and the program code associated with the Org. For any questions please contact the Travel Office.
Account Codes
