Department of Mathematics

Abridged Reference Guide

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Please read this brief guide before completing any of the on-line Travel Authorization Request forms.

If your travel is to be funded by the department, please follow the Travel Support Guidelines and obtain the Chair's approval.

This is an abbreviated version of the "Reference Guide for Travelers and Travel Representatives" pamphlet from the Controller's Office in the Division of Finance and Administration.

Listed are the key pieces of information that travelers from the Mathematics Department should know in order to be reimbursed for travel expenses.

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TIME FRAMES FOR FORM SUBMISSION

Travel Authorization Request:
Should be submitted as soon as you know you are going to be traveling and have secured funding (project funding, dept funding, COGS, etc.)
Cash Advances - 20 days
Notice on car rental - 10 working days (or as early as you know)

Expense Reports for Reimbursement:
should be submitted within 10 business days of return of trip.

Advance:
should submit all receipts showing how advance was spent

ALLOWABLE TRAVEL EXPENDITURES

Transportation State Contracts
RENTAL CARS - AVIS/Budget, Enterprise/National, Hertz

• Itemized copy of rental agreement required
• Justification signed by traveler required if one of the state contracted companies is not used or if a car larger than compact class "B" used

AIR CARRIERS - REFER TO AIR FARE CONTRACT

• Copy of ticket required for reimbursement
• Justification required if ticket not purchased through Concur or with Collegiate Travel Planners (CTP).
• Justification required for flight changes.
• First class airfare or additional charges incurred as a result of not taking the most direct route available will not be reimbursed.

Lodging

• Itemized hotel bill required for reimbursement
• Justification required for room rates exceeding $175/night.
• Justification required for misc. charges (valet parking, internet, etc.)

Incidental Expenses

Allowed expenses not requiring receipts:
TOLLS, TAXIS, or PARKING under $30 per occasion
PORTAGE CHARGES (limited to $1 per bag, $5 total) per occasion
MANDATORY VALET PARKING for official business, limited to $1 per occasion - justification required
MEALS reimbursed at a set rate

Allowed expenses requiring receipts or other documentation:
BUSINESS CALLS/INTERNET USE (includes FSU business purpose)
REGISTRATION FEES - include agenda
TAXIS, PARKING, or TOLLS over $25 per occasion
LAUNDRY, DRY CLEANING AND PRESSING CHARGES - travel must extend beyond 7 days and charges must be necessary for official business portion of the trip. (itemized receipt please)
PASSPORT AND VISA FEES for official business
CHECKED/EXCESS BAGGAGE FEES

EXPENSE REPORT FOR REIMBURSEMENT OF TRAVELING EXPENSES

Receipts are required for ALL items claimed on TAR including, but not limited to:

• Plane ticket
• Itinerary (flight)
• Conference programs/itinerary
• Hotel (receipt & itemized bills)
• Registration Fees
• Rental vehicle
• Gas for rental vehicle

For more information, send e-mail to math-travel@fsu.edu.