Travel & Expense Frequently Asked Questions
How are meals reimbursed? Do I get a per diem for the entire day?
UF requires the use of the state agency rates for travel related meal expenses. The rates for domestic travel are:
Breakfast ($6): When travel begins before 6am and extends beyond 8am
Lunch ($11): When travel begins before 12 noon and extends beyond 2pm
Dinner ($19): When travel begins before 6pm and extends beyond 8pm
Meals are not to be reimbursed if included in the registration fee or if provided by the event host.
The university does not reimburse for travel for short or day trips where the traveler is not away from his/her official headquarters, or home city, overnight.
For more information on Lodging, Meal and Related Expenses please see the UF Finance & Accounting website here: http://www.fa.ufl.edu/directives-and-procedures/travel/#lodging.
How is mileage calculated?
For the use of a personal vehicle for UF official business travel mileage is calculated by two categories: Map Mileage and Vicinity Mileage.
Map Mileage is the distance between the originating city and the destination. The mileage totals for the University of Florida are based on a Mileage Table provided by UF Finance and Accounting and can be found here: http://www.fa.ufl.edu/departments/university-disbursement-services/travel/mileage-table/.
Vicinity Mileage is the distance driven within the destination. For example, use of a personal vehicle to drive from the hotel to the meeting/event location. This can be recorded by submitting your mileage upon arriving to your destination as well as prior to departing, utilizing the various directional applications that provide distance calculations, or using any official documentation provided by the meeting/event host.
The reimbursement rate is set at the State of Florida mileage allowance rate in effect at the time of travel, currently 44.5¢ per mile. The mileage allowance covers all operating costs of the vehicle.
More information on transportation, including the use of a personal vehicle, can be found on UF Finance & Accountings website here: http://www.fa.ufl.edu/directives-and-procedures/travel/#transportation.
Is airfare insurance an allowable expense?
Insurance of any kind, airfare or car rental, is not a permissible expense according to UF policy.