Travel/Business Expenses

This information outlines the general guidelines regarding travel expense reimbursement and answers the most frequently asked questions. The Business Services Travel Desk in 124 Administrative Services is available to answer your questions and provide more detailed instructions at 320-308-4005. Contact Travel

• Forms
• Meals
• Lodging
• Vehicle Expense
• Airfare Expenses
• International Travel
• Special Expenses
• Employee Expense Reports
• Travel Advances

Forms

• Employee Business Expense (PDF)
• Travel Requisitions (PDF)
• Affidavit (PDF)
• Request to Incur Special Expenses (Word)
• Request to Incur Special Expenses (PDF)

Meals

What are the Maximum Meal Allowances?
Employees are to claim actual expenses for meals, but reimbursement, including tips, may not exceed the maximums. Meals exceeding these maximums require the filing of a Special Expense form (Word or PDF) in advance of the event. See the "Special Expenses" section.

The following rates are effective for the period from July 1, 2009 through June 30, 2011:

	AFSCME	All Others
Breakfast	$ 7.00	$ 7.00
Lunch	$ 9.00	$ 9.00
Dinner	$14.00	$15.00

 

High Cost Metro Areas (PDF)
	AFSCME	MMA, MNA, MAPE, Commissioner’s Plan	IFO, MSUAASF, Managerial Plan, Administrators
Breakfast	$ 7.00	$ 8.00	$10.00
Lunch	$ 9.00	$10.00	$12.00
Dinner	$14.00	$17.00	$20.00

 

When Am I Eligible for Meal Reimbursement?
Meal reimbursement is allowed when the employee is in travel status 35 or more miles from his/her workstation.

• The breakfast meal is reimbursed only when the trip begins before 6:00 a.m.
• The lunch meal is reimbursed only when the employee is in travel status through the normal lunch period.
• The dinner meal is reimbursed only when the trip ends after 7:00 p.m.
• Times of departure and return must be indicated for all meal reimbursement requests.

When the University is paying the cost of commercial transportation or conference registration fee and a meal is included as a part of the travel or conference, employees are not eligible to be reimbursed for the same meal.

Lodging

What Are the Maximum Lodging Allowances?
There is no rate schedule, but reimbursement is limited to the single room rate. Inquire about government rates when making reservations.

Are Receipts Required to Claim Lodging Reimbursement?
The original itemized lodging receipt showing room rate and tax is required.

What if Two Employees Share Accommodations?
Each employee may claim one-half of the lodging expenses. You will not be reimbursed for expenses incurred by another employee even if you did in fact pay for his/her share. Each employee is required to submit his/her own expenses on his/her own expense report with receipts as evidence of payment.

What Amount of Lodging Reimbursement Will I Be Allowed to Claim If My Spouse Accompanies Me On An Overnight Trip?
The State of Minnesota allows reimbursement at the single rate. The employee should have the establishment certify the single rate on the receipt.

Vehicle Expenses

Does St. Cloud State University Have a Motor Pool?
Yes, and employees are encouraged to utilize it whenever practical. Contact Buildings and Grounds Management at 320-308-2266 to make reservations.

What Is the Rate of Reimbursement For Using My Personal Car on State Business?
The following rates are effective for travel effective January 1, 2009 :

• 48.0¢ per mile when the employee elects to use a personal car when a motor pool car may have been available. This rate also includes all out-of-state travel.
• 55.0¢ per mile when a motor pool vehicle was not available. A release slip from the motor pool coordinator is required.

Mileage shall be paid based on the most direct route. This amount should be listed under "Trip Miles" on the Employee Expense Report. Vicinity driving should be listed under the "Local Miles" column.

Out-of-state travel by personal car may be authorized. All out-of-state mileage is based on the lesser rate as noted above. Employees utilizing this option must include with their expense report an airfare quote dated at least two weeks prior to the trip. Your expenses by personal car cannot exceed this quote and you will be reimbursed the lesser of the two amounts.

May I Claim Reimbursement For A Rental Car?
Yes, but a "justification statement" must be attached to your expense report. You must demonstrate that public transportation was more expensive or unavailable.

Airfare Expenses

May I Claim Reimbursement For Airfare?
Yes, but the amount is limited to the lowest round-trip airfare available on the day the trip request was approved.

How Do I Purchase Airline Tickets In Advance?
Employees may charge their airfare to the University at Bursch Travel or AAA Travel in St. Cloud. As soon as arrangements have been made at the travel agency, the employee should have his/her department submit an Internal Requisition (Form I.R. 1400) to Business Services for payment.

International Travel

Are Receipts Required For Reimbursement of International Travel Expenses?
Receipts are required for the same expenses as domestic travel. Claims should be converted to U.S. Dollars at the exchange rate in effect at the time the travel occurred. For assistance in currency conversion you may use the website http://www.xe.com/tec/.

Any international travel requires approval in advance on the Request to Incur Special Expenses form (Word or PDF). See the "Special Expenses" section.

Employees must not travel to countries for which a travel advisory has been issued by the United States Department of State. Check for Travel Warnings at http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html.

Special Expenses

Special expenses include, but are not limited to:

1. Meals exceeding the maximum allowance.
2. Meals within 35 miles of the workstation.
3. Conference fees in excess of $1000.00.
4. International travel.

Employees wishing reimbursement of special expenses must request approval IN ADVANCE on a Request to Incur Special Expenses form (Word or PDF). The completed form should be submitted to the Director of Business Services.

Receipts are required for all special expenses.

Employee Expense Reports

Reimbursement for business travel expenses is requested on the SEMA4 Employee Expense Report form (PDF). This form is designed to be handwritten by the person making the claim for reimbursement. It is to be authorized by the employee and the employee's supervisor.

Submit the approved original Employee Expense Report along with the Internal Travel Requisition (PDF) (Form I.R. 1401) to Business Services for payment.

• Original receipts are required for all expenses except mileage, meals, parking under $10.00, and taxi.
• Canceled checks, photocopies, and credit card receipts and statements are not acceptable receipts.

At the close of the fiscal year all travel expense reports must be received in Business Services according to established due dates (usually July 10th) or they will be charged to the next fiscal year.

Reimbursements/Advances are included in the employee's paycheck. Because they follow the payroll cycle, please allow three to four weeks for processing.

Each employee will be reimbursed only for his/her own expenses.

The Internal Revenue Service (IRS) requires employee business expenses to be submitted for reimbursement within 60 days after the expense is incurred. If not submitted within 60 days, the reimbursement becomes taxable for federal, state, FICA and Medicare; and withholding tax must be taken.

Travel Advances

May I Request A Travel Advance?
If your anticipated reimbursable expenses exceed $50.00, you may request a short-term travel advance. The amount of the advance should not include any expense that will be billed directly. An employee may have only one outstanding advance at any time.

How Do I Request A Travel Advance?
Submit a completed Employee Expense Report (PDF) and an I.R. 1401 (PDF) for an estimate of expenses to Business Services at least three to four weeks prior to departure.

How Do I Settle A Travel Advance?
After your trip is completed, and within five days of your return, submit a second Employee Expense Report indicating the actual expenses, the appropriate receipts, and an I.R. 1401 for the actual cost. Any excess advance funds will be taken out of the employee's paycheck. A Travel Advance not settled within 28 days of the return date will be deducted from the employee's paycheck.

Questions?

Please feel free to call the Travel Desk in Business Services, 124 Administrative Services Building, 320-308-4005, if you have any questions.

Please keep in mind that most regulations are the result of legislative action, and changes to those regulations are through labor negotiations and legislative process. Maximum rates are set by collective bargaining agreements and the Department of Employee Relations, and may change for any or all of the various bargaining units each time the contracts are renegotiated.