Frequently Asked Questions

• When do I need to prepare a Travel Authorization?
• What Travel Management Agencies currently have JMU travel service contracts?
• What options are available to purchase air and rail tickets?
• Do the Lodging Guidelines include local taxes and surcharges?
• What are considered "incidental" travel expenses on the M&IE (per diem) guidelines?
• What is a "Business Meal" and what is required to be reimbursed?
• What is the reimbursement rate for mileage when driving a personally owned vehicle?
• Where can I find lodging and per diem rates for International travel? Are Alaska and Hawaii also considered as International travel?
• How do I calculate the per diem for departure and return days?
• If I use the Internet to procure transportation tickets (i.e. air, rail, bus) what documents must be submitted with the Travel Expenses Reimbursement voucher?
• Do I need to provide my social security number for the Travel Expense Reimbursement Voucher Form?


Q:    When do I need to prepare a Travel Authorization?

A:    This form is only required for planned overnight travel that is expected to exceed $500 for all travelers.


Q:    What Travel Management Agencies currently have JMU travel service contracts?

A:    JMU currently has contracts with Travel Counselors, Inc. and Carlson Wagonlit.


Q:    What options are available to purchase air and rail tickets?

A:    One of your options is to purchase air or rail tickets with Travel Counselors, Inc. or with Carlson Wagonlit. It is also possible to purchase them using your Mastercard (MC) Travel Card, or your Department's Small Purchase Card. (For further details, refer to the Travel Procedure Subsection .336 Public Transportation, located on our Travel Page.


Q:    Do the Lodging Guidelines include local taxes and surcharges?

A:    No, lodging guideline amounts Exclude local taxes and surcharges. These charges are reimbursable and should be included with the lodging amounts on the Travel Expense Reimbursement Voucher. The amount of tax billed should be pro-rated for reimbursement according to guidelines, not the total amount paid if it is more than the guideline amount.


Q:    What are considered "incidental" travel expenses on the M&IE (per diem) guidelines?

A:    Bellhop/taxi tips, personal telephone calls, laundry expenses and travel between lodging & places where meals are taken.


Q:    What is a "Business Meal" and what is required to be reimbursed?

A:    A business meal is a meal taken with a Non-university employee that involves official business discussions. The employee requesting reimbursement must complete a Business Meal Certification form and submit it with the reimbursement request. An original, itemized receipt is required for all business meals. The traveler's Vice President, Assistant/Associate Vice President or Dean must approve the request and may , with sufficient justification, authorize actual meal reimbursement up to 150% of the applicable per diem guideline amount.


Q:   What is the reimbursement rate for mileage when driving a personally owned vehicle?

A:    The reimbursement rate for mileage is available in an online table. Campus Visitors, such as consultants and speakers, University Board of Visitors members and certain prospective employees may be reimbursed for all personal vehicle mileage at the maximum mileage reimbursement rate.


Q:   Where can I find lodging and per diem rates for International travel? Are Alaska and Hawaii also considered as International travel?

A:   Rates for cities and countries outside the 48 contiguous states can be found at www.state.gov/m/a/als/prdm by choosing the appropriate year in the left-hand column and then the current updated Maximum Travel Per Diem Allowance for Foreign Areas. If a specific city is not listed, use the "Other" rate shown for that country. The M&IE portion of the maximum per diem rate covers the cost of meals as well as incidental expenses.

Alaska and Hawaii are considered to be International travel.


Q:    How do I calculate the per diem for departure and return days?

A:

  • On a travel departure or return day, 75% of the Meals per diem is reimbursed. For example, if the M&IE rate allows a $39 total reimbursement, $30.00 [($36 x .75) + 3] would be allowable on a travel departure or return day. For trips involving multiple travel destinations, base the reduction on the per diem in effect for where the night was spent as follows:

    Departure Day: Where you spend the night
    Return Day: Where you spent the night before returning to home base

  • When meals are provided at no cost in conjunction with travel events, the applicable M&IE per diem reimbursement rate shall be reduced by the amount shown for the applicable meal in the M&IE Rate Table, excluding the incidental allowances. For example, if the M&IE rate allows a $39 total reimbursement, and lunch was provided at no cost, the total allowable reimbursement for that day would be $28 ($39 - $11 lunch).

  • However, when meals are provided at no cost in conjunction with travel events on a travel departure or return day, the full Meals per diem reimbursement rate is reduced by the full amount if the appropriate meals followed by a 75% proration of the balance. For example, if the M&IE rate allows a $39 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $21.75 [(($36 - $11 lunch) x .75)) + 3].

When meals are included with registration or lodging expense as part of a package, the number and type of meals (breakfast, lunch, dinner) must be recorded on the travel voucher.


Q:   If I use the Internet to procure transportation tickets (i.e. air, rail, bus) what documents must be submitted with the Travel Expenses Reimbursement voucher?

A:    A hardcopy of the final page from the Internet site showing total cost & confirmed service.

  • Airline confirmation (either ticket stub or boarding pass) of the type of ticket purchased (e.g. coach, business).


Q:    Do I need to provide my social security number for the Travel Expense Reimbursement Voucher Form?

A:    Enter either the traveler's individual social security number or the traveler's PS-HR Employee ID number.



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