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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?

I'm providing "snacks" at an official business function. Do I need to submit a Business Meal Certification Form?
• 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, for all off-campus retreats, and for all incoming foreign national visitors.


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

A:    JMU currently has contracts with Travel Counsellors, Inc. and Travel Leaders.


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

A:    You have four options to purchase air or rail tickets. (1) Use one of JMU's contracted Travel Management Agencies, which requires the traveler to secure the tickets with a credit card number. (2) You may use your Travel Card. (3) You may use your department's Small Purchase Charge Card. (4) You may use a personal credit card.

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 tips, personal telephone calls, laundry expenses, snacks 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: I'm providing "snacks" at an official business function. Do I need to submit a Business Meal Certification form?

A:  Yes.   The purpose/business reason must be included on the BMCF to verify the JMU employee is acting as an official representative of the university and would be exempt from tax reportable income, when reimbursed, for the cost of the food and beverage items.

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, students, and anyone who is not a state employee, 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 http://aoprals.state.gov/content.asp?content_id=184&menu_id=78 .  Choose Foreign Per Diem Rates by Location.  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.  Appendix B shows the breakdown of meals and incidentals and should be used to calculate travel day per diems, as incidentals are not reduced to 75%.

Alaska and Hawaii are non-contiguous states and are considered to be International travel. Per diems for non-contiguous locations can be easily found at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm .

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; however, incidentals are not reduced to 75%. For example, if the M&IE rate allows a $46 total reimbursement, $35.75 [($41 for meals x .75) + 5] 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 $46 total reimbursement, and lunch was provided at no cost, the total allowable reimbursement for that day would be $35 ($46 - $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 $46 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 $27.50 [(($41 - $11 lunch) x .75)) + $5 incidentals].
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.

NOTE: This document must state that it is a receipt or be clear that payment was made.  Please check for an option to “print a receipt”.

  • Airline confirmation (ticket stub, boarding pass or receipt) documenting the type of ticket purchased (e.g. coach, economy, business, etc.).  Unacceptable would be a ticket stub showing Seat Class S, for example. 

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

A:

  • JMU Employees must enter their HR ID number.
  • JMU Students must enter their SA ID number.
  • All others must enter their social security number, which will be removed for security purposes, after processing reimbursement.

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