Travel Process Changes Effective July 1, 2014
Florida statute 112.061, requires all USF business travel to be by "the most efficient and economical means of travel (considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required)." Other considerations are the nature of the business, number of travelers and amount of equipment or material to be transported.
To better comply with these requirements, the following changes are effective July 1, 2014:
- E-mails will be automatically sent from Orbitz for Business to travelers for each reservation considered "OUT OF POLICY", for which a reason was required in the booking path.
- Travelers are requested to print the e-mail(s) and to include with their expense report receipts.
- Travelers are to write on the airfare e-mail why that selection was "the most efficient and economical" consistent with Florida statute
- Travelers are encouraged to write notes of further business justification on rental car and hotel e-mails as necessary.
- The OFB threshold for "out of policy" or "reason required" for airfare bookings is increased from $1 to $50. Only fares that are greater than $50, higher than the low fare alternative, will require a reason for choosing.
In addition to improved compliance with the requirements of Florida statute, this is intended to streamline the expense report process by reducing the amount of questions and back and forth communications necessary during expense report audit to document the business justification for expenses incurred.
4/7/2014 Orbitz for Business (OFB)
A travel authorization request (TA) must be submitted prior to making any charges with your University Pcard. If you are using your personal card a TA should be submitted as soon as possible. But remember either way when booking airfare, hotel, and/or cars you must use OFB.
AVIS Car Rental – Must be booked through Orbitz For Business (OFB). If you use E-Toll, which is in most of the Avis cars, please log on to the Avis E-toll site and follow the instructions to obtain a receipt for your tolls. Avis charges a convenience fee from $2.50 to $5.00 for use of the equipment, plus the cost of your tolls.
Enterprise Car Rental – Must be booked through OFB, and is ONLY for IN-STATE FLORIDA travel. Out-of-state you cannot use Enterprise.
The site is now available to use, and MUST be used for all airfare, hotel, and car rental. If you are not booking airfare you are still required to book hotel and car through the site. You will find OFB by logging on to USF and going to “My Resources.” I have been sending out emails when your travel authorizations are approved. You cannot book without this number. Those who book flights for students, etc., you also must use OFB and will need that persons travel authorization number. You can get it from them, or I can provide it.
If you have any questions, please contact me.
9/24/2013 Please note a few revisions that have been made to USF travel rules:
- The tip limit for ground transportation has been changed from 15% to 18%.
- Travelers may no longer claim gas cost in lieu of mileage when using a personal vehicle for business; the published statutory rate of .445 cent per mile should be claimed.
University Controllers Office
Dear Travel Clients:
Florida Legislation passed in May of 2007 mandates that the Board of Governors and Universities are subject to FS112.061 travel rules.
As of July 1, 2007, all Florida public universities are required to adhere to statutory requirements for reimbursements.
While existing USF Travel policies will remain in place until the effective date, the rules and policies that will be impacted by the change are highlighted below.
Changes to current policy, effective and applicable to all travel occurring on or after July 1, 2007:
Mileage reimbursed for the use of personal vehicles while conducting USF business will be paid at rates pursuant to FS 112.061(7)(d)1.a. The current Florida statutory rate is 44.5 cents per mile.
DOMESTIC MEAL ALLOWANCE
Domestic travelers will be paid meal allowances pursuant to FS112.061(6)(a-c) as follows:
Total for day $36
Meals for first and last days of domestic travel are based on times of departure and return. On first and last days, travel must begin before 6am and extend past 8am to qualify for breakfast; begin before Noon and extend past 2pm to qualify for lunch; and begin before 6pm and extend past 8pm to qualify for dinner.
Meals included in the cost of registration fees or otherwise paid by USF must be deducted from the daily meal allowance.
Deviation from the published statutory meal allowances is not allowed without prior approval from the USF Finance Council. Under no circumstances may the meal allowance claimed exceed the published state rates.
There is currently no meal or Flat Per Diem reimbursement for one day travel not involving an overnight stay.
Travel to Non-contiguous (Hawaii and Alaska) and US Possession (Puerto Rico and the Virgin Islands) destinations will be paid meal allowances pursuant to FS112.061(6)(a-c) in the same manner and under the same rates as domestic travel.
Statutory changes will not impact current foreign travel rules and policies.
International Foreign travel will continue to be paid pursuant to allowances provided by the US Department of State.
FLAT PER DIEM
Per Florida statute, Flat Per Diem may be claimed for any domestic or foreign travel in lieu of claiming actual lodging receipts and daily meal allowances.
The $80 daily rate is intended to reimburse for both lodging and meal expenses.
Any meals provided to the traveler at USF expense via a paid registration must be deducted from the daily $80 at the statutory rates of $6 for breakfast, $11 for lunch and $19 for dinner.
For figuring Flat Per Diem on the first and last days of travel, the travel day is divided into four quarters worth $20 each. The traveler should claim $20 for each quarter during which he or she is traveling.
Flat Per Diem should not be claimed in conjunction with any actual lodging or meal claims for the same day or trip
Please be advised that while most rates and calculations will be automatically populated in the coming FAST Travel module, preparers and approvers of travel authorizations and expense reports should be aware of current policies and procedures in order to correctly submit reimbursement requests.
Should you have questions or concerns regarding these changes, please do not hesitate to contact the Travel Department.