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Per Diem/Lodging and Meal
Allowance
Employees who travel within the State of Alabama
(outside the base area) on official University
business will be paid a per diem allowance.
This allowance is set by State law and is paid
to the traveler in lieu of actual expenses for
lodging and meals.
The per diem allowance
for in-state travel that requires an overnight
stay is set at $75.00 per day.
Example: An employee leaves the University at
8:00 a.m., travels to Montgomery, and returns
to the University at 11:00 a.m. the next day.
This person will be paid $150.00.
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Travel Outside the
Base Area That Does Not Require Overnight Stay
No travel allowance shall be paid for a
trip of less than six hours. The traveler shall
be paid a meal allowance of $11.25 for a trip
of six to 12 hours. For travel in excess of
12 hours, but not overnight, the traveler shall
be paid $30.00.
Example: An employee leaves the University at
7:00 a.m., travels to Montgomery and returns
at 3:00 p.m. the same day. This traveler is
absent for eight hours and is entitled to a
meal allowance of $11.25.
Example: An employee leaves the University at
8:00 a.m., travels to Montgomery and returns
to the University at 9:00 p.m. the same day.
The traveler is absent for 13 hours and is entitled
to an allowance of $30.00.
Federal and State tax regulations consider reimbursement
for meal allowances paid to University employees
for in-state travel not requiring an overnight
stay to be taxable income. The University
will report the meal allowance on IRS Form W-2
Wage and Tax Statement as earnings, and appropriate
taxes will be deducted from the traveler's paycheck.
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Base Area
The base area generally consists of the city
limits of Mobile. The base area for USA Baldwin
County generally consists of the city limits
of Fairhope.
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Other Allowable Expenses
The Internal Revenue Service requires that
receipts be provided for all expenditures that
cost $75.00 or more. This requirement is in
addition to the receipts required below.
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Receipt
Required? |
Registration
fees
Repairs to University vehicles
Gasoline for University vehicles
Rental automobile (see
limitations)
Parking
Telephone calls (Note: Personal calls are
not allowable)
Tips (for items other than meals)
Taxi fares and limousine service under $25
Taxi fares and limousine service over $25
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Yes
Yes
Yes
Yes
Yes
Yes
No
No
Yes |
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Taxi fares to and from meals are not allowable)
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Non-Allowable Expenses
(Not All-Inclusive)
Valet services, laundry, alcoholic beverages,
recreational activities, tips, personal telephone
calls, taxis to and from meals, and other personal
expenses will not be reimbursed as part of in-state
expenses.
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Waiving Per Diem
When an employee's travel expenses are less
than per diem allowance, the employee may choose
to be reimbursed for the actual cost of travel.
In this case, a signed statement in which the
traveler voluntarily waives the per diem allowance
must be included with the In-state Travel Form
(see Exhibit
E). The employee should still indicate the
hours of departure and return even though the
per diem is waived.
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Advance Payments
Except for intercollegiate athletics team travel, advance payments of lodging and meals are not
allowable for travel within the State.
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Local Transportation
Employees will be reimbursed for local personal
automobile mileage at the federal standard mileage
rate while on official University business.
Employees are entitled to a mileage allowance
from their base station to their destination
and return or for miles actually traveled from
home to their destination and return, whichever
is less. An exception is when the entire travel
is performed on other than a regularly scheduled
workday, in which case mileage would be counted
from their home to their destination and return.
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Standard Mileage
Employees will be reimbursed standard mileages
as stated below for round trips to major University
facilities and to the airport:
Campus to Medical
Center
Campus to Spring Hill Avenue
Campus to Brookley Center
Campus to Children's and Women's Hospital
Campus to Airport
Campus to Mobile Civic Center
Campus to Baldwin County Campus
Medical Center to Spring Hill Avenue
Medical Center to Brookley Center
Medical Center to Children's and Women's
Hospital
Medical Center to Airport
Spring Hill Avenue to Brookley
Spring Hill Avenue to Children's and Women's
Hospital
Spring Hill Avenue to Airport
Brookley to Children's and Women's Hospital
Brookley to Airport
Children's and Women's Hospital to Airport
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12 miles
16 miles
25 miles
16 miles
13 miles
21 miles
63 miles
6 miles
16 miles
5 miles
26 miles
10 miles
1 mile
25 miles
12 miles
31 miles
25 miles
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In-State Travel Form
(Exhibit D)
Requests for reimbursement of authorized in-state
travel expenses should be submitted on the official
In-State
Travel Form. It must have the traveler's
signature in the certification space, be notarized,
and be approved by the department head and the
appropriate dean or administrator. The purpose
of the trip should be indicated and applicable
receipts should be attached. The dates and hours
of departure and return, length of stay documentation,
points of travel, mode of transportation, mileage
(if by private automobile), and the per diem
and transportation expense claimed should be
indicated on this form. The hours of departure
and return should be indicated even though the
employee is waiving the per diem reimbursement.
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Other
See the General
Travel Information section for additional
information concerning out-of-state travel.
To download the In-State
form you will need Adobe Reader® 3.0 or
higher.
Click here
to download In-State Travel Form in .PDF format.
(807KB)
If you do not have Adobe Reader®
click the graphic below to download a free copy.
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