Domestic Travel

• Job Aid (Spend Authorization Job aid)
• A Spend Authorization (SA) is the traveler’s permission to incur expenses and travel on behalf of FGCU. The SA must include all travel expenses that are known or can be projected before the trip. SA’s are only to be created for travel purposes. Agendas or a screenshot showing dates of conference are required to show dates of travel.
• The payment of travel expenses on behalf of the University, using a university issued Travel Card or by the traveler is prohibited without an approved SA. 
• Blanket Spend Authorization for Vicinity Mileage:
  A blanket Spend Authorization (SA) may be set up when an employee performs numerous trips to the same destination for a set period of time or for vicinity mileage (within the 5-county region – Lee, Collier, Charlotte, Hendry, and Glades).
• A vicinity mileage blanket SA can cover the entire fiscal year (07/01/XX-06/30/XX) The SA must include the estimated total amount to be reimbursed for the period covered by the SA.
• All blanket SA’s will need to have an Expense Report submitted at least quarterly. 

• Job Aid (Expense Report Job aid)
• An Expense Report (ER) should be completed upon returning from a trip with accompanying receipts and any additional documentation. The request should be submitted within fifteen (15) working days after the completion of the travel trip.
• The ER must list all expenses associated with the trip, whether paid directly by the University T-Card or reimbursable to the traveler.
• Expense Report should be fully approved within sixty (60) days after the last day of University business travel.
• Expense reports should be marked as final if there are no other expenses to be claimed for that trip. It will then automatically close the Spend Authorization that was submitted.

Airfare

• Receipt must show balance paid and itinerary to confirm dates/times of travel.
• Economy/Coach pricing only.
• University does not pay for seats, priority boarding, travel insurance or bundles.
• Baggage fees are acceptable. If excessive, may ask for justification.

Car Rental

• Avis/Budget portal
• Enterprise/National Portal
• Must select compact Car.
  • Justification required for upgraded vehicles, if business related.
  • If upgraded for personal reasons, traveler is responsible for the difference.
• If traveler does not use contract rates, traveler will be reimbursed up to contract rates only for Avis/Budget.
• Always decline insurance, as it is included within the contracted rates.
• You should not select fuel option, as it is more expensive. Fill up prior to returning.

Common Carrier - Other

• Train or bus.

Fuel - Rental Car/StudENt Only

• Receipts required.
• Fuel for personal vehicles are not allowed, traveler will be reimbursed mileage for personal vehicle use.

Hotel

• Justification is required if the hotel rate is more than $250.
  • However, no justification is required, even if the hotel rate exceeds $250, if the rate complies with the GSA (General Services Administration/DOD (Department of Defense) rates. Additionally, if the stay is at the “official” hotel of a conference/convention, and the rate claimed is less than or equal to the states conference/convention rate, justification is not needed
• $0 balance folio should be provided.
• No room services allowed.
• If staying with someone else, split the bill.
  • Traveler should not pay the individual for their portion.
• Airbnb is permitted.
  • Must provide documentation that it is the cheaper option.
• Tax exempt in Florida when using a T-Card.
  • Make sure to review receipt when checking out that it was applied.

Incidentals

• Used for baggage fees.
• Tip to valet - $1 per instance.
• Tip for baggage assistance - $1 per bag, up to $5.

Meal Allowance (Per Diem)

• Rates for meal allowance ($6 Breakfast, $11 Lunch, $19 dinner).
  • Breakfast: $6.00 – when travel begins before 6:00 AM and extends beyond 8:00 AM
  • Lunch: $11.00 – when travel begins before 12 noon and extends beyond 2:00 PM
  • Dinner: $19.00 – when travel begins before 6:00 PM and extends beyond 8:00 PM
• Meals provided with registration must be deducted, regardless of participation.

Meal Allowance with Last Day Per Diem

• Rates for meal allowance for trip except last day up to $80 per diem, depending upon return time and meals provided.
• Meals provided with registration must be deducted, regardless of participation.

Mileage

• Only when personal vehicle is used.
• .445 per mile.
• Round trip map OR two (2) one-way maps required.
  • Use Google Maps or MapQuest.
  • Should be from FGCU or your home, whichever is the shortest distance.
• If driving outside Florida, a flight comparison must be provided. The lesser of the two will be reimbursed.

Parking

• Utilize long term parking at RSW.

Per Diem 

• $80 max per day – only when you’re not staying at a hotel (i.e. staying with family or friends).

Registration Fee - ConferENce/Workshop

• Must include the agenda with your Spend Authorization.
• Receipt $0 balance or showing paid in Expense Report.
• Additional paid workshops must be justified with a benefit to FGCU.

Taxi and Ground Travel

• Tip off trip fare.
• Tip cannot be greater than 15%.

Tolls

• Receipts required.
• Car rental tolls can be looked up on their respective websites or by clicking Avis, Budget or Enterprise.