Employees cannot be reimbursed for the same travel expenses from an outside organization and the University.

Subsistence

Subsistence includes meals, tips, porters, and other miscellaneous incidental expenses. Subsistence is reimbursed based on location of lodging.  Subsistence for overnight travel on University business will be based on federal per diem rates for the Continental United States (CONUS). This includes travel within the State of Indiana.  All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS).  All travel required to follow state regulations (state grants) will be reimbursed at the approved state per diem rates. Subsistence is paid at the rate applicable to the location of lodging obtained for the night. If city is not found on the CONUS list then the lowest CONUS rate is applicable. On the day travel status begins and on the day travel status ends, the rate will be 75% of one day’s subsistence.

When reimbursement for subsistence is claimed, the traveler shall verify that no meals were furnished.  The exceptions being:

·        Continental breakfast
·        Finger foods or hors d'oeuvres
·        Receptions

The subsistence allowance shall be reduced for each meal furnished gratis to the traveler or included in a registration fee as followed:

·     Breakfast     25% of applicable CONUS rate

·     Lunch          25% of applicable CONUS rate

·     Dinner         50% of applicable CONUS rate

If Traveler's Checks were provided prior to travel by IT Travel, the amount must be noted on the Travel Reimbursement Request and subtracted from your subsistence total.

Proof of travel must be submitted in order to pay subsistence. Examples include:

·        Original hotel bills
·        Original airline tickets
·        Registration badges
·        Any miscellaneous purchase receipt with your name and date printed on it

One-Day Travel

On a one-day non-overnight trip the total travel time including the time away from the University on business must exceed 12 hours before subsistence of $20.00 can be claimed.

Proof of travel is still needed for one-day travel to pay the subsistence/meal allowance. The traveler may not have purchase receipts; therefore, badges, brochures, etc. must be purposely saved.

Traveler’s Checks may not be issued on one-day travel.

Actual Food Expenses

The actual cost of meals may be claimed in lieu of subsistence ONLY if the expenses are LESS than or EQUAL to the total subsistence allowed. Receipts must be provided. We do not reimburse for alcoholic beverages.

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