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The purpose of the Travel Desk is to provide direction to employees and other authorized
individuals who travel on behalf of the university. Travel costs are to be allocated
and expended within established budget limits and serve an official business purpose.
Travelers are not authorized to make travel commitments or incur related expenses
until after appropriate approvals are obtained.
A TAR (Travel Authorization Request) must be on file prior to processing payments
for any travel related purchases, at least five days prior to the date of departure.
A TAR establishes that the employee's supervisor authorizes the absence, provides
documentation in case of an accident and/or workmen's compensation claim, and establishes
that the expenditure of university funds is approved and that adequate budget is available
to reimburse the employee. Forms can be found on the Procedures and Forms page.
An $80.00 maximum per diem is allowed for Class A or B travel. When there are no other
reimbursable expenses (i.e., hotel, car rental, etc.), per diem may be computed at
one-fourth the authorized maximum rate of $80.00 for each quarter of a 24-hour period
or a fraction thereof. The quarters will be calculated, on the basis of 6-hour cycles,
beginning at midnight. The maximum per diem allowances are as follows:
Whenever travel is by privately owned vehicles, the traveler shall be entitled to
a mileage allowance at a fixed rate not to exceed $0.445 per mile. Reimbursement for
expenditures related to the operation, maintenance and ownership of a privately owned
vehicle is not allowed when the vehicle is used for public business. No individual
who receives a car allowance may be reimbursed by the University, or use the University
P-Card for rental cars during the period covered by the allowance except when rentals
cars are needed in conjunction with other forms of common carrier transportation such
The University will only reimburse economy/coach airline travel. First and Business
class transportation is not allowable, except when extenuating circumstances exist.
In this case, the traveler may be reimbursed for a higher class; however, this must
be justified and documented on the TARorTravel Reimbursement Request Formlink to Controller’s page and approved by the traveler’s supervisor.
Authorized university travelers may be reimbursed for incidental travel expenses incurred.
All receipts should be attached to the Travel Reimbursement Request Form. The following
incidental travel expenses may be reimbursed upon presentation of an original receipt:
Receipts for taxi fares and shuttle service.
Receipts for parking fees and tolls. Necessary charges for parking will be reimbursed,
including airport parking fees. Mandatory valet parking, to include tips that do not
exceed $1.00 per occasion, will be reimbursed.
Communication expenses, including telephone/fax/Wifi/Internet connections incurred
as a result of University business.
Reasonable tips and gratuities may be reimbursed to the traveler for the following:
Actual tips paid to taxi drivers, which shall not exceed 15% of the fare.
Actual tips paid to valets for mandatory valet parking which shall not exceed $1.00
per occasion or a maximum of $5.00.
Actual portage charges paid which shall not exceed $1.00 per bag or a maximum of $5.00.
Non Reimbursable Incidental Travel Expenses include:
Rental car insurance option for personal accident waiver.
Personal telephone calls.
Traffic fines or parking violations.
Mileage between home and official place of work.
Meals in excess of per diem.
Loss or damage to personal items.
Travel Expenses for Non-Employees/Non-FGCU Students
When the University pays travel expenses incurred by independent contractors, consultants
or other non- employees, the expenses should be paid as part of the contractor’s flat
service fee (all-inclusive).
A TAR should be completed as normal. It will be signed upon the candidate’s arrival
to campus. The Travel Reimbursement Request Form should be completed before the candidate’s
departure from the University.