Quick Reference Guide

Domestic Travel — (Within Continental US [CONUS])

Activity or Expense Type

Allowable Amount

Requirements

Meals and Incidental Expenses (M&IE)

12 Hours or less

No reimbursement for Meals & Incidental Expenses (M&IE).

 Meals and Incidental Expenses

 (M&IE)

>12 to 24 Hours

75% of maximum CONUS rate published by the General Services Administration (GSA).

 Meals and Incidental Expenses

 (M&IE)

Over 24 Hours

Maximum CONUS rate published by GSA(75% of the rate for first and last day of travel).

Lodging/Hotel

Actual

Lodging expenses will be reimbursed at the actual expense up to the maximum lodging rate established by the GSA.  Under special circumstances, hotel rates that exceed the allowance, may be reimbursed with written justification and prior approval from PPPL Travel Office.  Itemized lodging receipts required.


Domestic Travel

(Outside Continental US: Alaska, Hawaii, US possessions [OCONUS])

Activity or Expense Type

Allowable Amount

Requirements

Meals and Incidental Expenses (M&IE)"

 

M&IE for business location reimbursed up to the maximum rates established by the Department of Defense(75% of the rate for first and last day of travel).

Lodging/Hotel

Actual

Lodging expenses will be reimbursed at the actual expense up to the maximum lodging rate established by the Department of Defense. Under special circumstances, hotel rates that exceed the allowance, may be reimbursed with written justification and prior approval from PPPL Travel Office. Itemized lodging receipts required.


Foreign Travel

Activity or Expense Type

Allowable Amount

Requirements

Meals and Incidental Expenses (M&IE)"

 

M&IE for business location reimbursed up to the maximum rates established by the U.S. Department of State (75% of the rate for first and last day of travel).

Lodging/Hotel

Actual

Lodging expenses will be reimbursed at the actual expense up to the maximum lodging rate established by the U.S. Department of State. Under special circumstances, hotel rates that exceed the allowance, may be reimbursed with written justification and prior approval from PPPL Travel Office.  Itemized lodging receipts required.

Foreign Travel Miscellaneous Expenses

 

Actual

Visas, photos, certificates, inoculations, currency conversion, collision insurance for rental cars.  Receipts required for $50 or more.

Lodging with Friends or Relatives

Actual

Reimbursement is for M&IE only not for lodging costs. Any meals provided by the host must be deducted. Receipt required. 


Travel to All Locations

Activity or Expense Type

Allowable Amount

Requirements

Noncommercial lodging (such as house trailers, field camping)

Actual

Actual cost of lodging plus M&IE not to exceed maximum published rates. Type of lodging must be specified, receipt required.

Airfare

Actual

 Allowable airfare is the lowest fare, including discount fares that meet the needs of the traveler.  Reimbursements for Business or First Class fare needs medical and/or director approval.  Receipts required.

Reissued or exchanged airfare

Actual

All documentation, for both the original and reissued tickets needs to be submitted.

Canceled  Reservations

Actual

Traveler is responsible for canceling reservations (air and hotel). Costs for failure to cancel are reimbursed if due to circum-stances beyond traveler's control.

Surface Transportation in lieu of air (personal reasons)

Not to exceed comparable air

Actual mileage is reimbursed (based on standard highway guide) as long as less than what Lab would have paid for airfare.  Cost of additional lodging and meals are reimbursed if there is overall cost savings.

Mileage

$.535 per mile effective 1/1/17

Receipt not required.  Trips <= 12 hours will only be reimbursed for total mileage less daily commute miles.  

Parking

Actual

Receipt required for $50 or more.  Visit The Parking Spot for cost effective parking rates.

Taxi/Shuttle/Limo

Actual

Receipt required for $50 or more. See SuperShuttle for transportation to/from airports. 

Private Auto to/from terminals

Actual

Actual mileage for one round trip, plus parking (long-term parking encouraged), or two round trips and short term parking. Receipts for parking $50 or more.  Visit The Parking Spot for cost effective parking rates.

Rental Cars

Actual

Receipt required. Collision/liability fees are not reimbursed within CONUS but are reimbursable outside of CONUS and foreign locations. EZ Pass, satellite radio, GPS are not reimbursable.

Rental car gas

Actual

Receipt required for $50 or more.

Tolls

Actual

Receipt required for $50 or more.

Conference Registration fees

Actual

Receipt and back up information including title and purpose, date, and conference agenda, identifying meals provided, is recommended.

Phone Calls

Actual

All business and emergency calls as well as one brief non- emergency call per day.

ATM Transaction fees

Actual

List as miscellaneous items on travel voucher form. Receipt required for $50 or more.

Miscellaneous  expenses

Actual

Items such as baggage, postage, FAX transmittals, hotel taxes, etc. Receipts required for any item $50 or more.  Excess baggage would require justification and Department Head approval before reimbursement.