Important updates to travel and expense policies

Effective July 1, 2026, several important updates will take effect regarding the university's Travel Policy and Accountable Plan. Anyone traveling on official university business should carefully review these policy updates before booking travel or submitting expenses.

Summary of changes

Taxis, ride shares and shuttles

• Tips for taxi drivers, ride shares and shuttle services are no longer considered "incidentals."
• Reasonable gratuities associated with ride share or taxi services are allowable up to 20% of the transportation total fare.

Card payments and documentation

• P-Card or Travel Card remain the preferred method of payment for airfare, lodging and conference registrations.
• The use of personal cards for State travel does not create an obligation to reimburse interest charges, late fees or any other expenses related to a personal card.
• Trip costs paid by P-Card or Travel Card must be documented on the Expense Report. Best practice is to combine them in one document labeled, "P-Card (or Travel Card) Expenses."

Reimbursement timelines

• The State expects that reimbursements will be submitted within 30 calendar days following completion of travel.
• Further, expenses submitted more than 90 calendar days after completion of travel are not allowable and shall not be reimbursed unless the delay is due to exceptional circumstances. These circumstances must be submitted in writing and approved by a designated authority.
• This change does not impact the 60 day period at which reimbursements are taxed (per Accountable Plan 6290).

Vicinity mileage

• Vicinity mileage will now be defined as mileage incurred for official State business within or near the traveler's official primary workstation area, rather than specifying 100 miles.
• Vicinity travel reimbursement will only be authorized once an employee's accumulated official business mileage reaches 50 miles within a six month period.
• Claims must be submitted no later than 30 days after reaching the 50 mile threshold and prior to the end of the fiscal year to be eligible for processing and reimbursement.

Combining personal and business travel

• Combining personal travel with official State travel shall not result in additional reimbursable costs to the State beyond those that would otherwise have been incurred for official business purposes alone.
• A cost comparison showing the difference is required. Flight schedules do not constitute a valid comparison. The comparison must reflect the booking that would have occurred if there was no personal travel.

For questions regarding these changes, please contact [email protected].

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