University of Nebraska Kearney

University Travel:  Travel Expenses

Conference Registrations.   

Lodging. 

Eligibility.  Generally, an employee must be more than 60 miles from his or her worksite in order to be eligible to incur business lodging expense.

Excessive Costs.  University employees are expected to select reasonably priced lodging when traveling overnight on University business.  Justification in writing must be provided when lodging costs appear to be excessive. 

Single Room Rate Allowed.  Only the per-night single room rate will be allowed in circumstances where the employee shared a room with a traveling companion. 

Deposit to Hold Room Reservations.  Only one night's room fee may be paid in advance by the University for the purpose of guaranteeing room reservations.  If more than one night's deposit is required, the University traveler may

• make the deposit using personal funds and submit a  reimbursement claim after the trip is complete; or

• check to see if a University purchase order can be provided to guarantee the reservations.

Hotels.com  The University of Nebraska has set up a web site through Hotels.com.  An employee or travel arranger can reserve a room for University business by entering a cost object, and the lodging will be paid by the University Preferred Vendor Card.  Sales tax will be added to the cost of the lodging, but for hotels booked in the state of Nebraska, a credit will be submitted to the cost object at a later date.  The room rate is the Hotels.com rate and not the University or Government rate.  You can also use the University Hotels.com web site for personal travel by entering your personal credit card information.  Always pay attention to the Cancellation Policy, some hotels are NONREFUNDABLE.  To sign up, click on the link.

Instructions for each classification are provided below:

Out-of-Pocket Lodging Expense. If a University employee has paid for his  lodging out-of-pocket, he (or his department's Travel Coordinator) must submit a completed claim for reimbursement through SAP Automated Travel.  Attached to the appropriately executed SAP Travel Expense Statement should be the original hotel folio (invoice) containing the following information:

• The name of the hotel.
• Name of person claiming the lodging expense reimbursement.
• The number of occupants in room.  For cross reference purposes, If more than one employee shared the room, please identify the names of the other employees sharing the room and the portion of the total bill each is claiming. 
• An itemization by employee name of each good or service provided (room rental, food, tax). 
• Evidence of payment (invoice balance is zero, invoice is stamped paid, or a credit card slip is attached showing payment).

Meals 

Telephone Calls.  The UNK business traveler may only be reimbursed for telephone calls for which a business purpose may be shown.  Calls of a personal nature are not reimbursable.   (See also Personal Telephone, Use of.)

 Non-Reimbursable Travel Expenses. The following travel-related out-of-pocket expenses are not deemed to have a reasonable business purpose, and therefore, may not be reimbursed.

• Alcoholic beverages
• Entertainment expenses
• Mileage incurred during commutes
• Dry cleaning/laundry
• Lunches during one-day travel
• Personal telecommunications expenses (telephone, telegram, internet)
• Valet/maid/cleaning services
• Video rentals
• Other goods or services of a "personal" nature