Out-of-State Travel

Out-of-State travel requires prior approval of the unit's budget person and the President of the University or the President’s designee. Forms for requesting travel are available in DocuSign (Travel Request) and must be completed at least five days prior to travel. Earlier completion is necessary if the university is purchasing airlines tickets or registrations. 

Where practicable, if more than one employee is traveling to the same site, travel should be coordinated. If a faculty or staff member is requested to attend a meeting as a representative of the University, all allowable expenses will be paid at the appropriate out-of-state rate.

For officers and employees traveling on official state business shall be computed on the following schedule:

  • Lodging Out-of-State and Out-of-Country shall be $175.00 plus tax. An additional $100.00 may be authorized at the discretion of the President's designee or the President of the University. Under no circumstances can lodging reimbursement exceed actual cost.  Authorization may be approved up to $100 per day for lodging provided the total amount does not exceed the actual cost of lodging. 
  • A state employee may be reimbursed at higher rates than the applicable out-of-state for travel, lodging, or meals if it is determined that the higher rates would result in a savings to the state. Requests for prior approval for expenses of higher rates shall be submitted to the Budget Office prior to travel.  The Budget Office will obtain the necessary approval, from the state auditor, and notify the requester.  Prior approval of travel expenses is required if a state employee is to be reimbursed at higher rates.
  • For use of a privately owned trailer house for sleeping accommodations while on in-state or out-of-state official state travel, an allowance of $8.00 per day plus parking fees and electricity costs with the total not exceeding $26.00 per day.
  • Allowance for Meals:  Effective      
    • Breakfast-$10.00       
    • Lunch-$18.00
    • Dinner-$28.00 or a maximum of $56.00
  • Meals allowable:
    • Breakfast
      When leaving before: 5:31 am
      When returning after: 7:59 am
    • Lunch
      When leaving before: 11:31 am
      When returning after: 12:59 pm
    • Dinner
      When leaving before: 5:31 pm
      When returning after: 7:59 pm
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