The travel reimbursement process refers to the steps Berkeley IT follows to reimburse employees for expenses incurred during business-related travel. This process ensures that employees are appropriately compensated for their out-of-pocket expenses while also allowing the organization to maintain control over its travel-related expenses. Here are the typical steps involved in a travel reimbursement process:
Note that cart approvals can take a few business days. Once your trip is approved, the Admin Team will be in touch to provide assistance with any requests you may have regarding your travel.
Please contact us directly with any questions: email@example.com
What is the daily lodging limit and are there any exceptions to this policy?
There is a mandated lodging limit for domestic trips under thirty days which is set at $275 per night (excluding; taxes and fees). When you are unable to secure lodging at $275 per night or less, the traveler must submit additional documentation (in the form of a print-out price comparison within the proximity of the meeting at the time of booking) that supports the higher lodging rate incurred.
A traveler who is required to attend a conference where the prearranged conference lodging rate exceeds the $275 per night maximum may stay at the conference hotel without exceptional approval with an explanation and documentation provided with the reimbursement request (a note in the special circumstances section). Otherwise, when the traveler is unable to secure lodging at $275 per night or less, exceptional approval is required.
Can the Admin Team book my flights if I am extending my trip for personal travel and what documentation is required?
If the traveler adds additional locations to the flight itinerary that are for personal purposes, then the airline ticket can not be purchased using Direct Bill. When booking flights that include additional locations for personal time, please be sure to document the cost of airfare as if you were just going exclusively to the business location, so that you can substantiate the amount for reimbursement. A print-out comp of flight prices is required for reimbursement.
What is the per diem for meals and incidentals?
When traveling within the United States, the maximum daily total for all meal costs is $79 (for FY22-23). These limits include the cost of food, beverages, labor, sales tax, delivery charges and other service fees.
What if I prefer to drive to the conference instead of flying?
If you plan to drive your personal vehicle instead of flying, note that when the amount of mileage reimbursement exceeds the amount of a comparable airfare, the policy requires us to apply the lower of the two amounts as your reimbursable amount. A print-out comp of flight prices is required for reimbursement.
The reimbursement rate for the use of a private automobile for university business travel is 65.5 cents a mile as of 1/1/23. Additional expenses for gas are not permitted. You are expected to take the most direct route to your destination. To determine the number of miles traveled, we recommend using Google Maps or MapQuest rather than your odometer.
Rental cars should be up to intermediate size only unless there is business justification or no extra cost to upgrade. If the justification is missing or insufficient, an exceptional approval will be required or the expense may be non-reimbursable.