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To: Vice Presidents,
Deans, Directors, and Department Heads Campus Budget
Managers Travel
Coordinators From: Frances L. Dyke, Vice
President for Finance and Administration Date: July 6, 2009 Re: Proposed
Change in Travel Reimbursement Policy for Review and Response I am writing to notify you of a
proposed change in requirements for lodging reimbursement and to provide you an
opportunity to comment on this proposal prior to implementation. The proposed
change brings university policy in alignment with policies at other research
institutions and fairly reimburses employees who are travelling on university
business while ensuring that university funds are appropriately applied to
actual cost. Effective October 1, 2009,
reimbursement for all lodging expenses will be reimbursed at actual cost (up to
current per diem rates) rather than via per diem. As per current policy, exceptions
to the current per diem limit (e.g., conferences) may be reimbursed at actual
and reasonable cost with appropriate documentation. Itemized hotel receipts are
required and must show the following: ·
Traveler's name (or names if reimbursement is
being claimed for more than one university employee) ·
Date(s) occupied ·
Actual rate charged per room ·
Indication that amount submitted for
reimbursement has been paid in full. Further information regarding
lodging reimbursements, including the current per diem rates, can be found on
the BAO Travel website: http://baowww.uoregon.edu/Travel/travelreimbursement.htm#Lodging This policy was distributed to
campus budget managers and travel coordinators for comment and was discussed
with campus budget managers on June 16. At this point, I welcome feedback from
you with regard to this most current draft of the change in reimbursement
policy. Please send comments to Kelly B. Wolf, Director of Business Affairs
and Controller (kbwolf@uoregon.edu).
Comments should be received by August 31, 2009. Thank you for your attention and
assistance. |