Purchasing and Payables
Tips for Travelers of the University of Maine System
BEFORE you leave
- Obtain written permission to travel from your supervisor.
- Determine if your trip qualifies you for meal reimbursement(s)
- Does your travel require an overnight stay, or does it require that your work day begins 2 hours earlier or ends 2 hours later ("extended day". See APL IV-B pages 7-8 for more information)?
- If your trips does qualify you for meal reimbursement(s), decide whether to request reimbursement at Per Diem or at Actual cost before you leave. Also be aware of reduced rates for partial day's travel or for meals furnished at no cost to the traveler (i. e. conferences).
|Meals||% of Rate Allowed||Per Diem ($46)||Actual Cost ($48)|
- Remember that original and itemized receipts with proof of payment are required for all reimburseable expenses.
- Remember that meal tips are reimburseable up to 15% of the cost of any meal (you may round up to the next dollar)
- Tips are reimbursable for meals only
- Remember that the University, as a rule, does not reimburse travelers for alcohol.
If you are using your Purchasing Card for any expenses on the trip, remember:
- The card must not be used for personal expenses on the trip, regardless of the intent to reimburse the University. This can include rental cars, hotel expenses for extra days, extra airfare expenses for a side trip or returning on a different day, etc. If you have any questions regarding your personal expenses please call Purchasing and Payables prior to your trip.
- Please refrain from paying for other's meals. For example, if Tom pays for Sally's meal, she cannot be reimbursed at a per diem rate because the University has already paid for a meal at actual expense. If Sally submits and is reimbursed her travel expenses before Tom and has already been capped at $48 for the day and Tom paid for her lunch, money will have to be taken out of Tom's reimbursement.
AFTER you return from your trip:
- Complete a Travel Expense Voucher (TEV) within 30 days of return of the trip. Complete the TEV using the computer versus hand written helps ensure we charge the proper chartfield and also calculates the reimburseable total.
- If there are Prepaid or PCard expenses related to the trip, be sure to document those charges in the Expenses Paid by University column on the TEV to fulfill our requirement for our quarterly state legislative report.
- Deduct any expenses, alcohol purchases, or excessive tip amounts from your non-purchasing card/personal receipts. If you are seeking only a partial reimbursement of the receipt amount, please clearly indicate the amount that is referenced on the TEV.
- Turn in original PCard receipts to your Purchasing Card Coordinator if applicable. Attach copies of the receipts to the TEV.
- Obtain a signature of authorized approval for your TEV, and submit it to Purchasing and Payables.