Travelers are required to minimize the amount of travel expenses paid or reimbursed by ensuring travel arrangements are the most cost-effective considering all relevant circumstances. To reduce costs, travelers should consider the use of teleconferencing and other forms of electronic communication whenever possible.
All business air travel must be booked in Concur or over the phone with World Travel Services, Inc. FSU encourages travelers to book hotels and rental cars in Concur or with World Travel. Agency fees exist for the use of services when booking Airfare. They are comparable to those of non-contracted offerings from alternative Travel Agencies. Benefits include 24/7 support for reservations or ticket changes, assistance booking large or group travel, and with unexpected travel difficulties or delays. Users should have a fully approved Travel Request in place before booking a trip.
Travel must be overnight and more than 50 miles away from the traveler’s headquarters to claim reimbursement. Travelers are allowed up to 1 day on domestic travel and 2 days on foreign travel to reach their destination. Lodging expenses are reimbursed based on actual costs and meals are reimbursed based on applicable rates. A daily per diem rate of $80 per day ($20 per quarter) in lieu of lodging and meal expenses may be reimbursed.
Travelers are entitled to claim the greater of per diem or the actual daily amounts permitted for meals and lodging. Departments may not adopt reimbursement rates less than those established by federal or state law; however, a traveler may choose to waive the full reimbursement amount in favor of a lesser amount. This decision must be documented on the Less than Entitled to Form by the department before the trip occurs. Certain sponsored projects may contain provisions that further limit the amount and type of reimbursable travel expenditures. Travelers should ensure travel arrangements are in accordance with the sponsored project’s agreement before the trip begins.