Suppliers

Florida State University Reimbursable Travel Expenses

All FSU travel guidelines are based on Florida Statute 112.061

Detailed information is available at www.travel.fsu.edu

Airfare

  • Purchase nonrefundable economy/coach class or cheaper tickets.
  • A detailed itinerary and receipt are required, including class of fare & ticket number.
  • Receipts are required for all baggage fees.
  • Justification is required for flight changes.

Car Rental - Car Rental – Avis/Budget Contract A113400 or rental amount up to State of Florida Rates

  • Reserve “compact” class vehicle by calling 1-800-338-8211 or online using the link on the FSU Travel Ground Transportation page.
  • Do not purchase insurance. It is included in the University’s contract.
  • Itemized receipt is required.
  • Gas receipts required for reimbursement.
  • Sufficient justification required if Avis/Budget is not used or a larger vehicle is rented; will be reviewed prior to approval.
  • If renting off-contract, purchase of collision & comprehensive insurance is required.
  • Travelers must have proof of FSU business purpose in order to rent on FSU contract (copy of PO, letter from FSU department, etc)

Mileage (Personal Vehicle Only)

  • FSU pays the State of Florida rate, $0.445 per mile, as reimbursement for mileage if a traveler drives their personal vehicle. FSU cannot reimburse fuel, wear/tear, etc.
  • Mileage is calculated from official headquarters to destination address using Google Maps
  • Travelers should keep a mileage log.

Lodging - Hotels or AirBnbs are allowed.

  • Purchase Single occupancy rate.
  • Requires a paid, itemized receipt.
  • Sufficient justification is required for nightly rates, excluding taxes, which exceed $175.
  • Misc. charges (valet parking, phone calls, internet, etc.) reimbursable for business use only, with justification. eg. Hotel did not have self-parking.
  • FSU cannot reimburse room service.

Per Diem - Paid if traveler does not incur lodging charges. Not eligible if lodging is provided by FSU.

  • Traveler should claim the greater of: Daily Meals and lodging or Daily Per Diem (usually claimed for last day of trip).
  • Travel must be overnight and more than 50 miles away from headquarters to claim per diem or lodging and meals.
  • Per Diem Daily Per Diem - $80 per full day ($20 per quarter).

Meal Allowance - FSU pays the State of Florida meal allowance. Trip must include an overnight and be >50 miles from employee’s headquarters. Do not submit receipts for meals.

  • Breakfast - $6 (Travel before 6am and beyond 8am)
  • Lunch - $11 (Travel before 12pm and beyond 2pm)
  • Dinner - $19 (Travel before 6pm and beyond 8pm)

Allowable Incidentals - Incidental charges <$30 do not require a receipt.

  • Portage (up to $1 per bag, maximum 5 bags per occasion)
  • Laundry, dry-cleaning and press for travel extending beyond 7 days, with itemized receipt.
  • Currency exchange fees
  • Taxi/Shuttle Services, tips up to 20%
  • Parking
  • Tolls

International Travel - Travelers are responsible for knowing visa and passport validity requirements. Check travel.state.gov for more information. FSU does not reimburse suppliers’ visa or passport fees.

Travelers With Disabilities - Additional expenses incurred by travelers with disabilities are reimbursed to the extent that the expenses were reasonable & necessary to ensure safety of individual. Individual must have an ADA accommodation on file with either their employer or FSU Human Resources.