Travel Planning
- All travelers are required to book and pay for their own travel plans, including hotel, flight, and rental car, and will not be reimbursed for expenses purchased for another individual.
- Determine the most cost-effective option between personal vehicle mileage and IUP-contracted-rate Enterprise rental. If unable to use the most cost-effective option, provide justification for this choice when submitting your travel voucher. See below for Enterprise Car Rental information.
- When using an online travel company such as Expedia or Travelocity, your receipt must include a breakdown of all charges. For example, the hotel and flight charges cannot be combined as one total.
- Conference registration may be included as part of your travel voucher.
- Mileage reimbursement cannot be calculated from home to a destination unless that mileage is less than the mileage from IUP to the destination.
- Make sure ALL receipts are itemized and show proof of payment—reimbursement will not be made without an itemized receipt and proof of payment. Credit card receipts and/or statements showing only a total are not acceptable as itemized receipts.
- Meals and/or per diem cannot be reimbursed on a travel voucher unless an overnight stay occurs.
Forms
- Travel Expense Voucher Form 1/1/2024 - Please submit to travel-office@iup.edu
- Checklist to follow when completing a Travel Expense Voucher
- ACH Authorization Form - Employees who would like to receive their travel expense reimbursement through direct deposit should complete the ACH Authorization form.
- Pennsylvania Exemption Certificate - Form to present at hotel check-in to avoid being charged tax (above 6 percent)
- Local Hotel Occupancy Tax Letter Ruling - Letter to present at hotel check-in to avoid being charged local hotel occupancy tax (PA municipalities only)
Policies and Procedures
- Timely Submission of Travel Vouchers
- Current Reimbursement Rates
- Current Per Diem Rates - Use this link only for determining the daily subsistence allowance for your travel destination.
- For partial days or deductions for meals provided, see:
- Pennsylvania Board of Governors Travel Expense Regulations
- Commonwealth Travel Procedures Manual
- International Travel
Enterprise Car Rental
Please note that if Enterprise is not located near your pick-up location, you may choose to rent a vehicle through National at the same discounted rate. Section 2.2 of the Commonwealth Travel Procedures Manual states "travelers must decline optional fuel offerings." Travelers will not be reimbursed for optional fuel purchases. Please contact the Travel Office (724-357-7999 or travel-office@iup.edu) for the corporate ID and direct billing number.
- Enterprise Vehicle Reservation Procedure
- Enterprise Vehicle Reservation/Calculator
- Enterprise Rates
- Personal Vehicle or Enterprise Rental
Additional Information
- Cancellation of Travel Arrangements
- Bus transportation - six System-wide contracts are now available for bus transportation services. More information, including links to the contracts and supplier websites is available at Bus Transportation Services (sharepoint.com)
- World Currency Exchange (on Rubicon International website)