Return to the Travel Program here.

Important links here:

A) MEAL PER DIEMS - To locate the appropriate lodging and meal per diems on the GSA web site click here: per diem rate

(B) LODGING EXCEPTION - To locate the lodging exception form click here: Lodging : download Exception approval form here

(C) FEDROOM.COM - For assistance in locating lodging accommodations the GSA rates click here: Fedrooms.com link

NEW TRAVEL REGULATION

Late in this past legislative session the state approved new travel regulations effective July 1, 2007. The new regulation requires the University to follow the existing federal travel regulations with regard to lodging and meal per diems. Federal per diem rates represent the maximum allowable reimbursement to travelers (see conditions to exceptions below). Below is a summary of changes in the travel policy, and the transition process to the new policy and contact information should you have any questions.

Changes for Travelers:

1. Meal and Lodging per Diem Rates:
     a. The in-state hotel and meal per diems increase significantly and better reimburse actual costs.
     b. The out-of-state hotel and meal per diems are set at reasonable rates. A sample of per diem calculations is provided below in table 1.The meal per diem, however, is generally about 2.5 times as high as the current $26 per day. However, please note the federal travel policy does allow exceptions to per diem rates for hotels with conditions. These conditions are as follows:

LODGING EXCEPTION FORM: Download here

LODGING EXCEPTIONS:

Condition: A. lodging is procured at a prearranged place such as a hotel where a meeting, conference or training session is held. ** For Condition "A", supply the approving authority with the conference or training brochure that states the prearranged host accommodations.

Condition: B. costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby;
and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.
** For Condition "b", the following information is required.
1. Obtain and document the name/date of the special event that is causing the cost escalation;
2. A list of at least three lodging establishments and corresponding rate quotes of nearby (within five mile radius) lodging;
3. A written explanation of how staying at the more expensive lodging establishment will provide a cost savings.

The lodging exception form, Conference or training brochures are required to be submitted with the Travel Document requesting reimbursement.

LODGING PER DIEM AND TAXES:

1. Lodging Per Diem and Taxes:
Federal travel guidelines define the maximum hotel reimbursement rate none inclusive of any/all taxes and similar charges - i.e. a $200 rate would allow any/all taxes to be reimbursed on top of that amount.  The existing state travel rate for hotels is all inclusive of all taxes and everything - i.e. $58 would be a maximum of all charges.  The federal policy requires receipts for all hotel charges. A sample of rates for new and old travel regulations is provided below in table 2.

2. Incidentals:
Federal travel regulations allow a $3 per day charge for "incidentals". Federal policy does not provide for baggage handling. This will replace the baggage handling costs previously allowed in the current policy.  There are options to submit specific receipts for special requirements (i.e. shipping and handling of instructional materials for presentation, etc.).

Table 1 – Meal and Incidental rates

The following table shows the breakdown of breakfast, lunch, and dinner components of the maximum daily reimbursement (per diem) rates for meals and incidental expenses while on travel.  The M&IE rates differ by travel location.  View the per diem rate for your primary destination to determine which M&IE rates apply.  Refer to Section 301-11.18 of the Federal Travel Regulation for guidance on deducting these amounts from your per diem reimbursement claims for meals furnished to you by the government.
NOTE: You must view the per diem rate for your primary destination to determine which M&IE rates apply.

Use this time schedule to determine the meal allowance and the above table for the breakdown.

Breakfast - 12:01am - 10:00am**Lunch 10:01am - 3:00pm**Dinner 3:01pm - Midnight

Table 2 - Sample change in Per Diem Rates:

                        Current Lodging/                     Current Federal Lodging/
City                  Per Diem Rate                          Per Diem Rate___________
New York         $150/$26                                 $196/$64 to
                                                                     $274/$64
Reno               $  58/$26                                 $101/$49
San Diego       $  90/$26                                 $131/$64

Transition to new rates:  There will be a transition period from the current state rates (effective up and through 6/30/07) to the new federal rates (effective 7/1/07).  Each year there will also be a change in October from the old to the new federal rates (the rate tables are updated annually by the U.S. General Administrative Administration (GSA), with some items not changing, some going up, and some perhaps even going down, based on the results of their survey). The federal rates are the MAXIMUM ALLOWABLE rates, and anyone can submit requests for lesser amounts.  We are asking any/all travelers who had their travel approved prior to June 30 for travel AFTER June 30 to talk with their supervisor about which rates will be applied to the trip, as there could be significant budget implications of using the new federal regulations.  Supervisors can agree to use the new federal rates or the old state rates, but EXCEPTIONS TO THE HOTEL LIMITS CANNOT BE GRANTED, AS NOTED ABOVE.  We expect there will be some questions about this first transition and will work to handle them as efficiently and effectively as possible. The Travel team may be contacted at 895-1156.

Contact information: For assistance and questions please contact the Travel Team at 895-1156. In addition, the University travel policy and contact information may be accessed through the Accounts Payable web site: http://accountspayable.unlv.edu/.

In the coming weeks, the travel web site will be revised to reflect the changes to the various aspects of the travel policy.

Continue to the travel web site here. For questions, please call the Travel Team at 895-1156.