travelnews: New Travel Policy announcement

[BAO news for travel administrators]

To our UO Travel Community:

The UO has been working to review and revamp our UO Travel Policy.  A committee of travelers, travel coordinators, budget managers and UO Internal Audit came together two years ago to review existing policy, IRS Accountable Plan guidelines and offer recommendations for an updated and more flexible travel policy.  Today BAO and the Travel Office are pleased to announce the new UO Travel Policy and our newly refurbished website, available this coming Monday, October 9.

Website Features

Policy:  UO Travel Policy, the overall guiding principle is organized into easy to find sections.

Procedures:  Within each Policy section you will find a window to Procedures with explanations, account code information, instructions and examples.  Click on the Procedure link in each section for more information.

Content Box: Box in the upper right corner contains shortcut links to various travel topics.

Related Resources:  See the bottom of the Content box for a table of Travel Resources including Forms, Per Diem Table, Mileage Table, Travel Office Contact Information, Travel Agency Information, Contract Car Rental Codes, UO Hotel Pricing Partner chart and more.    You will also find the Unused Ticket Report from our UO Contract Travel Agencies.

Notable Policy Changes:

*         Reimbursements should be submitted within a reasonable period of time, generally within 60 days of the completion of travel.

*         No direct route requirement, and thus no comparison quotes, for airfare.  (Comparison quotes are still required when combining business with personal time.)

*         Business justification not required for rental car versus taxi or shuttle

*         No size restrictions on rental car

*         Two bag fees allowed

*         Flexibility in IRS Lodging per diem guidelines - if amount is within reason and supervisor is willing to support, authorize and sign the travel reimbursement for the policy exception

*         Tips on taxi are no longer defined as "incidental" and can be reimbursed up to the state standard of 15%

*         Meal per diem - initial and final travel days allowed at 75% of full rate

We will be hosting two Q&A sessions for interested travel coordinators and travelers.  Please register to join us either:

*         Tuesday, Oct. 10 from 11a - noon at the Knight Library Browsing Room OR

*         Friday, Oct. 13 at Thompson University Center conference room from 11a - noon.

Register on Making Tracks:  https://odt.uoregon.edu/registration/course_search.php?subject=course

Thank you,

Laurie Jacoby, CTC
Travel Manager
Business Affairs Office
University of Oregon
lajacoby at uoregon.edu<mailto:lajacoby at uoregon.edu>
541-346-3158 - Voice

[globe]
University of Oregon Travel Fair
Thurs. Oct. 26th  ** 9 am - 12:30 pm
EMU Ballroom


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