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Travel Policy Guide

by ltfehl01 last modified Mar 07, 2014 04:23 PM

Travel, Entertainment and Expense Reimbursement Policy
(Revised 04/01/13)

Pocket Travel Guide (pdf)
Print two-sided for easy folding brochure.

University procurement cards should not be used to reserve or pay for faculty, staff or student travel expenses (except for registrations).

Employee Travel & Reimbursement Non-Allowable Travel Expenses

IRS Maximum Mileage Allowance - Beginning January 1, 2014 University mileage allowance will be 56¢ per mile.
(January through December 2013 mileage allowance is 56.5¢)

IRS Maximum Mileage Allowance for Moving Expenses - 23.5¢ per mile beginning January 1, 2014
(January through December 2013 mileage allowance is 24¢)

 See Travel Voucher (xlsm) to determine rate for your destination.

Maximum Daily Rate

Type of Meal$46$51$56$61$66$71
Breakfast
(Must depart by 6:30 am;
Return after 9:00 am)
$9 $10 $11
$12
$13
$14
Lunch
(Must depart by 11:00 am;
Return after 2:00 pm)
$14 $15 $17 $18 $20 $21
Dinner
(Must depart by 5:00 pm;
Return after 9:00 pm)
$23 $26 $28 $31 $33 $36

For Alaska, Hawaii, and U.S. Territory possessions: Calculate rate per meal at 20% for breakfast, 30% for lunch and 50% for dinner.


Travel Voucher Forms

For all domestic travel
Travel Expense Voucher and Instructions - Excel Spreadsheet, please 'enable macros' when opening form.
Use for general travel reimbursement with 3 or less destinations. Allows multiple funding sources and authorizations.

Extended Travel Expense Voucher and Instructions - Excel Spreadsheet, please 'enable macros' when opening form.
Use for trips over 10 days in duration, multiple destinations and travel with mileage to multiple locations (i.e. monthly travel within the state of Kentucky).

For all international travel
Travel Expense Voucher (xls) - Excel Spreadsheet, please 'enable macros' when opening form.
Use for general travel reimbursement with 3 or less destinations. Allows multiple funding sources and authorizations.

Extended Travel Expense Voucher (xls) - Excel Spreadsheet, please 'enable macros' when opening form.
Use for trips over 10 days in duration, multiple destinations and travel with mileage to multiple locations (i.e. monthly travel within the state of Kentucky).

Select all sheets with information or select 'entire workbook' when printing travel vouchers.

Certification of Non-Original Receipt Form (pdf) 

Advance Forms for Foreign Travel

Travel Advancement Form (pdf)
Instructions to complete the Travel Advancement Form (pdf)
Used only for International and Group Travel.

Travel Advance Reconciliation Form (pdf)
Instructions to complete the Travel Advance Reconciliation Form (pdf)
Used to reconcile International and Group Travel Advances.

 

University Travel Agency

PanAm OnSite Dedicated Agent:
Eleanor Prevost 502-909-0882
Contact Eleanor and other agents via email

PanAm Travel Program:
Visit the UofL PanAm Program website
Contact by phone 1-855-767-5280

Helpful Resource Documents for PanAm Travel:
How to Book a Flight (pdf)
Find an Itinerary (pdf)
 
View Upcoming Trips in List or Calendar View (pdf)

 

Southwest Airlines Information

Benefits

Step-by-Step Booking Guide (pdf)

"How To's"

 

Local Hotel/Rental Car Information 

Discount on Car Rentals for Personal Use

 

PDF files on this page require the free Adobe Acrobat Reader download.

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Questions about Student Billing

Email the Bursar

502-852-6503

Campus Locations

Budget & Financial Planning
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, Ky. 40292

Bursar's Office
Phone: 502-852-6503

Houchens Building
Room 101
Louisville, Ky. 40292

Controller's Office
Phone: 502-852-7072

Service Complex
2nd Floor
Louisville, Ky. 40292

Payroll Office
Phone: (502) 852-2978

Personnel Services Building
1980 Arthur Street
Louisville, Ky. 40208-1707

Position Management
Phone: (502) 852-2978

Personnel Services Building
1980 Arthur Street
Louisville, Ky. 40208-1707

Vice President for Finance
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, Ky. 40292

 
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