{"id":35744,"date":"2024-05-10T14:26:40","date_gmt":"2024-05-10T21:26:40","guid":{"rendered":"https:\/\/inside.ewu.edu\/financialservices\/?page_id=35744"},"modified":"2025-05-19T14:07:00","modified_gmt":"2025-05-19T21:07:00","slug":"frequently-asked-questions","status":"publish","type":"page","link":"https:\/\/inside.ewu.edu\/financialservices\/office-of-controller\/travel-accounting\/frequently-asked-questions\/","title":{"rendered":"Frequently Asked Questions"},"content":{"rendered":"<div class=\"gb-container gb-container-d117f309\"><div class=\"gb-inside-container\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-3da123a4\">\n<div class=\"gb-grid-column gb-grid-column-c5c6ca4d\"><div class=\"gb-container gb-container-c5c6ca4d\"><div class=\"gb-inside-container\">\n\n<h1 class=\"wp-block-heading\">Frequently Asked Questions<\/h1>\n\n\n\n<h5 class=\"wp-block-heading\">Office of Controller &#8211; Travel Accounting<\/h5>\n\n<\/div><\/div><\/div>\n<\/div>\n<\/div><\/div>\n\n\n<div style=\"height:2em\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"gb-container gb-container-b8ea20bb gb-accordion\">\n<div class=\"gb-container gb-container-fc47554a gb-accordion__item gb-accordion__item-open\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-ee2ed113 gb-accordion__toggle gb-block-is-current\" id=\"gb-accordion-toggle-ee2ed113\"><span class=\"gb-button-text\">What is the three hour rule for reimbursement of meal costs?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-691e05dd\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-691e05dd\">\n\n<p>Meal costs may be reimbursed if the traveler is in travel status for three hours beyond the normal workday. The three hours may consist of hours occurring before, after, or a combination of both before and after the traveler&#8217;s regular workday. IRS may consider meal reimbursement without an overnight stay a taxable fringe benefit.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-25d6b18c gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-58451a4d gb-accordion__toggle\" id=\"gb-accordion-toggle-58451a4d\"><span class=\"gb-button-text\">Can I take my spouse, family, and\/or pets with me in a motor pool or university contracted rental car?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-d65aea4f\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-d65aea4f\">\n\n<p>No.&nbsp; If you&#8217;re planning a trip using a motor pool or rental vehicle paid for by the university, do not include your family or any other&nbsp;<a href=\"https:\/\/ofm.wa.gov\/sites\/default\/files\/legacy\/policysc\/ch12sc96.pdf\">unauthorized passenger<\/a>.&nbsp; Use of&nbsp;<a href=\"http:\/\/www.ofm.wa.gov\/policy\/glossary.asp#stateVehicle\">state vehicles<\/a>&nbsp;is reserved for&nbsp;<a href=\"http:\/\/www.ofm.wa.gov\/policy\/glossary.asp#officialStateBusiness\">official business<\/a>&nbsp;for&nbsp;<a href=\"https:\/\/www.ofm.wa.gov\/accounting\/saam\/glossary#statedriver\">authorized drivers<\/a>&nbsp;and&nbsp;<a href=\"https:\/\/ofm.wa.gov\/sites\/default\/files\/legacy\/policysc\/ch12sc96.pdf\">authorized passengers<\/a>.&nbsp; The university will not provide excess liability protection to any unauthorized passengers in the event of an accident.<br>If you plan to include your family, plan to pay for the rental car.&nbsp; The expense for the rental where unauthorized passengers are attending will be treated as a personal side trip expense.&nbsp; The university will not reimburse personal side trip expenses.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-cb5d8761 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-bc05ad80 gb-accordion__toggle\" id=\"gb-accordion-toggle-bc05ad80\"><span class=\"gb-button-text\">What is the 50 mile rule?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-5a34e8a0\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-5a34e8a0\">\n\n<p>Lodging costs incurred within 50 miles from a traveler&#8217;s official residence or official station will not be reimbursed except under the following conditions:<\/p>\n\n\n\n<p>a) An overnight stay in a commercial lodging facility to avoid having a traveler drive back and forth for back-to-back late night\/early morning meetings.<br>b) When the health and safety of travelers is of concern as provided for in section 10.10.35.<br>c) When a agency can demonstrate that staying overnight is more economical to the state.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-909921da gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-a878e2e2 gb-accordion__toggle\" id=\"gb-accordion-toggle-a878e2e2\"><span class=\"gb-button-text\">Can you pay registration fees in foreign currency?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-2897dc27\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-2897dc27\">\n\n<p>To pay registration fees in foreign currency, you must come to the Travel Accounting Office (after the travel authorization has been completed and approved) to request a signed authorization to the Bank of America to charge the university bank account for the draft in foreign currency. You must then take the memo to the bank to get the check.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-1bc90fae gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-f3781bb0 gb-accordion__toggle\" id=\"gb-accordion-toggle-f3781bb0\"><span class=\"gb-button-text\">What is the mileage rate or per diem rate for a particular city?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-a3310bd5\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-a3310bd5\">\n\n<p>The mileage rate for privately-owned vehicles (POV) used for official state business is set by the Office of Financial Management (OFM).<\/p>\n\n\n\n<p>For current per diem (meals and lodging) and POV rates, visit the&nbsp;<a href=\"https:\/\/inside.ewu.edu\/financialservices\/office-of-controller\/travel-accounting\/#tadiem\">Travel Accounting<\/a>&nbsp;web site.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-7122c1d6 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-95e0ff5f gb-accordion__toggle\" id=\"gb-accordion-toggle-95e0ff5f\"><span class=\"gb-button-text\">How is the per diem for a particular location broken out for specific meals?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-36d84789\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-36d84789\">\n\n<p>When it becomes necessary to determine the amount to reimburse for individual meals (from the daily meals rate), use the following calculations rounded to the nearest dollar:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The breakfast portion is 26% of the set daily meals entitlement.<\/li>\n\n\n\n<li>The lunch portion is 29% of the set daily meals entitlement.<\/li>\n\n\n\n<li>The dinner portion is 45% of the set daily meals entitlement.&nbsp;&nbsp;<a href=\"http:\/\/www.ofm.wa.gov\/policy\/10.40.htm\">SAAM 10.40.10.c<\/a><\/li>\n<\/ul>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-9ee88ed4 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-196c5b92 gb-accordion__toggle\" id=\"gb-accordion-toggle-196c5b92\"><span class=\"gb-button-text\">What is the typical procedure for purchasing air transportation?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-4f3e38c1\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-4f3e38c1\">\n\n<p>See &#8220;Make Your Reservations&#8221; in the&nbsp;<a href=\"https:\/\/in.ewu.edu\/financialservices\/wp-content\/uploads\/sites\/44\/2022\/06\/Employee-Travel-Guide-06-10-22.pdf\">Employee Travel Guide<\/a><\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-d15577dc gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-18bf2441 gb-accordion__toggle\" id=\"gb-accordion-toggle-18bf2441\"><span class=\"gb-button-text\">Can I purchase cheaper airfare that I found online at a Travel Web site?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-4940dc0a\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-4940dc0a\">\n\n<p>The process outlined in the&nbsp;<a href=\"https:\/\/in.ewu.edu\/financialservices\/wp-content\/uploads\/sites\/44\/2022\/06\/Employee-Travel-Guide-06-10-22.pdf\">Employee Travel Guide<\/a>&nbsp;is the normal means for procuring airline tickets (see &#8220;Make Your Reservations&#8221;). If travelers procure airline tickets from&nbsp;<em>other<\/em>&nbsp;vendors (including internet providers and other non-contracted agencies), this would be considered an exception and certain information must be provided as described in the&nbsp;<a href=\"https:\/\/in.ewu.edu\/financialservices\/wp-content\/uploads\/sites\/44\/2022\/06\/Employee-Travel-Guide-06-10-22.pdf\">Employee Travel Guide<\/a>.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-cfab94f1 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-7e235855 gb-accordion__toggle\" id=\"gb-accordion-toggle-7e235855\"><span class=\"gb-button-text\">Where can state contracts regarding airfare be accessed?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-9641fd69\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-9641fd69\">\n\n<p>State contracts are available at the following sites:<\/p>\n\n\n\n<p><a href=\"https:\/\/in.ewu.edu\/financialservices\/wp-content\/uploads\/sites\/44\/2023\/01\/Travel-Agency-Enrollment-v-12-2022.pdf\">Travel Agency Services<\/a><\/p>\n\n\n\n<p><a href=\"http:\/\/www.ga.wa.gov\/pca\/contract\/00310p.doc\">Travel, Discount Airfares, State Agencies &amp; Higher Education<\/a>&nbsp;(this is the contract where city pair rates can be found)<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-47bfb393 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-7bb71b2b gb-accordion__toggle\" id=\"gb-accordion-toggle-7bb71b2b\"><span class=\"gb-button-text\">May a traveler purchase common carrier transportation (air and rail) from personal financial resources?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-b2a8ec17\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-b2a8ec17\">\n\n<p>Except as provided in SAAM 10.50.70, a traveler may only use their personal financial resources to purchase common carrier transportation in an emergency situation.<\/p>\n\n\n\n<p>Per (SAAM) 10.50.70, if there is an authorized change in a traveler&#8217;s itinerary while on travel status to conduct official state business, the traveler, whenever possible, is to pay the added cost through a state charge card system. If the traveler does not have access to a state charge card system, the traveler may pay for the added cost from personal financial resources provided receipts are submitted with the completed TA form.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-b9e1ca2a gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-94ebe3a8 gb-accordion__toggle\" id=\"gb-accordion-toggle-94ebe3a8\"><span class=\"gb-button-text\">Does the travel office handle travel for non-employees?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-9a3b7980\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-9a3b7980\">\n\n<p>No, the travel office handles travel only for employees and others on group travel with an employee.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-dea83e89 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-fbfc4e0a gb-accordion__toggle\" id=\"gb-accordion-toggle-fbfc4e0a\"><span class=\"gb-button-text\">What receipts are required for reimbursement?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-9842af6e\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-9842af6e\">\n\n<p>When asking for reimbursement, receipts will be required for registration, airfare, hotel, car rental, laundry and other items over $50.00.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-636aab9f gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-07d59c3f gb-accordion__toggle\" id=\"gb-accordion-toggle-07d59c3f\"><span class=\"gb-button-text\">What is the 150% rule?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-c89d519b\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-c89d519b\">\n\n<p>When lodging costs are higher than the per diem rate allowed you could use the 150% rule if certain conditions are met (see section 10.30.20a). To determine the 150% threshold, use the total per diem rate (lodging and meals) for the specific location and then multiply by 150% to equal the maximum allowable lodging amount. A justification form must accompany the travel authorization signed by the dean, director, or supervisor.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-c16aaee2 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-aee12bd4 gb-accordion__toggle\" id=\"gb-accordion-toggle-aee12bd4\"><span class=\"gb-button-text\">Can we get an advance for mileage?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-e1521e98\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-e1521e98\">\n\n<p>Cash advances can be provided to travelers for estimated travel expenses except for: (a) mileage reimbursement when using a personal vehicle for business travel, and (b) airfare. Travelers that hold the EWU corporate card (available through EWU Travel Accounting) should use their card for travel expenses rather than obtaining a cash advance. The traveler must account for a cash advance by completing an expense voucher and attaching receipts where required (e.g., lodging).<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-342809e5 gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-a5cdadd1 gb-accordion__toggle\" id=\"gb-accordion-toggle-a5cdadd1\"><span class=\"gb-button-text\">Where is my advance check?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-e84c7432\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-e84c7432\">\n\n<p>Traveler should look at the original travel authorization form after Travel Accounting has returned it. The date the check is to be printed will be written next to the advance amount entered. Also check to see which box was checked &#8211; whether check was to be mailed or be picked up at the cashier&#8217;s office. If problem still persists call Travel Accounting for assistance.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-7779179a gb-accordion__item\" data-transition=\"slide\">\n\n<button class=\"gb-button gb-button-6f5f77f0 gb-accordion__toggle\" id=\"gb-accordion-toggle-6f5f77f0\"><span class=\"gb-button-text\">What are taxable travel expenses?<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon\"><path d=\"M207.029 381.476L12.686 187.132c-9.373-9.373-9.373-24.569 0-33.941l22.667-22.667c9.357-9.357 24.522-9.375 33.901-.04L224 284.505l154.745-154.021c9.379-9.335 24.544-9.317 33.901.04l22.667 22.667c9.373 9.373 9.373 24.569 0 33.941L240.971 381.476c-9.373 9.372-24.569 9.372-33.942 0z\" fill=\"currentColor\"><\/path><\/svg><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 448 512\" width=\"1em\" height=\"1em\" role=\"img\" class=\"gb-accordion__icon-open\"><path d=\"M240.971 130.524l194.343 194.343c9.373 9.373 9.373 24.569 0 33.941l-22.667 22.667c-9.357 9.357-24.522 9.375-33.901.04L224 227.495 69.255 381.516c-9.379 9.335-24.544 9.317-33.901-.04l-22.667-22.667c-9.373-9.373-9.373-24.569 0-33.941L207.03 130.525c9.372-9.373 24.568-9.373 33.941-.001z\" fill=\"currentColor\"><\/path><\/svg><\/span><\/button>\n\n\n<div id=\"gb-accordion-content-4486e1a2\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-4486e1a2\">\n\n<p>Under IRS regulations, travel expenses not meeting requirements under PUB 15, 463, and 535 are taxable to the traveling employee. Some travel expense reimbursements to Eastern Washington University employees qualify as taxable, and must be reported as wages. These typically are same day meal per diem expenses.<\/p>\n\n\n\n<p>Same-day Per Diem &#8211; Travel that occurs and is completed in the same day does not meet the &#8220;traveling away from home&#8221; requirement of the IRS to be designated tax deductible. Therefore, per diem allowances for same-day travel are considered wages. Traveling away from home requires the employee to be away from the general area of their tax home substantially longer than an ordinary day&#8217;s work, and requires sleep or rest to meet the demands of work while away from home. Generally, the employee&#8217;s tax home is their regular place of business or post of duty, regardless of where they maintain their family home. It includes the entire city or general area in which their business or work is located.<\/p>\n\n\n\n<p>Eastern has a federal obligation to report same day per diem reimbursements as taxable wages.&nbsp; Reimbursements and tax deductions will be included on W-2 forms.&nbsp;&nbsp; These payments are taxed at the time of travel. The taxable meal reimbursement allows for an exemption when university business is conducted during the meal period, and employees will be provided an opportunity to claim that exemption.<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Meal costs may be reimbursed if the traveler is in travel status for three hours beyond the normal workday. The three hours may consist of hours occurring before, after, or a combination of both before and after the traveler&#8217;s regular workday. IRS may consider meal reimbursement without an overnight stay a taxable fringe benefit. No.&nbsp; &#8230; <a title=\"Frequently Asked Questions\" class=\"read-more\" href=\"https:\/\/inside.ewu.edu\/financialservices\/office-of-controller\/travel-accounting\/frequently-asked-questions\/\" aria-label=\"Read more about Frequently Asked Questions\">Read more<\/a><\/p>\n","protected":false},"author":3269,"featured_media":0,"parent":35724,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"wpo365_audiences":[],"wpo365_private":false,"footnotes":""},"class_list":["post-35744","page","type-page","status-publish"],"_links":{"self":[{"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/pages\/35744"}],"collection":[{"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/users\/3269"}],"replies":[{"embeddable":true,"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/comments?post=35744"}],"version-history":[{"count":9,"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/pages\/35744\/revisions"}],"predecessor-version":[{"id":37255,"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/pages\/35744\/revisions\/37255"}],"up":[{"embeddable":true,"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/pages\/35724"}],"wp:attachment":[{"href":"https:\/\/inside.ewu.edu\/financialservices\/wp-json\/wp\/v2\/media?parent=35744"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}