Reimbursements

Create an Expense Report in Chrome River to request reimbursement for travel expenses incurred on official University business. Employees cannot be reimbursed for the same travel expenses from an outside organization and the University. Please see detailed instructions listed on the help section of the Chrome River Welcome Page.

Timing of Travel Reimbursements

An Expense Report will need to be submitted no more than 120 days after the last day of travel listed on the Pre-Approval. Any travel submitted after 120 days of your return will become taxable income and must be processed on a One Time Only (See Accountable Plan Guidelines).

Direct Deposit

Employees are required to sign up for direct deposit for travel reimbursements. Direct deposit facilitates a significant cost savings and provides a more efficient means of payment disbursement. Reducing the number of checks sent through U.S. mail and campus mail also reduces the likelihood of lost checks.

Sign up for direct deposit for travel reimbursements here. Please note: Direct deposit for travel reimbursement is separate from direct deposit for payroll. Contact the travel department if you have questions (ext: 3541).

See Cash Advances for instructions for closing out a travel cash advance.

Subsistence

Subsistence includes meals, tips, porters, and other miscellaneous incidental expenses. Subsistence is reimbursed based on location of lodging. Chrome River will automatically calculate the rate of Per Diem based on the city, state, and/or country that has been entered. Subsistence for overnight travel on University business will be based on federal per diem rates for all 50 States and U.S. territories (CONUS). This includes travel within the State of Indiana. All foreign travel will be reimbursed using Federal Foreign Travel Reimbursement Rates (OCONUS). All travel required to follow state regulations (state grants) will be reimbursed at the approved state per diem rates. Subsistence is paid at the rate applicable to the location of lodging obtained for the night. If a city is not found on the CONUS list then the lowest CONUS rate is applicable. On the day travel status begins and on the day travel status ends, the rate will be 75% of one day’s subsistence. Persons are allowed to claim subsistence and lodging one day before and one day after the date of ISU business.

When reimbursement for subsistence is claimed, the traveler shall verify that no meals were furnished. The exceptions being:

• Continental breakfast
• Finger foods or hors d'oeuvres
• Receptions

When attending a conference or meeting, a full copy of the agenda must be included indicating which meals were provided. If a meal is provided, no subsistence shall be claimed for that meal, and the per diem must be adjusted by deducting the appropriate meal from that day’s allowance.

• Breakfast 25% of applicable CONUS rate
• Lunch 25% of applicable CONUS rate
• Dinner 50% of applicable CONUS rate

Actual Food Expenses

The actual cost of meals may be claimed in lieu of subsistence ONLY if the expenses are LESS than or EQUAL to the total subsistence allowed. Receipts must be provided. The University does not reimburse for alcoholic beverages.

Meals on One Day Trips (no overnight stay)

Generally, reimbursement to faculty and staff are not allowed for subsistence or meals receipts for any one day (non-overnight) trips. On the occasion when a traveler needs to attend a business meal during a trip, actual meal expenses (as opposed to per diem) are reimbursed. All reimbursements for business travel meals must include the Hospitality form and actual food receipts are required. Reasonable meal expenses related to travel of one day or less may be claimed for the following cases:

• When a meal at a convention, conference or meeting is part of the agenda and the cost of the meal has not previously been paid with the registration fee. The menu and the cost are arranged by the event organizers and beyond the control of the claimant. Receipt and proof that the meal is part of the agenda are required. If one individual is seeking reimbursement for a group of faculty/staff, all employee’s names should be included on a Hospitality Form.
• When directed or required to attend mealtime business meetings, including community or public relations meetings. Receipt and Hospitality Form which states a clear business purpose are required.
• Meal expenses for a student group on a one-day trip may be reimbursed at the actual cost (should be reasonable compared to current federal per-diem rate for that city). An itemized receipt is required and the request for payment must state that the expenses result from a trip by a student group. University faculty/staff or group leaders who accompany and are responsible for the care, custody, or control of the group are also eligible for meal-expense reimbursement. Students must be greater in number than faculty/staff. When a single reimbursement (receipt) is requested for multiple employees, all employee’s names should be identified on a Hospitality Form.