The travel program, also a part of Accounts Payable, is responsible for assisting and reimbursing employee's travel on behalf of the university. In order to document the business purpose of university travel, a claim must be completed and approved for any university business-related travel for which the university incurs expense (airfare or car rental charged to a university purchasing card) even if the traveler requests no reimbursement.
Furthermore, Accounts Payable is responsible for assuring compliance with the State of Nevada, Nevada System of Higher Education and the University of Nevada, Las Vegas rules, regulations and policies relative to the expenditure of university funds.
Travel Status and Reimbursement
Employees, Student, or Volunteers (who have been processed by UNLV Human Resources) are eligible to travel on UNLV official business. A person traveling 75 miles or more outside of Las Vegas are considered to be in Travel Status. If traveling by airplane, Travel Status begins two hours before the scheduled flight departure time (three hours for international travel) and ends at the arrival time shown on the flight itinerary.
A travel advance may be requested by UNLV students and employees in travel status on official UNLV business. Volunteers may not request a travel advance. The purpose of the travel advance is to assist travelers with out of pocket expenses for meals while in travel status.
A person traveling on official business for UNLV should choose the least expensive mode of transportation available when total travel time and cost of transportation are considered. With very few exceptions, only coach/economy class airfare will be reimbursed to travelers.
Airfare Upgrade Policy
UNLV employees and students while traveling on official UNLV business are required to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business when making official travel arrangements, and therefore, should consider the least expensive class of travel that meets their needs. In exceptional cases a traveler may use the lowest other than coach-class airline accommodations.
Many domestic airlines now impose baggage fees for checked baggage, and a smaller number charge for carry-on luggage also. When such charges are raised by an airline, an allowance is available subject to the satisfaction of policy requirements.
Car Rental Policy
UNLV’s rental car policy is dictated by the State Administration Manual (S.A.M. 0218.0) the following procedures are mandatory when renting vehicles. This policy applies to University employees and registered volunteers.
The University requires those travelling on official university business to follow the existing federal travel regulations (GSA) with regards to lodging and meal per diems.
Meal Per Diem Policy
Meal per diems are provided for employees, students, volunteers, and candidates when in travel status. The traveler will not receive per diem for a hosted meal.
Personal automobile mileage is available for employees (including volunteers, graduate assistants and student workers) at the standard mileage reimbursement rate for which a deduction is allowed for travel for federal income tax.
Travel Documents Instructions
The UNLV Travel Document (TD) is the approved travel form to initiate, approve, and reimburse travel expenses for employees, students, and volunteers traveling on official UNLV business.
Candidates for Employment
As part of the search process, the top three candidates for an advertised permanent position will be invited to the UNLV campus. In the case of candidates located more than 75 miles from the UNLV campus, the traveler will be in travel status for the duration of their visit.
Candidate Fact Sheet
This fact sheet should be sent to the candidate.
Independent Service Providers (ISP)
Guest and Visitors
A guest or visitor is an invited person, who is neither paid nor provides a service to UNLV during his/her visit. Travel must be approved prior to making arrangements.
Direct Deposit (EFT)
Unless otherwise arranged, employee expense reimbursements will be disbursed electronically to your bank account.
Frequently Used Travel Object/Sub-Object Codes
An important element of correctly recording travel expenditures are object and sub-object codes that are required based upon the type of fund that you use (includes P-card charges for travel expenses).
Emergency Travel Assistance
In the unlikely event that you need emergency travel assistance while in travel status, information covering the majority of contingencies is provided.
General Safety Tips
The traveler should personally take extra steps to remain safe while in travel status.
Matrix Table for Reimbursements
A summary of traveler types and allowable expense types is provided as a guide, subject to official policy and qualification requirements.
Not all expenses incurred by a traveler are reimbursable. A traveler should familiarize themselves with travel policies and procedures prior to committing to or incurring an expense.
When a reimbursement is requested by an individual (or group), the university is being asked to assume responsibility for the costs of those products or services. In this process, the university requires and takes ownership of the original receipt of purchase.
Travel Expense Authorization
A travel document should always be completed prior to travel, even if the expenses are being paid by another entity (zero travel doc). The travel document should be signed by the traveler, the traveler’s supervisor, and an authorized signatory of the account to be charged the travel expenses.
When travel abroad is involved, claims for reimbursement must always be made in U.S. dollars. It is the responsibility of the traveler to convert whatever currency they use into U.S. dollars prior to submission of their claim.
For the assistance of travelers traveling overseas, a simple reference table of currency symbols is provided.
FedRooms.com is an easy-to-use website providing a hotel room booking tool that will make following government lodging policy simple.
GSA Domestic Per Diem Tables
Domestic per diem rates are set by fiscal year effective on October 1. The current rates can be found by searching city and state (or zip code).
GSA Foreign Per Diem Tables
Foreign per diem rates are set on a monthly basis and should be checked prior to departure on overseas travel. The rates shown are in US dollar currency, not local currency.
When traveling overseas, there may be a need for translation services. Translation tools are available online and they enable individuals and businesses to translate documents, websites, and typed text for a variety of needs.