Travel Status and Reimbursement Policy
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.
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.
International Travel Policy
The Board of Regents International Travel Policy procedures requires faculty and staff traveling abroad for university-associated business to register their international travel prior to departure. These procedures apply regardless of funding and whether the traveling employee is on contract, such as for summer or winter break for nine-month contract faculty. Faculty and staff must follow college- and unit-level procedures for approval prior to registering their trip.
The travel registry requires registrants to:
- List the name of the administrator who will approve trips electronically;
- Report correct Department of State Travel Advisory and CDC Health Alert levels; and
- Upload required documents to the system.
Requests must have administrative approval before they can be reviewed by the Office of the Vice Provost for Academic Programs for final approval.
Traveling faculty and staff will receive notification of approval via email along with information about additional insurance coverage.
Faculty and staff traveling with students must contact Greg Stephany, associate director of International Programs, and follow up with Export Control Officer Jill Zimbelman.
For more information, contact Associate Vice Provost for Workforce Development Cecilia Maldonado at firstname.lastname@example.org or 702-895-3410.