Faculty, staff, students, volunteers, candidates, and guests traveling on UNLV business 75 miles or more outside of Las Vegas (or their permanent work station) can request to be reimbursed for per diem and incidental travel expenses.

The traveler may only receive reimbursement up to the overall maximum travel budget. UNLV is not responsible for expenses that exceed the travel budget.

Travel Classifications

Eligible travelers are classified  as one of the following NSHE categories:

  • Faculty
    • Academic
    • Administrative
    • See individual department guidelines for specific restrictions
  • Staff
  • Registered Volunteer - individual who performs a service that is directly related to UNLV business, without the expectation of monetary or material compensation.
  • Student - must be enrolled at the time of travel
  • Candidates - employee and student recruitment
  • Guest/independent service provider- Are not eligible for per diem. See additional information below.

Travel Status Time Frame

Travel status begins two hours prior to departure from Las Vegas airport or airport closest to permanent work station for domestic flights, and three hours prior to departure for international flights. Travel status ends when the returning flight has arrived at the airport in Las Vegas or airport closest to permanent work station for both domestic and international flights.

Eligible Travel Expenses

Individual Travel (Faculty, Staff, and Students)

Traveler should submit travel cost estimates on a spend authorization to the sponsoring department head for approval before travel arrangements are made.

Group/Team Travel (Faculty, Staff, Students, and Invited Guests)

Defined as two or more people traveling to the same destination for the same purpose. Team travel has a designated leader who is responsible for all trip expenses for the entire group and submits one Spend Authorization and Expense Reimbursement in the team leader’s name.

Travel Roster must be included with Spend Authorization and Expense Reimbursement.

Travel Roster must include:

  • Name of traveler
  • Travel affiliation with the university

Eligible travel cost include:

  • Airfare: only coach/economy class airfare may be prepaid by the department or reimbursed to travelers.
  • Baggage: See baggage allowance policy for guidelines and restrictions.
  • Car rental: See car rental policy for guidelines and restrictions.
  • Lodging: See lodging policy page for guidelines and restrictions.
  • Meal Per Diem: See meal per diem for guidelines and restrictions. Hosted meals will not be reimbursed.
  • Mileage: See mileage reimbursement policy .
  • Costs associated with travel to and from airport.
  • Conference/Registration fees

Invited Guests

Invited guests are defined as those who travel for the university for business purposes. Sponsoring department head must approve costs before travel arrangements are made. Costs should be covered with the use of a PCard. Contact Accounts Payable when an exception is necessary. Costs covered for guest travel could include:

A letter of invitation to the guest and a Hosting Explanation Form must be included with Supplier Invoice Request (SIR) for traveler reimbursement.

Hosted meals must be identified in PCard verification and include a host explanation form.

Volunteer Travel

Volunteers must register as a volunteer through the Human Resources webpage. Traveler should submit travel cost estimates on a Spend Authorization to the sponsoring department head for approval before travel arrangements are made. Travel expenses may be submitted for:

Volunteers are held to the same travel allowances and restrictions as university employees.

Non-Reimbursable Expenses

Non-reimbursable expenses are items or services purchased that will not be reimbursed due to non-compliance of policies and/or procedures. The list below is non-inclusive of non-reimbursable expenses. The following fees are not allowed to be reimbursed, charged on a P-card, or prepaid.

  • Annual fees for personal charge or credit cards
  • Airline "Early Bird" check in fees
  • Baby-sitting
  • Credit card delinquency fees / finance charges / annual charges
  • Laundry charges for travel less than four consecutive nights
  • Loss / theft of personal property
  • Mini-bar refreshments
  • Movies
  • “No Show” charges for hotel or vehicle service
  • Non-meal tips / gratuities
  • Optional travel insurance
  • Parking fines or traffic fines
  • Passports or passport photographs
  • Personal clothing or hygiene items
  • Personal entertainment, including sports events
  • Personal side trip expenses while on business trip
  • Personal telephone call(s) that add up to more than $10.00 per day
  • Prepaid phone cards (except for prepaid phone cards while in travel status in a foreign location and other prepaid cards such as gift certificates and prepaid credit cards
  • Room service
  • Satellite Radio and GPS Navigation Systems
  • Tips for personal meals, taxis, shuttle, and limousines etc. are not reimbursable
  • Vehicle cleaning