¶¶Òõ̽̽

Employee Reimbursement

Employees include faculty, staff, and student employees, work-study employees, and graduate assistants when traveling in the capacity of their employment or for official University business.

Key Resources

Body

Policies and UOPs

Body

Forms and User Guides

Body

Forms

  • (for Disbursement Center full-service users only)

More Finance Forms

User Guides

More Finance User Guides

Contact the Travel and Expense Team

Body

travel@uvm.edu
(802) 656-4192
Disbursement Center
205 Waterman
Burlington, VT 05405

See the Travel Policy for full details about eligible employees and allowable/unallowable expenses.

Travel expense reimbursement requests must be submitted within 60 calendar days after return from the trip, or 30 calendar days if a Travel Cash Advance has been issued.

The mileage reimbursement rate is $0.70 effective January 1, 2025.

Always check with your business manager about Department guidelines on receipt requirements.

Alcohol is never an allowable expense during travel status. Alcohol for business meals may only be purchased on discretionary gift and endowment funds, and with Provost pre-approval.

Receipt Requirements

Body

Itemized receipts are required for the following:

  • Lodging
  • Airfare
  • Other transportation
  • Vehicle rental

Travel meal reimbursement amounts have daily maximum limits, tax and tips included:

  • Domestic travel meal rate =  $60 maximum per day, no receipts required
  • International travel meal rate = $75 maximum per day without receipts; $90 maximum per day with receipts
  • Generally, tips 15% to 20% of the pre-tax amount are acceptable.
  • Original, scanned, or digital receipts are acceptable.
  • If expense is on a credit card, keep both the itemized and summary slips.
  • When traveling in a developing country, or for long trips, keep a log or journal. Use a Generic Receipt if no receipt is provided.
  • Pay for services abroad using the W8Ben with Receipt form.
  • Alcohol is never an allowable expense during travel status. Alcohol for business meals may only be purchased on discretionary gift and endowment funds, and with Provost pre-approval.
  • Business meals require itemized receipts, names of the attendees of the meal, and clear business purposes, based on the IRS accountable plan rules.
Receipt Requirements
Type of ExpenseItemized Receipts Required?Dollar Threshold?
Travel - non-mealYesNo
Travel - meal   
Domestic		NoUp to $60 maximum
Travel - meal  
 International		NoUp to $75 maximum
Travel - meal   
International		Yes$90 maximum, all receipts
Travel - meal  
International - underdeveloped countries		No, keep journal$90 maximum
Travel - meal   
Multiple ¶¶Òõ̽̽ employees		Yes$60/$90 maximum per day per employee still applies
Business MealYesNo
Business Meal while on travelYesIncluded in $60/$90 maximum per day per employee

Direct Deposit for Travel and Expense Reimbursement

Body

Enjoy immediate access to your funds by having your travel and expense reimbursements automatically deposited to your bank account. If you have multiple bank accounts registered in PeopleSoft HR, the balance account (999) or the account with the highest deposit order will be the default account for direct deposit of travel and expense reimbursements.

You will receive an email notification when your direct deposit reimbursement or check has been issued. You may also review the status of the Expense Report in PeopleSoft.

For complete instructions, see the . If you have questions, email travel@uvm.edu.

Submitting reimbursements

Body

Find your College/School or Division below for instructions on submitting expense reimbursements

College/SchoolDivision

Business Meals, Hospitality and Other Reimbursable Expenses

Body

Expenses for business meals, hospitality, refreshments, gifts/amenities, or other items not purchased via a PurCard are reimbursed via a PeopleSoft Expense Report.

  • Reimbursement requests must be submitted within 60 calendar days of the expenditure.
  • Itemized receipts are required for all expenses incurred, regardless of the method of payment.
  • See the Business Meal, Hospitality and Amenity Policy for full details.

Reimbursement FAQs

I’m traveling and taking three coworkers with me. Since I paid for all of the meals, I plan to include all of their reimbursements on my expense report, each for $60 per day. Correct?
Body

No. Per the travel policy, any meal paid for by a ¶¶Òõ̽̽ employee for multiple employees requires the itemized receipt to document the expense report. This would be true for every meal.

Is travel to Canada considered foreign or domestic travel?
Body

If the destination is Canada, the trip is considered domestic. Meals in Canada for a trip with a Canadian destination are subject to the domestic meal rate.

If the destination is outside Canada, the trip is considered international. (For example, driving to Montreal to fly out to Paris, France – the mileage is international travel.)

N.B.: National Institutes of Health definition: Foreign travel is defined as any travel outside of Canada and the United States (U.S.) and its territories and possessions.

I had a business meal during my trip. Does it count toward the daily maximum allowable meal limit?
Body

Yes, business meals are included in the daily maximums of $60 per day domestic and $90 per day international.

Can I be reimbursed for an expense before the trip?
Body

No. According to the Travel Policy, "No travel expenses will be reimbursed before the trip has occurred. If expenses must be incurred before the trip (e.g., airfare, conference registration, hotel, etc.), a ¶¶Òõ̽̽ purchasing card should be used as means of payment."

How should I enter travel meals on the expense report?
Body

By each day, with all meals included (up to $60 / day domestic, $90 per day international)

What if I’m travelling for a month or more?
Body

Keep a log of expenses. Sum meals by the week (or less often for longer trips). Attach the log to the expense report. A spreadsheet is fine for this purpose.

Additional Resources