Pre-Travel Registration

All University-related out-of-state or overnight travel by faculty, staff, graduate students, and undergraduate student employees must be registered through the UMass Travel Registry prior to the trip.

After your trip is registered, and approved, the Registry will assign a unique ID number that must be included in your Travel Reimbursement Request.

Lexie Renna () will approve your itinerary.

 

Submit a Travel Reimbursement Request

You must submit a Travel Reimbursement Request within 30 days after returning from your trip. Please send the following to Maggie DeGregorio ():

*Please make sure to include the speed type so we know where to charge your expenses. If you aren’t sure of the speed type, please reach out to the PI or provide project details so that we can look it up.

**Receipts are required for all expenses. Please make sure that the receipts include the last 4 digits of the credit card number. If unavailable, please include another proof of payment (credit card charge/statement).

If you cannot get a receipt, a Missing Receipt Affidavit form must be completed and submitted.

 

Airfare

An airfare receipt must include all flight details and the form of payment.

If the traveler is unable to obtain a copy of the airline receipt, a copy of the itinerary and one of the following must be included:

  • original credit/debit card statement or charge slip
  • canceled check or other record of payment

Hotel/Lodging

Hotel bills must be original and must include the daily charges, not just the total charge.

Mileage – Personal Car Usage

If you use your car for business travel purposes, you are eligible to claim mileage, currently at the rate of $0.56 per mile (01/01/2021). Calculate mileage based on UMass as your starting point, unless the actual mileage from your starting point is less than the distance from UMass to your destination.  You must provide either one of the following to prove your mileage claim: identify the beginning and ending odometer readings from your car using the Mileage Log or calculate mileage using a driving directions website (Google Maps, Mapquest, etc).

Per Diem (“M&IE” – Meals & Incidental Expenses)

A printed copy of the webpage showing the per diem rate used must be submitted with the expense reimbursement form.

Per diem is now calculated for calendar days of travel rather than 24 hour periods.  Travelers may claim up to 75% of the daily allowable per diem rate for the first and last day of travel.  The full rate may be claimed for the remaining days of travel.

For example, if your travel began on December 1st and you returned on December 4th, you may claim 75% of the daily rate for December 1st and 4th, but use the full daily rate for December 2nd and 3rd.

For travel in the continental U.S., use http://www.gsa.gov/perdiem for accurate per diem rates.

For travel to Alaska, Hawaii, and US Territories, use   https://aoprals.state.gov/web920/per_diem.asp.

(Use “Outside CONUS” section, select country from drop down menu and the “Include Military Installations” box should be unchecked.)

For international travel, use   https://aoprals.state.gov/web920/per_diem.asp.

(Use “Outside CONUS” section, select country from drop down menu and the “Include Military Installations” box should be unchecked.)

Converting International Currencies to USD$

A printed copy of the webpage showing the conversion calculation must be submitted with the expense reimbursement form.

Travel reimbursements are processed in U.S. dollars. If the receipts are not in USD, please provide a credit card statement. This will provide an exact currency conversion.

Foreign currencies may be converted using the rates at:  http://www.oanda.com/currency/converter/.  Travelers will be reimbursed using the currency rates that were in effect on the dates of travel.