The purpose of the Travel Desk is to provide direction to employees and other authorized individuals who travel on behalf of the university. Travel costs are to be allocated and expended within established budget limits and serve an official business purpose. Travelers are not authorized to make travel commitments or incur related expenses until after appropriate approvals are obtained.
Prior to Travel
A TAR (Travel Authorization Request) must be on file prior to processing payments
for any travel related purchases, at least five days prior to the date of departure.
A TAR establishes that the employee's supervisor authorizes the absence, provides
documentation in case of an accident and/or workmen's compensation claim, and establishes
that the expenditure of university funds is approved and that adequate budget is available
to reimburse the employee.
Forms can be found on the Procedures and Forms page.
FGCU Student Travel
Student travel in many instances is handled in the same manner as for faculty and staff:
- A Travel Authorization Request (TAR) is submitted under the student’s name and (TAR) approval is required before expenses are incurred.
- A Travel Reimbursement Request Form is submitted after returning from the trip (no later than 30 days after completion) and submitted along with the related receipts and any additional documentation.
Rates of Per Diem
An $80.00 maximum per diem is allowed for Class A or B travel. When there are no other reimbursable expenses (i.e., hotel, car rental, etc.), per diem may be computed at one-fourth the authorized maximum rate of $80.00 for each quarter of a 24-hour period or a fraction thereof. The quarters will be calculated, on the basis of 6-hour cycles, beginning at midnight. The maximum per diem allowances are as follows:
|Quarter day||per diem||maximum||per diem|
|Midnight to 6 AM||$20.00||1/4 Day||$20.00|
|6 AM to 12 Noon||$20.00||1/2 Day||$40.00|
|12 Noon to 6 PM||$20.00||3/4 Day||$60.00|
|6 PM to Midnight||$20.00||Full Day||$80.00|
Domestic Rates of Subsistence Allowed
Note: Rates differ for Foreign Travel.
All travelers shall be allowed the following amounts for meals
|Total per Day||$36.00|
Privately Owned Vehicles Usage
Whenever travel is by privately owned vehicles, the traveler shall be entitled to a mileage allowance at a fixed rate not to exceed $0.445 per mile. Reimbursement for expenditures related to the operation, maintenance and ownership of a privately owned vehicle is not allowed when the vehicle is used for public business. No individual who receives a car allowance may be reimbursed by the University, or use the University P-Card for rental cars during the period covered by the allowance except when rentals cars are needed in conjunction with other forms of common carrier transportation such as airlines.
The University will only reimburse economy/coach airline travel. First and Business class transportation is not allowable, except when extenuating circumstances exist. In this case, the traveler may be reimbursed for a higher class; however, this must be justified and documented on the TAR or Travel Reimbursement Request Form link to Controller’s page and approved by the traveler’s supervisor.
Authorized university travelers may be reimbursed for incidental travel expenses incurred. All receipts should be attached to the Travel Reimbursement Request Form. The following incidental travel expenses may be reimbursed upon presentation of an original receipt:
- Receipts for taxi fares and shuttle service.
- Receipts for parking fees and tolls. Necessary charges for parking will be reimbursed, including airport parking fees. Mandatory valet parking, to include tips that do not exceed $1.00 per occasion, will be reimbursed.
- Communication expenses, including telephone/fax/Wifi/Internet connections incurred as a result of University business.
- Reasonable tips and gratuities may be reimbursed to the traveler for the following:
- Actual tips paid to taxi drivers, which shall not exceed 15% of the fare.
- Actual tips paid to valets for mandatory valet parking which shall not exceed $1.00 per occasion or a maximum of $5.00.
- Actual portage charges paid which shall not exceed $1.00 per bag or a maximum of $5.00.
Non Reimbursable Incidental Travel Expenses include:
- Rental car insurance option for personal accident waiver.
- Personal telephone calls.
- Traffic fines or parking violations.
- Mileage between home and official place of work.
- Meals in excess of per diem.
- Loss or damage to personal items.
Travel Expenses for Non-Employees/Non-FGCU Students
When the University pays travel expenses incurred by independent contractors, consultants or other non- employees, the expenses should be paid as part of the contractor’s flat service fee (all-inclusive).
A TAR should be completed as normal. It will be signed upon the candidate’s arrival to campus. The Travel Reimbursement Request Form should be completed before the candidate’s departure from the University.