Rules of the Road
Meals (per-diem rates apply)
Lodging (receipts required)
Vehicle Use (personal vehicles and rentals)
Conference Registration Fees
Miscellaneous: parking, telephone calls, facsimiles, hotel internet
access charges, taxicab fares, airport shuttle fares, and tolls. All business
calls, and one long distance call to a family member on the first day of travel
and alternating days thereafter. Commercial ground transportation requires
receipts if over $75.00; all other miscellaneous expenses require receipts if
over $25.00. All miscellaneous expenses must be itemized on the Travel
100 miles or more: $32.00/day plus $0.165/mile
but should not exceed $0.50/mile rate below.
Note: excludes travel to Deer Creek Ranch or Crater
Lake Natl. Park, not to exceed $.50/mile federal
Less than 100 miles: $0.50/mile.
Rental Agreement Options
National Car Rental
Provides discount pricing on vehicle rentals
1) Pay with your own credit card, or Corporate Card, and add to
Travel Expense Report for reimbursement.
2) Set up for receiving a “Direct Bill” from the rental agency, and pay
by Banner invoice.
To get special pricing: Reference the State “Contract ID
Number” when making arrangements
For Enterprise Direct
Billing option, use the
For Enterprise SOU Corporate Account
Pay-on-your-own Number : 46OR12:ORE,
option (& get and also identify SOU
reimbursed), just billing address, your
identify yourself as a department
State employee with
SOU, to get the
The Oregon University System requires Department of Motor
Vehicles (DMV) clearance for all vehicular travel; this includes
private car mileage and rental cars. DMV clearance is
processed through Facilities Management and Planning.
For information and to submit a clearance request go to the
Motor Pool section of the Facilities and Management Planning
web site at: http://www.sou.edu/fmp/motorpool.shtml
To ensure receiving a reimbursement for vehicle use, all
employees must have cleared the SOU Driver Clearance
Employees can use their Corporate Travel card, or personal
credit cards to book their own airfare accommodations,
and file for a reimbursement.
Airfare can also be booked through Jackson Travel for
students and visiting guests, using the SOU Travel Card.
To book rates through Jackson Travel, departments must:
1) Contact Jackson Travel to convey needed accommodations, identify yourself as an
SOU employee, and provide your departmental Index code.
2) Jackson Travel will e-mail SOU Business Services to confirm the individual is
authorized to commit funds on behalf of the SOU department.
3) Same day, Business Services will acknowledge the individual is an SOU employee
who is authorized to make the commitment.
4) Jackson Travel will issue the airfare ticket, and charge it to the SOU Business
Services Travel Card.
5) Business Services will JV the expense to the department index each month.
Breakfast = 25%
Lunch = 25%
Dinner = 50%
Initial Day of Travel: Departure Prior to 7:00am to 1:00pm and
7:00am 12:59pm after
Meal Allowance 100% 75% 50%
In-State $52.00 $39.00 $26.00
Out-of-State (Low Cost) $52.00 $39.00 $26.00
Out-of-State (High Cost) $65.00 $48.75 $32.50
Final Day of Travel: Return Noon to 6:00pm and
Prior to Noon 5:59pm after
Meal Allowance 25% 50% 100%
In-State $13.00 $26.00 $52.00
Out-of-State (Low Cost) $13.00 $26.00 $52.00
Out-of-State (High Cost) $16.25 $32.50 $65.00
One-day trips: travelers are entitled to the breakfast per diem if they leave the official
workstation two or more hours before their regular work shift, and they are entitled to the dinner
per diem if they return two or more hours after their regular work shift.
No receipts are required for meals that fall within the allowable rates.
Reimbursement for meals at actual expense is only allowed for:
Hosting official guests and groups,
Athletic team and student group meal expenses, and
OUS Board members and unpaid members of advisory committees.
Itemized receipt is required.
A gratuity of up to 15% of each meal expense may also be claimed. The receipt must separate
the meal cost and the gratuity paid. When the receipt shows only the total charge, the traveler
should write in the meal and gratuity amounts. When a single reimbursement is requested for
multiple employees, all employee's names should be identified on the receipt.
No alcohol expenses are reimbursable with state funds.
Athletic team meal expenses exceeding the OUS per-diem rate require documentation as to
the reason for the excess and documented approval of the athletic director or the associate
athletic director to whom the coach reports.
Student group meal expenses exceeding the OUS per-diem rate require documentation as to
the reason for the excess and documented approval of the department head.
Receiptsare required. Receipts should be
itemized and show that the lodging was paid.
When staying at an Oregon hotel, inquire as
to whether they offer “State” rates. Many will
extend “state” rates, but not all are aware that
SOU is affiliated with a State agency.
Toview maximum rates, visit: The Travel
Rates Table. Note: Exceptions can apply given limited
alternatives, and department’s funding. See Travel Exception Form.
Hernandez, Travel/Accounts Payable
Specialist, email@example.com, 552-6553
Purchasing Agent (hire pending)
Steve Larvick, Business Director,
Steve Larvick, Business Services
Purchasing Cards (P-Cards)