Alabama A&M University Comptroller’s Office
Travel Rates and Information Guide
In-State Travel
Expense
item
Payment
Criteria
Meals &
Incidentals
without
overnight stay
Trip duration
Less than 6 hours
Trip duration
Less than 6 – 12
hours
Trip duration
Greater than 12
hours
Lodging,
Meals &
Incidentals
Basis
Per Diem
Allowance
$11.25
$30.00
Greater than two
consecutive
months
$75
$56.25
Effective Date
for the Amount
/ Rate
08/1/2013
Proof of travel
i.e. meeting
agenda
Proof of travel
i.e. meeting
agenda
08/1/2013
08/1/2013
08/1/2013
08/1/2013
.54¢/mile
MapQuest or
Google maps
printout
showing the
mileage from
the point of
origin to the
point of
destination
01/1/2016
Reimbursement
(insurance is
not
reimbursable)
Actual cost
Car rental
agency receipt
08/1/2013
Tips
Tips paid to
servers, baggage
handlers, taxi
drivers, hotel
staff etc.
Per Diem
Allowance
$0
additional
claim.
Amount
included as
a part of
incidental
allowance
Proof of travel
08/1/2013
Baggage
Fees
Baggage fees
paid in
conjunction with
Air, Bus, or Train
Transportation
Reimbursement
Actual cost
Official
transport receipt
08/1/2013
Reimbursement
Documentation
Requirements
$0
Per Diem
Allowance
each day of
travel
Less than two
consecutive
months
Amount
Mileage
Use of personal
vehicle
Rental Car
Car rental from
pre-approved
rental agency as
established by the
Purchasing
Office
Number of
miles traveled x
Reimbursement
rate per mile
One-bag limit
Alabama A&M University Comptroller’s Office
Travel Rates and Information Guide
Out-of-State Travel
Expense
item
Meals &
Incidentals
Payment
Criteria
Out of State
Travel
Lodging
Overnight Stay
(single room rate)
Mileage
Use of personal
vehicle when
cost is more
economical
than the cost of
Public
Transportation
Basis
Amount
Per Diem
Allowance
Per US GSA
Meals and
Incidentals
Rates
Reimbursement
Actual
Cost
Reimbursement
Number of
miles traveled x
Reimbursement
rate per mile
.54¢/mile
Transportation:
Air, Bus, Train,
etc.
When cost is
more economical
than the cost of
mileage
Univ. prepay or
Reimbursement
Actual
Cost
Rental Car
Car rental from
pre-approved
rental agency as
established by the
Purchasing
Office
Reimbursement
(insurance is
not
reimbursable)
Actual cost
Tips
Tips paid to
servers, baggage
handlers, taxi
drivers, hotel
staff etc.
Per Diem
Allowance
$0
additional
claim.
Amount
included as
a part of
incidental
allowance
Baggage
Fees
Baggage fees
paid in
conjunction with
Air, Bus, or Train
Transportation
Reimbursement
Actual cost
One-bag limit
Documentation
Requirements
Effective Date
for the Amount
/ Rate
Conference /
03/10/2015
Meeting Agenda
Hotel Receipt
with $0 Balance
MapQuest or
Google maps
printout
showing the
mileage from
the point of
origin to the
point of
destination
08/1/2013
01/1/2016
Univ. prepay –
Orbitz booking
confirmation
Reimbursement –
Confirmation
receipt with proof
of payment from
source of
transportation.
Car rental
agency receipt
08/1/2013
Proof of travel
i.e. restaurant
receipt, hotel
receipt, taxi
receipt, etc.
01/1/2016
Official
transport receipt
08/1/2013