Travel Insurance - International Trips

 

The University of Alabama System ("UAS") travel assistance web page

 

UAH, through The University of Alabama System (UAS), maintains a robust program to help protect and assist our international travelers engaged in Educational Travel and Business Travel abroad. All travel involves risk, requiring individuals to be primarily responsible for their personal safety, security and health. The UAS International Travel Assistance Program has been established to assist travelers in times of unexpected circumstances that call for prompt action. While not a substitute for personal preparation and diligent emergency precautions, our objective is to provide assistance in times of need.

International travelers should register travel plans through their division's designated international travel registration point of contact.  To receive destination alerts and access important medical and security information, download the ISOS Assistance App to your smartphone. Carry your International SOS membership card with you at all times while traveling abroad.

Contact the Office of Risk Management and Compliance (riskmanagement@uah.edu) if you have questions relating to international travel assistance programs.

September 1, 2023

Update on Travel Reimbursements 

 

All Travel Expense Vouchers and supporting documents should be emailed to "travel@uah.edu", with Travel Expense Voucher as the Subject.  For questions or more information concerning travel, please contact Marcie Meeves at 256.824.1863.  

August 26, 2022 

Updates on Travel Reimbursements:

Meals

Out-of-State and International Meal Reimbursements (less incidentals) can be based on actual expenses, not to exceed the GSA and State Department rates. 

Airport Transportation

UAH will reimburse transportation to and from the airport up to 10 miles one way.  If there is an Uber/ride-share or taxi to the airport, the total cost cannot be more than the sum of both the round trip miles and the cost of parking at the Huntsville airport (HSV).

July 28, 2022 

Update on Travel Guidelines:

Home-sharing Services

Home-sharing services such as AIRBNB and VRBO may require review prior to booking.  If the individual home-sharing/rental property owner requests that UAH agree to additional terms and/or conditions other than the standard AIRBNB and VRBO terms agreed to when utilizing their respective websites, please submit the additional terms and/or conditions to UAH Business Services so that we may determine if consultation with the UAH Office of Counsel is required.  If consultation is necessary, you will be required to complete the Office of Counsel Contract Intake Form.  After all approvals are obtained, the traveler may reserve the property.

Non Overnight Travel Per Diem Rates (Set by the state of Alabama)

 

The Per Diem covers lodging, meals, and tips.

Current Per Diem Rates:

  • 1 night overnight stay the per diem allowance will be $85.00 per day
    Example: Leave Monday and return to base Tuesday = $170.00
  • 2 plus nights overnight stay the per diem will be $100.00 per day
    Example: Leave Monday and return to base Wednesday = $300.00
  • In-State travel where the travel time is 6 to 12 hours the meal allowance will be $12.75
  • In-State travel where the travel time is in excess of 12 hours but not overnight the meal allowance will be $34.00.

Travel Reimbursements

Business Services processes travel reimbursements. Please contact Marcie Meeves, the Travel Program Coordinator, at travel@uah.edu for assistance with travel.

*Please remember that if you are requesting reimbursement for mileage you must include a copy of Google Maps.

Moving Expenses for Employees

The Internal Revenue Code that provided an exclusion from employees' income for qualified moving expense payments and reimbursements made by employers has been suspended, except for military-related moving expenses, for tax years 2018 through 2025.

All moving expenses paid or reimbursed beginning January 1, 2018 will be taxable to the employee and subject to tax withholding.

Travel Policies

Travel Forms

Mileage Rates

Standard Mileage Rate - The mileage rate paid to persons traveling in privately owned vehicles on official business for the state. This rate is set by statute to automatically update in accordance with the business mileage rate set by the IRS.

Beginning January 1, 2025 70.0 cents per mile
Beginning January 1, 2024 67.0 cents per mile
Beginning January 1, 2023 65.5 cents per mile
Beginning July 1, 2022 62.5 cents per mile 
Beginning January 1, 2022 58.5 cents per mile