Guidance on Reimbursement: Canceled Travel Due to the Coronavirus

The University of Alabama Systems has suspended all international travel for March 2020 and now "advises against any non-essential domestic travel at this time, particularly to large conferences with attendees from multiple states or to states or locales that have declared a State of Emergency/Public Health Emergency due to the virus".

  • Faculty, Staff, and Students should try to obtain reimbursement for expenses related to canceled travel because of the coronavirus.  Pre-paid travel expenses such as conference registration fees, airline tickets, hotel deposits, etc. should be requested from the company/organization before seeking reimbursement from the University.
  • If Faculty and Staff obtain a credit for airline tickets or other expenses, these costs will not be reimbursed by the University.  For example, a credit for future air travel, hotel stay, etc. 
  • Individuals will be reimbursed for official University travel that had to be canceled because of the coronavirus.  The requests for reimbursement need to go through the regular reimbursement process with the appropriate paperwork and approvals.  The reason for the reimbursement request must be clearly marked "travel canceled because of coronavirus".
  • If the funds were originally going to be paid from the department or college, then funding from the department or college will pay for the canceled travel.  Faculty should contact the Office of Research and Economic Development for canceled travel if the funding was originally from research contracts and grants.
  • For canceled study abroad travel, if the funds were paid by students, it is the dean's decision whether to reimburse the students from college funds.  If the canceled study abroad travel was to be paid by travel scholarships or other college/university funds, then the scholarship or college/university fund should pay the reimbursement cost. 


Changes in the In-State Travel Policy

Effective July 1, 2018 as follows:

In-State Per Diem will now be referred to as “Per Diem”:

  • The Per Diem covers lodging, meals, and tips.
  • New Per Diem Rate effective July 1, 2018:
    • 1 night overnight stay the per diem allowance will be $85 per day
      Example: Leave Monday and return to base Tuesday = $170
    • 2 plus nights overnight stay the per diem will be $100 per day
      Example: Leave Monday and return to base Wednesday = $300
  • 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 will now process travel reimbursements. For questions or more information concerning travel please contact the Ani Binitie at 256.824.2239. If you have questions about the status of your reimbursement, contact Celia Curry at 256.824.1071.

*Please remember that if you are requesting reimbursement for mileage you must include a copy of Map Quest or Rand McNally.

Travel Policy Change


There has been the implementation of a travel policy change by the UA System Office that has to go through the Policy Committee. During the interim of getting the policy approved, we are sharing the information with you as stated below:


As established in the code of Alabama 1975, 36-7-21, employees traveling within the state of Alabama to attend a convention, conference, seminar or other meeting of a state or national organization of which the state or individual is a Dues-Paying Member may be reimbursed for their actual expenses for meals and lodging in addition to the actual expenses for transportation. In-state travel authorized under this section is subject to the same requirements as non-in-state travel for UAH employees.

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.

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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, 2021 56 cents per mile 
Beginning January 1, 2020 57.5 cents per mile 
Beginning January 1, 2019 58.0 cents per mile
Beginning January 1, 2018 54.5 cents per mile
January 1, 2017 - December 31, 2017 53.5 cents per mile
January 1, 2016 - December 31, 2016
January 1, 2015 - December 31, 2015
54.0 cents per mile
57.5 cents per mile
January 1, 2016 - December 31, 2016 54.0 cents per mile
January 1, 2015 - December 31, 2015 57.5 cents per mile
January 1, 2014 - December 31, 2014 56.0 cents per mile
January 1, 2013 - December 31, 2013 56.5 cents per mile
July 1, 2011 - December 31, 2012 55.5 cents per mile
January 1, 2011 - June 30, 2011 51.0 cents per mile
January 1, 2010 - December 31, 2010 50.0 cents per mile
January 1, 2009 - December 31, 2009 55.0 cents per mile
July 1, 2008 - December 31, 2008 58.5 cents per mile

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