September 1, 2023

Update on Travel Reimbursements 

 

All Travel Vouchers and supporting documents should be emailed to "purch@uah.edu", with Travel Voucher as the Subject, or sent in campus mail.  For questions or more information concerning travel, please contact Marcie Meeves at 256.824.1863.  If you have questions about the status of your reimbursement, contact Celia Curry at 256.824.1071.

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August 26, 2022 

Updates on Travel Reimbursements:

Meals

Out-of-State and International Meal Reimbursements (less incidentals) will 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).

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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.

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 Guidance on Travel:

Restrictions on university-sponsored domestic travel put in place in response to COVID-19 have been lifted from the UA System Comprehensive Health and Safety Plan. Restrictions on international travel remain in place.

As travel resumes, be strategic and responsible with your expenses. All university-sponsored domestic travel must be approved in accordance with established UAH policies and procedures.

 

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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 Travel Program Coordinator Marcie Meeves at 256.824.1863. 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, Rand McNally or Google Maps.

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:

Important

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.

NOTE: All registration fees should be prepaid by the University if possible. 

If not prepaid by the University, registration fees can only be reimbursed on a Travel Voucher after completion of the event.  Remember, all of your travel-related expenses (hotel, conference/seminar registration, etc.) should be on a Travel Voucher.   

We are working on updating the policy and will post it as soon as possible. 

As always, if you have any questions, we are available to assist you. 

Thank you,

Travel Team

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 Insurance

 

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, 2023 65.5 cents per mile 
Beginning July 1, 2022 62.5 cents per mile 
Beginning January 1, 2022 58.5 cents per mile 
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

Travel Helpful Information

 

Helpful Videos

 

UAH Travel Planning

UAH Travel Reimbursement Tips