Travel Planning
- All travelers are required to book and pay for their own travel plans, including hotel, flight, and rental car, and will not be reimbursed for expenses purchased for another individual.
- Determine the most cost-effective option between personal vehicle mileage and IUP-contracted-rate Enterprise rental. If unable to use the most cost-effective option, provide justification for this choice when submitting your travel voucher. See below for Enterprise Car Rental information.
- When using an online travel company such as Expedia or Travelocity, your receipt must include a breakdown of all charges. For example, the hotel and flight charges cannot be combined as one total.
- Conference registration may be included as part of your travel voucher.
- Mileage reimbursement cannot be calculated from home to a destination unless that mileage is less than the mileage from IUP to the destination.
- Make sure ALL receipts are itemized and show proof of payment—reimbursement will not be made without an itemized receipt and proof of payment. Credit card receipts and/or statements showing only a total are not acceptable as itemized receipts.
- Meals and/or per diem cannot be reimbursed on a travel voucher unless an overnight stay occurs.
Forms
- Travel Expense Voucher Form 1/1/2024 - Please submit to travel-office@iup.edu
- Checklist to follow when completing a Travel Expense Voucher
- ACH Authorization Form - Employees who would like to receive their travel expense reimbursement through direct deposit should complete the ACH Authorization form.
- Pennsylvania Exemption Certificate - Form to present at hotel check-in to avoid being charged tax (above 6 percent)
- Local Hotel Occupancy Tax Letter Ruling - Letter to present at hotel check-in to avoid being charged local hotel occupancy tax (PA municipalities only)
Policies and Procedures
- Timely Submission of Travel Vouchers
- Current Reimbursement Rates
- Current Per Diem Rates - Use this link only for determining the daily subsistence allowance for your travel destination.
- For partial days or deductions for meals provided, see:
- Pennsylvania Board of Governors Travel Expense Regulations
- Commonwealth Travel Procedures Manual
- International Travel
Enterprise Car Rental
Please note that if Enterprise is not located near your pick-up location, you may choose to rent a vehicle through National at the same discounted rate. Please contact the Travel Office (724-357-7999 or travel-office@iup.edu) for the corporate ID and direct billing number.
- Enterprise Vehicle Reservation Procedure
- Enterprise Vehicle Reservation/Calculator
- Enterprise Fuel Charge Information
- Enterprise Rates
- Personal Vehicle or Enterprise Rental
Additional Information
- Cancellation of Travel Arrangements
- Bus transportation - six System-wide contracts are now available for bus transportation services. More information, including links to the contracts and supplier websites is available at Bus Transportation Services (sharepoint.com)
- World Currency Exchange (on Rubicon International website)