Generally Missed Items on Travel Reports

One-Day Travel Status:

Reimbursement for meal bills when no in a single day journey is concerned requires that the meal reimbursement be reported to the IRS as taxable revenue to the worker except a enterprise function is said for the meal and an inventory of attendees is provided. Meal per diem reimbursement shall be based mostly on vacation spot and shall be at 75% of the total per diem for one-day journey. Even if a traveler leaves in the future and returns after midnight of the following day, one-day journey standing applies except the traveler has incurred in a single day lodging.

Flight Comparisons from Anthony Travel/Concur – when are they required?

• When flying from an airport aside from the one nearest traveler’s office/residence.  Comparison with departure from nearest airport.
• When charging federal funds and flight was not booked via Anthony Travel or Concur.
• When charging non-federal funds and flight was not booked via Anthony Travel or Concur AND price of flight is over $1,000.
• Anytime enterprise journey is mixed with private journey.  Comparison wanted for enterprise dates of journey solely.
• When traveler decides to drive versus fly and the round-trip mileage exceeds 750 miles.  Travel comparability wanted for similar factors of origin and vacation spot.

**Highly really useful to make the most of Anthony Travel or Concur to e-book flights**

OCONUS (Foreign) Travel:

Meals, lodging, and incidentals shall be reimbursed on a per diem foundation, however all different legitimate enterprise bills require receipts for reimbursement. Lodging receipts could also be required for journey on some kinds of funds. Written approval from the Budget Executive with session with the Financial Officer is required prematurely of the journey if both the lodging and/or meal OCONUS journey is to be reimbursed on an precise foundation. IRS laws require that if the precise reimbursement technique is accepted, all lodging and/or meal bills for the whole journey have to be claimed on an precise foundation and supported by receipts. Please be aware that the traveler is permitted to say precise bills for OCONUS with out approval or receipts if the precise bills complete lower than the permitted OCONUS per diem.

Per IRS, tax implications if private journey is mixed with enterprise journey on worldwide journey if BOTH situations are met:

• The complete interval of the journey is longer than one week, and
• At least 25 p.c of the journey is private

Multiple Concur Reports:

When another person pays for the airfare and the traveler is simply claiming resort, lodging, meal per diem or convention registration on their journey report, the flight itinerary must be uploaded in each stories and reference different report. 

Agenda/Itinerary Backup: 

Reports should present the dates of the convention/assembly. If it doesn’t present the dates on registration receipt search the web to get the convention itinerary/agenda to connect as backup.

Meals with Other Employees When All Are on Travel Status: 

When a number of workers are on journey standing and dine collectively, the truth that they’re eating collectively doesn’t represent a enterprise group meal and shouldn’t be paid as a enterprise group meal (all attending ought to pay their share). Since every worker is on journey standing, every would have a per diem out there and shall be reimbursed accordingly. The function of the meal on this case is to not conduct enterprise and isn’t a enterprise group meal.

Field Trips: 

When one particular person purchases meals (groceries) for a gaggle on a subject journey, they will need to have prior approval from the finance workplace since this can be a deviation from commonplace reimbursement of per diem.

Employee and Non- Employee Travel Forms: 

We suggest having worker vacationers begin utilizing these kinds.  This would make your job simpler.  It is obligatory that we now have the Non-Employee Travel Form (and NEI kinds if relevant) for all non-employee journey reimbursements.

Version Updated: 02/18/2026