Updated Travel Reimbursement Directives

Published: September 13th, 2018

Category: Memos

Alan M. West, Assistant Vice President and University Controller

The University of Florida’s directives for travel reimbursements have been updated to clarify reimbursement for commercial airfares. All travelers and originators should review the updated directives before purchasing airfare, to ensure all requirements for reimbursement are met.

The updated directive is located at http://www.fa.ufl.edu/directives-and-procedures/travel/ and is shown below.

The University of Florida will allow travelers to be reimbursed for the Main Cabin class tickets on all airlines. In addition, the University will reimburse, without prior approval, for an additional charge on Main Cabin class tickets only for a traveler to choose his or her seat assignment. The University will not reimburse any extra cost for tickets in any class that include preferred seating, comfort seating, extra leg room, etc. These upgrades will not be allowed unless the flight is over 9 hours because these are personal preferences and not required for travel.

Travelers or originators should contact the UF Travel Office before purchasing any Main Cabin tickets that have been upgraded if they are unsure about reimbursement. The UF Travel Office can deny the reimbursement of any upgrades that are for personal preference.

On flights of 9 hours or more, travelers/originators may upgrade the class only with approval from the UF Travel Office BEFORE the ticket is purchased. Approval may be obtained by submitting the Travel Exception Request form. If the UF Travel Office approves the request, this written approval must be attached to the Travel Authorization and Expense Refund in myUFL. If the UF Travel Office does not approve the request, either as a denial or because the Travel Exception Request form was not completed, the traveler will be reimbursed for economy/main class only.

Please contact Randy Staples, Associate Controller of University Disbursements, at 392-1241 with any questions or for more information.

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