Travel

The WSU Travel Office is here to provide oversight and facilitation of travel processes, policies and procedures and to ensure integrity, economy, efficiency and accountability.

Please keep in mind that most regulations are the result of legislative action and changes to those regulations are through labor negotiations and legislative process.

Maximum rates are set by collective bargaining agreements and the Department of Employee Relations and may change for any or all of the various bargaining units each time the contracts are renegotiated.

Do I need prior approval to travel for University business?

All University-related travel requires prior approval. 

Faculty and staff should submit a Faculty & Staff Travel Request Form at least 10 business days prior to departure.

Students must submit a Student Travel Request Form at least 7 business days prior to departure.

Students using WSU funds for travel purposes must receive official travel approval at least 7 business days prior to departure by submitting the Student Travel Request Form.

This requirement helps the University:

  • provide travelers with strategies for health, safety, and security risks
  • provides a process for approval to use University funds
  • ensures that the University is in compliance with the Clery Act, a federal law to promote campus security

Any student requesting assistance with travel must be sure the budget or cash balance of the cost center account is sufficient to cover the expenses of the trip. Funds must be in the account before the Business Office can assist with making any financial commitments or payments.

Information About Your Trip

Before you start completing the Student Travel Request Form, gather the information below. You will be allowed to “Save and Continue Later”. 

  • Specify if you are traveling individually or as a group of WSU students (2 or more)
  • Select a group leader, supply their phone number and affiliation to the group
  • What type of travel will it be? Options include:
    • Required class field trip – (Required by instructor, part of syllabus)
    • Optional class field trip (Faculty organized/suggested and NOT written into curriculum i.e. “extra”)
    • Student Clubs/Organizations (see a list of student clubs)
    • OERC travel (Outdoor Education Recreation Center)
    • Other (Non-club, academic travel such as travel to a conference, or travel funded by a grant. Etc.)
    • Warrior Entertainment Network bus trips
  • Name of the authorized approver for your travel. This will be the official advisor of your club or organization (WSU employee), or it may be your academic advisor or department chair in the case of individual academic travel.
  • Event name. This is the name of the experience, concert, conference, or event that you will be traveling to. Examples include “AAPA Conference,” or “Tri Sigma Triennial Convention,” or “Whitewater tournament” or “Warrior Entertainment Network bus trip to MN State Fair.”
  • Rationale for Travel. Please provide a brief statement about the purpose for the travel. Explain why you are using WSU funds and for what purpose.
  • You will need to indicate whether an overnight stay is required at the destination by answering yes or no.
  • Provide your departure date and time, your return date and time, the actual program/activity start date, and the program/activity end date. If the departure/return dates do not match the actual program/activity start/end dates, you’ll be asked for a justification for the discrepancy.

Information About Your Lodging

Research properties for price and availability. Reserving rooms is the responsibility of the traveler/s.

You must list the specific accommodations you will be using for each destination in your travel itinerary, including in-transit cities (whether you are paying for accommodations with WSU funds or not). This information is required in compliance with the Clery Act.

Please provide the check-in and check-out dates as well as the name, address, and phone number of each accommodation used throughout your travel.

For each accommodation, you are asked to indicate Yes or No about whether your club/group/individual stayed there previously.

Important Note: After you return from your trip, you will need to complete the WSU Clery Act Student Travel. This form requires hotel/resort name, address, as well as room/lodge numbers. The completed form is due 7 days after you return from the trip.

The Business Office can assist with purchasing group lodging expense either through a purchase order or credit card. An approved 1400 Form For Student Club Account Purchases will be required for the Business Office to make this purchase. Contact the Travel Office for more details.

Otherwise, reimbursement for this expense is allowable by submitting Student Reimbursement Form following State policy.

See more information under Lodging section.

 

Information About Your Transportation

How will you be traveling to and from your destination? Check all that apply, options include:

  • WSU vehicle. To reserve a WSU vehicle, see the Facilities website. Note that a WSU vehicle can only be used for State of Minnesota or WSU official business. It may only be driven to the event and back and forth to lodging and meals from the event location. It cannot be used for sightseeing, side trips, or extending the travel. If you plan to do non-event activities, you must make alternate plans for this additional travel.
  • Rental vehicle. Students may rent from any rental agency and seek reimbursement.
  • Personal vehicle. Note that you must have your own insurance coverage if you use your personal vehicle. WSU does not provide this.
  • Airline, train, or charter bus. This expense is reimbursable to students. If you prefer, the Business Office can assist with purchasing group tickets or paying for bus service once you have obtained quotes. An approved 1400 Form For Student Club Account Purchases will be required for the Business Office to make this purchase. Contact the Travel Office for more information.
  • Public transportation at destination.

Information About Funding

Is the university funding this trip in whole or part? University funding is defined as WSU making payments, or processing reimbursements, for expenses associated with the event.

You must provide the cost center number(s) and the estimated expense amount that will be charged to WSU. If you are not sure which cost center(s) to list, ask the advisor of your club or organization.

If you are receiving WSU financial assistance for travel, the budget or cash balance in the cost center account must be sufficient to cover the expenses of the trip. Funds must be in the account before the Business Office can process any payments or reimbursements.

Post-trip Requirements

Complete the WSU Clery Act Student Travel Form with names of accommodations, their addresses, and the room numbers used by each member of your group. The completed form is due 7 days after you return from the trip.

Reimbursement for approved expenses must be submitted within five business days of trip completion on the Student Reimbursement Form. Attach itemized paid receipts for all expenses.

WSU provides credit cards to approved staff and faculty members who demonstrate a continued need to make purchases for University business including supplies and trip related expenses.

Learn more about using a University Credit Card.


Can I use my University issued credit card for travel related expenses?

Once the Faculty or Staff Travel Request Form is approved, a cardholder may purchase airfare, conference registration fees and hotel/lodging expenses for themselves only.

Expenses for others cannot be charged to your card.

Student groups requiring assistance with travel purchases should contact the Travel Office at 507.457.2945 or travel@winona.edu.

Persons traveling by air or train on State business should select the lowest cost transportation available to their destination city.

How do I purchase airline or train tickets?

Transferable airline/train vouchers were obtained from canceled trips due to COVID-19. These are available for future WSU business travel. Research flights and contact the Travel Office to redeem.

Employees may purchase airline or train tickets for themselves using their University issued credit card under the following guidelines:

  • Make reservations early enough to take advantage of advance purchase discounts
  • Secure the lowest available airfare using Basic Economy or Main Cabin class of service
  • Train tickets should be purchased at saver or value priced fares
  • Add-ons such as specific seat assignments, upgrades, trip insurance, etc., are not approved University travel expenses
  • You may purchase these extra services using personal funds, but they are not reimbursable
  • If your travel plans change and you are no longer able to attend the scheduled event, contact the Travel Office for instruction. Be aware of cancellation policies that govern your purchases

Please contact the Travel Office if you do not have a University issued credit card or the cardholder chooses not to make this purchase. Employee reimbursement for airline tickets will not be allowed.


Am I allowed to earn rewards from an airline or train ticket purchased with WSU funds?

Hotels, airlines and retailers may offer benefits that include (but not limited to) cash payments, discount coupons, frequent flier miles, free future travel and rebates as either compensation to customers who have been dissatisfied or as loyalty rewards.

If an employee is awarded points or compensation as a result of a business purchase, those points must be used for a future business purchase. Refer to Minnesota Statutes 43A.38 subdivision 2, and Code of Ethics subpart B policies.

You are allowed to use personal rewards for a business purchase if you would like to defer the cost of your business travel to preserve your State funds for other purposes.

Use of Motor Pool or Enterprise/National Car Rental is recommended whenever transporting additional passengers. Non-State individuals are not allowed to travel in a State rental or Motor Pool.


Does WSU have a Motor Pool Fleet?

WSU maintains a fleet of vehicles to be used for business travel. Employees are encouraged to use this fleet whenever practical. Driver approval is required.

Learn more about reserving a vehicle.


May I rent from an outside rental company?

Yes, a rental car may be considered if business travel is required and public transportation is clearly not adequate or expected to be more expensive.

Travelers are expected to choose the least costly method of transportation that meets the traveler's schedule and business needs.

The State of Minnesota has entered into a nationwide contract with Enterprise/National Car Rental to be used for business travel only. This contract (PDF) was negotiated to include the appropriate insurance required by the State.

If Enterprise or National is not available, another vendor may be considered. The employee is required to purchase the liability and physical damage insurance coverage offered by the alternate rental company. No other operational coverages or expenses is considered business expense.

When renting a car:

  • You must be driver approved and an employee of the State of Minnesota to rent under the State contract with Enterprise/National Car Rental
  • You must be 18 years of age or older to rent a vehicle and at least 21 to operate a 10-12 passenger vehicle
  • Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require larger classes of vehicles. Claims for this expense beyond compact/standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., should be explained
  • Add-on features such as GPS devices cannot be expensed to the State
  • Use the Corporate ID codes (XZ19113 out-state rentals; N25415 for in-state rentals) when making the reservations to ensure contracted rates are applied

In the event of an accident involving a collision or comprehensive damage with a rental vehicle, immediate notification must be made to the employee's supervisor or agency contact. The agency contact must notify the Department of Administration, Risk Management Division. This notification must be given regardless of fault.


How can I pay for a vehicle rental?

To start a rental in Minnesota, contact 507.454.4462 and identify yourself as a WSU employee.

If you begin the rental at the Enterprise Rent-A-Car located in Winona, you can process payment with a purchase order through Marketplace, pay with a personal credit card (and seek reimbursement) or charge it to your University Issued Credit Card.

To rent a car when you are in another state, call 1.800.736.8222 or Enterprise Rent-A-Car. The renter will pay for these rentals at the time the vehicle is obtained with either a personal credit card (and seek reimbursement) or charged to your University issued Credit Card. Purchase order is not accepted.

 

Am I allowed to earn rewards from a vehicle rental purchased with WSU funds?

Hotels, airlines and retailers may offer benefits that include (but not limited to) cash payments, discount coupons, frequent flier miles, free future travel and rebates as either compensation to customers who have been dissatisfied or as loyalty rewards.

If an employee is awarded points or compensation as a result of a business purchase, those points must be used for a future business purchase. Refer to Minnesota Statutes 43A.38 subdivision 2, and Code of Ethics subpart B policies.

You are allowed to use personal rewards for a business purchase if you would like to defer the cost of your business travel to preserve your State funds for other purposes.

 

May I use a personal vehicle on State business?

Yes, the use of a personal vehicles for University business is allowed but the primary liability risk falls on your personal insurance.

Reimbursement is paid the shortest distance from your origin (primary work/school location or your residence) to your destination. Commute miles to work are not reimbursable.

Long distance driving (instead of flying to your destination) is reimbursed at the lowest airfare, which is calculated by the Travel Office using at least a two-week advance purchase price.

The following rates are effective for travel starting Jan. 1, 2020:

  • 50.5 cents per mile when the traveler elects to use a personal vehicle
  • 57.5 cents per mile when a motor pool vehicle was requested and denied based on vehicle availability

Consult the Mileage Tables (PDF) for frequent destinations in the Midwest. 

If there are no motor pool vehicles available, record this fact on your reimbursement form when submitting the higher rate.


What other types of transportation could I use?

Taxi (Uber, Lyft and similar transportation services) and bus are options available for business transportation. Be sure to obtain itemized receipts for these expenses.

How do I purchase conference/registration fees?

Employees may use their University issued credit card to purchase conference or registration fees for themselves. If you do not have a University issued credit card or a cardholder chooses not to make this purchase, contact the Travel Office for assistance.

Registration fees can also be paid for with personal funds and seek reimbursement upon participation in the event. MinnState conferences may be purchased on a purchase order through Marketplace if requested.

When making this purchase, be aware of cancellation policies. If you are not able to attend the scheduled event and payment has been made, contact the sponsoring association or organization for instructions on requesting a refund.

If overnight lodging is required, it is limited to the single occupancy rate at a reasonably priced licensed lodging facility. The use of Airbnb, VRBO and similar properties is not allowed unless their licensing status can be determined. Request the government rate whenever possible.


How do I reserve and purchase my lodging?

Lodging reservations should be made by the traveler and can be charged to their University issued credit card.

If the traveler does not have a University issued credit card, this expense can be paid for personally and reimbursed after the stay has occurred.

In some cases, the Travel Office can assist with this expense:

  • Select a reasonably priced property
  • Request government rate whenever possible
  • Extra costs associated with upgrades, trip insurance, etc., are not approved University travel expenses You may purchase these extra services using personal funds, but they are not reimbursable
  • Be aware of cancellation policies. If your travel plans change and you are no longer able to attend the scheduled event, be sure to contact the lodging facility to avoid unnecessary charges
  • "No show" charges are not considered a WSU business expense

Am I allowed to earn rewards from lodging purchased with WSU funds?

Hotels, airlines and retailers may offer benefits that include (but not limited to) cash payments, discount coupons, frequent flier miles, free future travel and rebates as either compensation to customers who have been dissatisfied or as loyalty rewards.

If an employee is awarded points or compensation as a result of a business purchase, those points must be used for a future business purchase. Refer to Minnesota Statutes 43A.38 subdivision 2, and Code of Ethics subpart B policies.

You are allowed to use personal rewards for a business purchase if you would like to defer the cost of your business travel to preserve your State funds for other purposes.


Can I pre-pay my lodging expense?

The State does not allow for prepayments unless it is a requirement. Be aware of cancellation policies to avoid unnecessary costs.


Can I share accommodations?

Yes, employees may share/split in the lodging expense with others but not with students.

The itemized receipt must have all names listed and amounts charged individually. Employees are responsible to submit for their own expenses.


What if I bring a friend or spouse?

Expenses for a non-WSU individual accompanying you on your trip are not allowed.

Lodging expense is limited to the single occupancy rate. Request the lodging facility to certify the single rate was applied on the receipt.

How do I purchase meals while in travel status?

This expense is reimbursable only. Receipts are not required for employees. Students and contractors must submit itemized meal receipts.

Meals are not to be treated as a per diem arrangement. Submit actual costs (including tax and gratuity) not to exceed the bargaining unit allowable amounts.

Times of departure and return must be recorded on the expense report for all meal reimbursement requests.

When the University is paying the cost of commercial transportation, conference registrations or hotel and a meal is included in part of the cost, you are not eligible to be reimbursed for the same meal. 

What are the maximum meal allowances?

Maximum amounts are set by labor negotiations and the Department of Employee Relations. See the respective Collective Bargaining Agreements and Compensation Plans below. 

Reimbursements and advances are included in the employee’s paycheck and follow the payroll cycle. Please allow three to four weeks for processing.

Student reimbursements are paid according to the information listed on the Student Reimbursement Form.

 

How do I submit for reimbursement?

Employees submit their own business expense reimbursements on the Employee Expense Report

Follow the instructions on the form.

Students will use the Student Reimbursement Form.


What is required to submit for reimbursement?

Itemized paid receipts are required for all purchases except meals. Students and contractors are required to submit itemized receipts for all purchases, including meals.

A receipt is the first detailed source document issued to the employee that is marked, by the vendor, indicating that the bill or invoice was paid. It must include the name and address of the vendor, date(s), detailed list of items purchased, total amount paid, and date of purchase. Canceled checks and credit card charge details or statements are not acceptable receipts.

Receipts, such as lodging, baggage, car rental or other miscellaneous purchased items, should have the name of the employee seeking reimbursement.  

Expenses are not to be treated as a per diem arrangement. Employees, students and contractors are reimbursed for actual expenses not to exceed amounts authorized by the employee's agency and applicable collective bargaining agreement or compensation plan.

 

Who can submit for reimbursement?

Expenses are paid to the individual who incurred the expense. This includes expenses when traveling as part of a group. An employee may not assume the expenses of another employee and submit for reimbursement. Each employee will be reimbursed for their own expenses only.

 

What are the deadlines for submitting reimbursement?

It is recommended to submit expense reports promptly after making a purchase or upon completion of your business travel. The IRS requires employee business expenses to be submitted for reimbursement within 60 days after the expense is incurred.

If that deadline passes, the reimbursement becomes taxable for federal, state, FICA and Medicare. Withholding tax must be taken, and the agency is required to match FICA and Medicare tax paid by the employee causing additional cost for the University.

Be aware of fiscal year-end deadlines for submitting business expense reimbursements by the established due dates (usually the first days of July).

If you will be leaving employment, make sure you have submitted all reimbursements prior to separation.

 

What if my purchase is in International currency?

International purchases paid directly by the employee or student must be recorded in U.S. dollars on the reimbursement request.

The currency conversion rate must be clearly noted on the expense report and on all supporting receipts. Foreign currency exchange receipt or a charge/credit card billing statement showing the U.S. dollar amount are acceptable documents to show the conversion calculation and must be submitted with your reimbursement.

XE Converter is a great tool for converting currency. Itemized paid receipts are required for the same expenses as domestic travel.

AFSCME Expense Allowances

Effective October 25, 2019
AFSCME (#202, #203, #204, #206, #207)


Type of Expense
 
State-owned vehicle not available
57.5 cents per mile
State-owned vehicle declined or not requested
50.5 cents per mile
Tolls and parking fees
Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities
Actual cost
Specially equipped personal van - provides wheelchair access
66.5 cents per mile
Motorcycle
30.0 cents per mile
Personal aircraft
$1.27 per mile
Overnight lodging
Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status
Actual cost not to exceed $16 per week
Work-related long distance calls
Actual cost
Personal telephone calls
No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets)
Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status overnight or leave home before 6am) $11.00
Dinner (in travel overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses
Advances if expenses exceed $50

Commissioner's Plan

Effective May 18, 2020
Commissioner's Plan (MMB) (Units 213 & 217)

 

State-owned vehicle not available 57.5 cents per mile 
State-owned vehicle declined or not requested
50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost (baggage fees reimbursable, tips not reimbursable)
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle No reimbursement applicable
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long-distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities Actual cost up to maximums
Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles from regular workstation) $11.00 (must be away from home overnight)
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00 (must be away from home overnight)
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.00

 

IFO Expense Allowances

Effective January 9, 2020
IFO (#209)

Type of Expense
 
State-owned vehicle not available 57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost (baggage fees reimbursable, tips not reimbursable)
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle No reimbursement applicable
Personal aircraft $1.27 dollars per mile
Overnight Lodging actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles from regular work station) $11.00 (must be away from home overnight)
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00 (must be away from home overnight)
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50


 

Managerial Plan Expense Allowances

Effective May 18, 2020
Managerial Plan (#220)

Type of Expense  
State-owned vehicle not available 57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost (baggage fees reimbursable, tips not reimbursable)
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle No reimbursement applicable
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities
Actual cost up to maximums
Breakfast (in travel status and more than 35 miles from regular work station) $9.00
Lunch (in travel status and more than 35 miles from regular work station) $11.00 (must be away from home overnight)
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00 (must be away from home overnight)
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum.
Payment of expenses Advances if expenses exceed $50.

 

 

MAPE Expense Allowances

Effective October 25, 2019
MAPE (#214)

Type of Expense
 
State-owned vehicle not available
57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle 30.0 cents per mile
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls Actual cost
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles from regular work station) $11.00
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.


 

 

MMA Expense Allowances

Effective October 25, 2019
MMA (#216)

Type of Expense
 
State-owned vehicle not available 57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle 30.0 cents per mile
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls Actual cost
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles away from regular work station) $11.00
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.

 

 

MNA Expense Allowances

Effective May 18, 2020
MNA (#205)

Type of Expense
 
State-owned vehicle not available 57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost
Specially equipped personal van - provides wheelchair access 50.0 cents per mile
Motorcycle 15.0 cents per mile
Personal aircraft 45.0 cents per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $10.00
Lunch (in travel status and more than 35 miles from regular work station) $13.00
Dinner (in travel status overnight or return home after 7pm) $19.00
Other Metro Areas Breakfast: $12.00
Lunch: $15.00
Dinner: $23.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.

 

 

MinnState Administrators Expense Allowances

Effective May 18, 2020

Type of Expense
 
State-owned vehicle not available
57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost (baggage fees reimbursable, tips not reimbursable) 
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle No reimbursement applicable
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums

Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles from regular work station) $11.00 (must be away from home overnight)
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00 (must be away from home overnight)
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.


 

 

MSUAASF Expense Allowances


Effective January 6, 2020
MSUAASF (#211)

Type of Expense
 
State-owned vehicle not available 57.5 cents per mile
State-owned vehicle declined or not requested 50.5 cents per mile
Tolls and parking fees Actual cost
Commercial transportation (air, taxi, rental car, etc.) + reasonable gratuities Actual cost (baggage fees reimbursable, tips not reimbursable)
Specially equipped personal van - provides wheelchair access 66.5 cents per mile
Motorcycle No reimbursement applicable
Personal aircraft $1.27 dollars per mile
Overnight lodging Actual cost (reasonable)
Laundry and/or dry-cleaning after 1 week in continuous travel status Actual cost not to exceed $16 per week
Work-related long distance calls No reimbursement applicable
Personal telephone calls No reimbursement applicable
Special expenses (e.g., conference fees, banquet tickets) Actual cost with prior approval
Meals + reasonable gratuities


Actual cost up to maximums


Breakfast (in travel status overnight or leave home before 6am) $9.00
Lunch (in travel status and more than 35 miles from regular work station) $11.00 (must be away from home overnight)
Dinner (in travel status overnight or return home after 7pm) $16.00
Other Metro Areas Breakfast: $11.00
Lunch: $13.00 (must be away from home overnight)
Dinner: $20.00
2 or more consecutive meals reimbursed up to the combined maximum
Payment of expenses Advances if expenses exceed $50.


 

The following are high-cost localities for the calendar year, or the portion of the calendar year specified in parentheses under the key city name. 

Other Metro rates apply to any location outside the contiguous 48 United States:

Other Metro Areas (PDF)

International travel is defined as travel to all destinations outside the United States or its territories.

Prior written approval is required by submitting a Faculty and Staff Travel Request Form for employees or a Student Travel Request Form for students traveling abroad. Study Abroad and Travel Study trips are managed under the Center for Global Education, and a Student Travel Request Form is not required for participating students.

Travel to locations with a US Department of State Travel Advisory of a level 2 or higher shall require additional information that is captured on the Travel Request Form.

Travelers must report any changes in status to the level of Travel Advisory to the University immediately upon notification before and during the trip. International travelers are also responsible for meeting any requirements as published on Travel.State.Gov and the Centers for Disease Control and Prevention websites prior to undertaking international travel.

The University President is authorized, under System Procedure 5.19.3, Part 10 Subp.F, to suspend system-related International travel at any time, including while it is in progress, if significant health or safety concerns arise.

Individuals who are authorized to travel internationally are responsible for maintaining contact with appropriate system officials to permit communication in the event of such a situation.

Department of State registration will be required to facilitate the official communication about safety and conditions abroad by enrolling in the Department of State Smart Traveler Enrollment Program (STEP).


Reimbursements

International purchases paid with personal funds by the employee or student must be recorded in U.S. dollars on the reimbursement request.

The currency conversion rate must be clearly noted on the expense report and on all supporting receipts. XE Converter is a great tool for converting currency.

Foreign currency exchange receipt or a charge/credit card billing statement showing the U.S. dollar amount are acceptable documents to show the conversion calculation and must be submitted with your reimbursement.

Itemized paid receipts are required for the same expenses as domestic travel.

A travel advance is used for individuals who wish to receive the funds for their trip prior to leaving.


May I request a travel advance?

Travel advances are allowed for employees only. However, the use of University issued credit cards for authorized business expenses is strongly encouraged.

If your anticipated reimbursable expenses exceed $50, you may request a travel advance.

The amount of the advance should not include any expense that will be billed/paid directly by the University. An employee may have only one outstanding advance at any time.


How do I request a travel advance?

Submit a completed Employee Expense Report to the Business Office at least four weeks prior to your trip. This will pay on the paycheck prior to departure.


How do I settle a travel advance?

Travel advance settlement must be submitted within five business days of completion of your work-related trip.

Submit an Employee Expense Report indicating the actual expenses and include the itemized paid receipts. Any excess advance funds will be taken out of the employee's paycheck.

A travel advance not settled within 28 days of the completed work related trip will be deducted from the employee's paycheck.

Please feel free to contact the Travel Office at 507.457.2945 or travel@winona.edu if you have any questions.