Out of State Information

First, review the section Plan Your Trip

 Travel advances are no longer available

Conference registration forms should be completed and sent to Purchasing with the Banner requisition number listed on the form. The registration form and check will be mailed by Accounts Payable unless other arrangements are made. Please allow sufficient processing time to meet deadlines and "early-bird" discounts. You may also use the UVU Travel Card for Conference registration

Mileage is computed from the internet or mileage chart. If travel is to several points in one area, keep track of miles driven and list as AREA travel. Mileage is reimbursed at the allowable rate. Reimbursement rates are based on the State of Utah rates. The rates are $0.38 per mile when a state car is available for use but not taken, and $0.545 ( current IRS Mileage rate)  per mile when a state car is not available or appropriate for use.

Out-of-state travel via private automobile is reimbursed at the mileage rate multiplied by the miles driven or the lowest available airfare (through the Travel Office), plus  transportation and reasonable parking fees, whichever is less. No additional expenses are reimbursed for travel en route. The University will reimburse only those expenses incurred had the traveler used a commercial airline.  An in Lieu of Mileage Quote is required to be attached to your Request in the CONCUR system.  You can obtain an in lieu of mileage quote from the travel office by email

Rental cars Rental cars are available through CONCUR for both in-state and out-of-state travel.  If you book inside the CONCUR system you will be covered under state contract for insurance.   If you choose to book your own rental car, UVU is not responsible to reimburse any damage and collision waiver expenses. The Travel Office will only make the reservation. It is the traveler’s responsibility to pay for the rental then later be reimbursed at the end of the trip.

Parking is available at the airport and by various external vendors. Long-term parking can be utilized at the current rate of $9.00 per day. Short-term or parking provided by external vendors is not reimbursable for amounts greater than the current airport long-term parking rate.

Meal Per Diem UVU will now reimburse meals using GSA Meal Per Diem rates.   These rates will be calculated based on where you are traveling.   When you build your request inside the CONCUR system you will be quoted the meal Per Diem for your trip.  You will be allowed 75% of your GSA Per Diem on travel days.  

Receipts for hotel, taxi, limousine, rental car, registration fee, etc. are required to receive a reimbursement. Hotel and restaurant charges need to be itemized on the receipt. Hotel bills must show a zero balance due. If there is any question obtain and keep any receipt.