IDigBio Travel Guidelines

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Overview

iDigBio seeks to provide travel support to eligible invitees to our events, which include workshops, symposia, conferences, and training programs. This wiki page documents travel guidelines for all iDigBio internal (staff, faculty, students) and external (guest) travelers. We request that all travel, whether or not arranged, purchased, or processed by iDigBio, be coordinated through iDigBio so we can ensure our project’s compliance with NSF and UF travel policies and guidelines.

>>>> All travel processed by iDigBio must comply with the UF GO travel directives ! <<<<

iDigBio Travel Team

The iDigBio Travel Team is here to help you with your iDigBio-related travel questions and processing. Team members can also act on your behalf as a Delegate in UF GO. Please feel free to reach out!

  • Lauren Cohen, Deputy Project Manager with iDigBio at the University of Florida: Assists with travel logistics, creating Persons of Interest (POI), Travel Requests, and Expense Reports.
  • Jesse Grosso, Deputy Project Manager with iDigBio at the University of Florida: Assists with travel logistics, creating Persons of Interest (POI), Travel Requests, and Expense Reports.
  • David Jennings, Project Manager with iDigBio at the University of Florida: First-level approver of Travel Requests and Expense Reports.
  • Gil Nelson, Project Director with iDigBio at the University of Florida: Cost Object Approver for Travel Requests and Expense Reports.

Key Resources

General Guidelines

Travel Request and Authroization

Travel Requests (TR) in UF GO are used to plan, organize, estimate costs, and request approvals for iDigBio-related travel. Travel Requests are required and must be completed and approved before departing and/or making any travel arrangements. Participant or travel support is provided for the duration of an iDigBio event. Domestic travel includes one (1) travel day before and one (1) travel day after the iDigBio event. For international travel, guests are allowed up to two (2) days to reach their destination and two (2) days to return to official headquarters. If you arrive earlier or stay later than the iDigBio event, you will be responsible for your extra days’ lodging, meals, and other expenses.

Expense Report and Reimbursement

Reimbursement requests for travel expenses are submitted through an Expense Report (ER) in UF GO. Expense Reports should include all costs incurred during iDigBio-related travel, regardless of whether paid directly by the University (e.g., Air Card, PCard), a third party, or the traveler (e.g., personal credit card) and must reference the associated Travel Request. Reimbursements may only be made after travel has been completed. Expense Reports must be submitted within 30 days of trip completion.

Cost Comparison

Any trip that includes costs for upgrades, convenience, personal travel, and/or combined business travel will require a cost comparison to ensure that iDigBio is not paying for costs unrelated to or unallowable while travelling on official UF business. This includes personal extended stays at the business location, personal deviations to a non-business location in conjunction with official business travel, and non-reimbursable travel upgrades. The cost comparison must be obtained through UF GO or the University’s authorized travel agent at the time of booking to validate the reimbursable business-only portion of the fare. Cost comparisons must be included as supporting documentation on the Expense Report when personal travel or upgrades are included.

Booking Travel

All iDigBio-related travel must be booked through UF GO or the University’s authorized travel agent unless a documented exception is obtained from the UF Travel Office. Please work with the iDigBio Travel Team as your delegates to ensure compliance.

Travel and Transportation

All iDigBio travelers are to choose the most practical and economical mode of transportation and are generally to travel the most direct route. Consideration should be given to the total cost to iDigBio, considering the time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required.

International Travel

The Fly America Act (41 CFR 301-10.131 thru 301-10.143) requires all federally funded travel to be on a US flag carrier or US flag carrier service provided under a code-share agreement, except under specific situations. Exceptions must be documented prior to travel and pre-approved by the UF Travel Office. iDigBio does not reimburse any costs or fees for obtaining passports and/or visas.

Lodging

All iDigBio travelers are to choose the most practical and economical lodging. Justification is required if the single room rate exceeds the maximum lodging amount per the applicable GSA Per Diem Schedule. The University recommends using a commercial hotel unless the service is unavailable or cost-prohibitive. University Travelers may utilize alternative lodging options (e.g., Airbnb, VRBO, HomeAway) on official business, but the traveler must provide a cost comparison with hotels closest to the event.

Meals

Meals not provided as part of an iDigBio event will be reimbursed according to State of Florida Statute 112.061 : $36/day = $6/breakfast + $11/lunch + $19/dinner. Reimbursement for travel meals is determined based on the actual length and time of your travel. Alcohol is never a covered expense.

Registration Fees

If registration fees are required for the iDigBio-related event, the Expense Report must include a copy of the conference/meeting/workshop agenda as well as a copy of your completed registration form showing the amount of the registration, what was included in the registration fee (meals, lodging, etc.), and the method of payment used.

Ground Transportation

Reimbursement will be provided for transportation between hotels, railroad stations, airports, restaurants for business meals, workplaces, meetings, or other documented locations associated with the official business travel, plus tips up to 20% when necessary for business purposes. Ground transportation to and from a restaurant for a non-business meal or for other personal reasons are not reimbursable.

Private Automobile

The cost of driving a private automobile will only be reimbursed up to the State of Florida mileage rate, currently $0.445 per mile (Fla. Stat. § 112.061 (3)). This rate covers the cost of fuel, maintenance/repairs, insurance, transportation, and operating costs; thus, when a guest traveler is reimbursed the State of Florida mileage rate, these separate costs are not reimbursable. Please contact the iDigBio Travel Team if you plan to drive over 200 miles to/from the event location.

Automobile Rental

iDigBio does not normally reimburse rental cars. If you require a rental car, then you must receive written authorization from iDigBio prior to travel. If approved, your delegate will make the reservation with AVIS/Budget under the State of Florida’s rental vehicle contract. The allowable rate class is compact/economy car; insurance and/or gasoline purchased from the rental car agency are prohibited. Vehicles in a higher rate class require a business justification (e.g., vehicle shared with multiple University travelers, transporting materials or equipment, etc.).


Internal Travelers (iDigBio staff, faculty, students)

This section details additional travel guidelines for iDigBio staff, faculty, and students at the University of Florida (UF). The most comprehensive information about work-related travel for UF employees can be found on the UF Travel Information website. The information below summarizes the most relevant details for iDigBio staff, faculty, and students. Expand this section by using the [Expand] link below on the right.

Additional Resources

Delegates

The iDigBio Travel Team can act on your behalf as Delegates in UF GO to help you create Travel Requests and Expense Reports that are compliant with iDigBio's and the University's travel policies and guidelines. It is highly recommended that you use the iDigBio Travel Team as delegates for all iDigBio-related travel. Note that although Travel Requests and Expense Reports can be created by a delegate, they can only be submitted by the traveler. Follow the Manage Delegates instructions to add Lauren Cohen and Jesse Grosso to your UF GO Profile as delegates, which will enable them to assist you with your travel.

Approvers

All iDigBio-related travel must be approved by both the Project Manager, David Jennings, and the Project Director, Gil Nelson. Follow the instructions to add David Jennings as a User-Added Approver in the Timeline before you submit any iDigBio-related Travel Request or Expense Report. Note that Gil Nelson will be automatically added to the approval Timeline for any travel that uses iDigBio funding sources.

Booking Travel

All iDigBio-related business travel must be booked by University Travelers and their Delegates through the UF GO booking tool or with World Travel Service, the University’s approved travel management company (“authorized travel agent”) unless a documented exception is obtained from the UF Travel Office or your documented instance meets the criteria listed in the UF GO Directives.

The University’s preferred method for making travel reservations and paying for travel-related expenses is the UF Air Card or PCard. Travel expenses made by other means, including personal credit cards, are only reimbursable after trip completion.

Travel Request Instructions

Domestic

instructions here

International

instructions here

Expense Report Instructions

Domestic

instructions here

International

instructions here


External Travelers (iDigBio guests)

iDigBio seeks to provide participant travel support to eligible invitees to our events. This section details additional travel guidelines for Guests who are traveling on behalf of iDigBio and the University of Florida (UF). Expand this section by using the [Expand] link below on the right.

Additional Resources

Eligibility for Participant Support

If you have recevied a direct invitation to participate in an iDigBio event, then you may be eligible for travel cost support. The travel invitation from iDigBio will detail the terms associated with your travel reimbursement. However, please review the exceptions outlined below.

University of Florida (UF) Employees

In geneeral, University of Florida (UF) faculty, students, and staff are not eligible for participant support regardless of whether or not you are employed by iDigBio. However, travel reimbursement using other funding sources can be coordinated through iDigBio.

Florida State University (FSU) and Arizona State University (ASU) Employees

In general, Florida State University (FSU) and Arizona State University (ASU) faculty, students, and staff employed by iDigBio are not eligible for participant support. FSU and ASU employees working on iDigBio should process travel through thier home instituions following their procedures. Any other FSU and ASU faculty, students, and staff may be eligible for participant support.

Government Employees

All federal and state agency employees should check with their legal counsel to determine if they are eligible to participate in iDigBio events and/or receive travel reimbursements, which will likely depend on their role at the particular event.

Local Participants

If a guest traveler’s headquarters or residence is within 50 miles of the iDigBio event location, then the participant must obtain approval from the iDigBio Project Director prior to claiming reimbursement for lodging and meals. Criteria for approval may include late-night or early-morning job responsibilities or excessive travel time because of travel conditions.

GETTING STARTED

Following receipt of an invitation to participate in an iDigBio event, a member of the iDigBio Travel Team will contact you to collect the personal information required to create a Person of Interest (POI) for you in UF GO, so we may process your Travel Request and Expense Report. As a guest traveler of iDigBio, your responsibilities include:

  1. Familiarizing yourself with these iDigBio Travel Guidelines as well as the UF GO Travel Directives.
  2. Working with the iDigBio Travel Team to get your Person of Interest (POI) established, which will require the following information:
    • Full Name
    • Date of Birth
    • Email
    • Phone Number(s)
    • Address
      • Home/Mailing (i.e., where to send a check)
      • Business
    • Banking Details (i.e., for direct deposit of your reimbursement)
  3. Responding to your Travel Delegate in a timely manner so they may create your Travel Request and book you travel.
  4. Mainaining all required receipts during your travel.
  5. Submitting your receipts and reimbursement request to your Travel Delegate in a timely manner so they may create your Expense Report.

Travel Request and Authorization

Participant or travel support is provided for the duration of the iDigBio event. Domestic travel includes one (1) travel day before and one (1) travel day after the iDigBio event. For international travel, guests are allowed up to two (2) days to reach their destination and two (2) days to return to official headquarters. If you arrive earlier or stay later than the iDigBio event, you will be responsible for your extra days’ lodging, meals, and other expenses.

  1. Please complete the File:iDigBio Travel Request Form to enable your delegate to create a Travel Request (TR). Provide exact costs if you already have firm travel plans for all fields; otherwise, provide an informed estimate by looking up specific flights, ground transit, and lodging options.
    • What are your travel dates?
    • Will this trip include personal travel?
    • How are you getting there (e.g., airfare, train/rail)?
    • Where are you staying?
    • How will you get around once there (e.g., taxi, Uber/Lyft, public transportation)?
    • Are there other travel-related expenses (e.g., registration fees, airline fees, personal mileage, parking, tolls)?
  2. Obtain authorization for your travel via a UF GO Travel Request prepared and submitted by your delegate. Guest travelers are responsible for ensuring they have an approved UF GO Travel Request prior to booking, making travel-related purchases, or departing on official business travel.

Cost Comparison

Any trip that includes costs for upgrades, convenience, personal travel, and/or combined business travel will require a cost comparison to ensure that iDigBio is not paying for costs unrelated to or unallowable while travelling on official UF business. This includes personal extended stays at the business location, personal deviations to a non-business location in conjunction with official business travel, and non-reimbursable travel upgrades. The cost comparison must be obtained through UF GO or the University’s authorized travel agent at the time of booking to validate the reimbursable business-only portion of the fare. Cost comparisons must be included as supporting documentation on the Expense Report when personal travel or upgrades are included.

Booking Travel

University guest travelers, with the aid of their delegates, should book all official UF business travel through the UF GO booking tool or with World Travel Service, the University’s approved travel management company.

All guest travelers must immediately notify iDigBio if travel must be canceled. Non-refundable airfare and accommodations purchased by iDigBio, less any fee penalties, may be used by the guest traveler at a later date for approved iDigBio business. Other expenses incurred by visitors who cancel their travel are not eligible for reimbursement under state and federal guidelines.

The University’s preferred method for making travel reservations (i.e., airfare and lodging) is the UF Air Card or PCard. Any travel-related expenses made by other means, including personal credit cards, are only reimbursable after trip completion (e.g., ground transportation, parking, baggage fees, etc.). Remember the guest traveler is responsible for any additional costs incurred for personal preference or convenience that are unallowable/unreimbursible using University funds (e.g., airfare upgrades, hotel room service).

Managing Travel Receipts

Guest travelers should neither gain nor lose personal funds because of business travel on the University’s behalf. Expenses incurred for business travel and other expenses are reimbursable when adequately documented, approved, and in compliance with policies, directives, and regulations. The University expects the guest traveler to obtain receipts for all expenses they plan to have reimbursed. A receipt may take many forms (e.g., cash register receipt, copy of an order form, web receipt, or confirmation) and should identify the following:

  • Date of Purchase
  • Vendor Name
  • An itemized list of the purchased items (e.g., lodging or ground transportation)
  • Total Amount
  • Proof of Payment

If the guest traveler cannot obtain a receipt containing all the required information, documentation should be submitted to demonstrate as many of the required items as possible. For example, a copy of the traveler’s credit or debit card statement identifying the expense’s date, location, and amount, or a rental agreement, may be submitted along with a description of the purchase. When utilizing a credit or debit card statement, the card type and last four digits of the card should be included, with any other private or unrelated information redacted. If other methods to obtain receipt documentation are not feasible, work with your delegat to submit a Missing Receipt Declaration with your Expense Report.

Travel Expense Reimbursement

  1. Please complete the File:iDigBio Travel Expense Report Form to enable your delegate to create an Expense Report (ER).
  2. Supply all of your travel-related receipts to your delegate.
  3. Ensure the Expense Report documentation is appropriately prepared and submitted to your assigned delegate within 30 days of trip completion
    • The Expense Report should list all costs incurred with the official business trip, regardless of whether paid directly by the University (e.g., Air Card, PCard), a third party, or the traveler (e.g., personal credit card). Reimbursements may only be made after travel has been completed.
    • All reimbursements will be made by check in U.S. dollars unless banking details were provided to your delegate at the time of POI creation. Please ensure your address is correct, and if you require an address change, notify your delegate immediately.
    • If you submit your request late, your reimbursement could be counted as 'other income' (see IRS Publication 463).
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