Financial Services Manual (FIN)

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FIN 421–01 Table 2

Expense Reimbursements for Guest Lecturers and Consultants

Air travel—transportation by a scheduled flight is paid at the lowest airfare available on the date of the flight, excluding excursion or economy fares. If a lecturer or consultant takes a side trip for another engagement, ASU will divide the transportation cost with the other institution proportionally. If the side trip is personal, the lecturer or consultant should assume a proportionate share of the airfare.

Mileage—mileage incurred by a lecturer or consultant to travel by personal vehicle from home to the airport and back home is paid at the current mileage rate allowed by the Arizona State Department of Administration (see the ASU Travel Guide for the current rate). Mileage reimbursement is in lieu of reimbursement for original gas receipts. A lecturer or consultant may also claim reimbursement for mileage if a personal vehicle is used for transportation to Tempe; however, the reimbursement can be no higher than air coach fare to Phoenix or mileage by the most direct route, based on least cost to the university.

Lodging and food—Total meal and lodging expenses should not exceed allowed rates for Maricopa County. (See the ASU Travel Guide for the current lodging and per diem rates.) Charges in excess of those allowed under ASU travel policies will require a written justification and may, at the discretion of Financial Services, require dean, provost, vice provost, or vice president approval. Lodging is reimbursed at single occupant rates. Original receipts are required for hotel charges and must be provided. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. Meals are reimbursed at actual cost. Receipts are required for meals exceeding the allowable per diem. Consultants should not claim reimbursement for meals provided at no cost.

In-town transportation—transportation costs such as charges for airport limousines and taxicabs are paid if hotel courtesy shuttle service is not available. If costs exceed $25, original receipts must be attached.

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