Summary Effective 1/1/2020

PSU SUMMARY OF TRAVEL REIMBURSEMENT RATES AND TRAVEL REFERENCES

EFFECTIVE JANUARY 01, 2020

Commonly Used Travel Account Codes

Frequently Used Mileage

Per Diem Rates

Hosting Rates: Breakfast ($17.75) Lunch ($17.75) Dinner ($35.50)

*Meals and incidental expenses are generally reimbursed at a per diem rate without the necessity for actual receipts. However, meals that are part of a conference registration package, or included in meetings must be deducted from the meal per diem. (PSU Travel Policy)

Partial day Per Diem rates (involving an overnight stay): Traveler will receive 75% of the total day’s per diem on his/her first and last date of travel.

Partial day Per Diem rates (on one day trips): Breakfast: If the traveler departs 2 hours before official start time he/she will receive 25% of per diem. Dinner: If the traveler arrives 2 hours after official end time he/she will receive 50% of per diem. Lunch on a one day trip is NOT reimbursable.

NOTE: Meals on a one day trip are taxable. Use account code 28502. Use account code 39712 for taxable overtime mileage.

Lodging Rates

MISCELLANEOUS EXPENSES:  All miscellaneous expenses must be itemized. Commercial ground transportation requires original receipts if over $75 per item if outside the state of Oregon, $40 in Portland/Metro area; all other miscellaneous expenses require original receipts if over $25 per item.

FOR CONFERENCE LODGING REIMBURSEMENT: Attach conference brochure showing location, dates and conference hotel.

Need Help? Email travel@pdx.edu

Rental Car

Zipcar

Zipcar is the best option for short term use; if you are planning to rent a car for more than a day, it’s more affordable to go through one of the other contracted car rental agencies. To rent a car through Zipcar, the traveler must be a member. To register for membership go to https://members.zipcar.com/registration. Zipcar will route the request to the Travel Office for approval. Once approved, you will receive a Zipcard. Minimum age requirement to rent is 21 years old.

Enterprise/National:

When booking through Enterprise, 1) please log into UFS Intranet using renter’s odin username and password: https://fast.pdx.edu  2) Click on the “Campus Accounting” tab 3) Under the “Applications” column, click on “Enterprise/National Car Rental” link. If phone reservation is preferred, an account number will be needed. PSU’s account number is provided next to the Enterprise link. 4) Renter must provide the department index code, contact person and phone number to ensure that charges are being billed correctly to the right index code. LDW/CDW is already included in PSU’s contract so no additional insurance should be purchased. Minimum age to rent a car is 21 years old and car rental must be economy size unless justified for groups of 3 or more, GPS is not allowed.

Hertz:

When booking through Hertz, renter must provide the CPD #221255 which is the corporate account number in order to use the contracted rate and must provide the #1 Applicant Number;  call the Travel Office for the number in order to bill it directly. The following are the only 3 options to rent a car and bill directly:

• If booking through one of the contracted agencies, have your Travel Agent enter the #1 Applicant Number in the ID FIELD of their computer system.
• If calling in, contact Hertz Nationwide toll free # 800-654-3131and give Hertz the #1 Applicant Number (if you get the recording, say “AGENT” to get a live body).
• If booking online, go to Hertz.com and on the bottom right side of the page where it says “Travel Agents”-you will see a link that says “Applicant Program”. Select this to enter the Applicant Program Site to make your reservation.

Index code, contact person and phone number must be provided. PSU’s contract covers the CDW insurance; therefore, no other insurance should be purchased. Minimum age to rent a car is 21 years old and car must be economy size unless justified for groups of 3 or more, no upgrades such as GPS are allowed.

Airfare

When booking airfare through our contracted agencies, various flight options should be presented. The agency will provide City-Pair fares whenever  available. Once you have chosen a flight, you may contact the agency and begin the reservation process by providing your Index code and Account code. The departmental approver(s) are then sent an e-mail requesting approval. The ticketing process will not be complete until the agency has gotten a confirmation back from the departmental approver. Upgrades are not allowed, all travel involving airfare require a travel authorization to be turned in before the date of travel. 

High Cities/Counties