Not All-Inclusive, UO Staff Assisted

Not All-Inclusive, UO Staff Assisted

If your contract with the University includes provisions for travel reimbursements and/or direct payment(s) to third parties on your behalf, a CAS Travel Coordinator will be assigned to assist you with the available travel options and documentation requirements.

  Traveler Information & Forms

More detail specific to Traveler Type such as checklists and additional forms are available by simply clicking on the appropriate map below.

Domestic

International

  Things to Know

The information below relates to non-all-inclusive contracts with the University; more specifically, if the University assists traveler with purchases on behalf of the traveler and/or the traveler is eligible to seek reimbursement for related business expenses.

Business & Personal Travel

If you wish to combine business and personal travel, comparison quotes completed at the time of booking airfare must be presented. One quote for the business travel days and one for the business plus personal travel days.

  • If business plus personal travel is equal to or less than business travel only, payment will be made for the full expense.
  • If business plus personal travel is more than business travel only, the traveler is required to pay the difference upon booking or will only be reimbursed for the business portion.

For planning purposes, if traveling via privately owned vehicle, refer to the GSA Mileage Rates.

 Lodging & Meals and Incidentals

The University supports a number of partnerships with hotels in the Eugene/Springfield and Portland areas. Your CAS Travel Coordinator will assist you with the available options or provide you with a list of vendors if you prefer to book your own.

If your contract with the University includes an allowance for meals and incidentals, reimbursement may be made within GSA Per Diem Rates. (“Incidental expenses” do not include cab fares, laundry service, telephone charges, etc.)

For planning purposes, travelers may refer to the GSA Per Diem Rates and 41 C.F.R. § 300-3.1.

Guidelines for Booking Airfare

If the University will be assisting you and prepaying for airfare on your behalf, accommodations will use routes, schedules, and airlines that provide the most cost-effective, efficient travel that meets the business purpose.

Economy Plus and/or Business Class airfare may be authorized for international flights where the elapsed time in-air for any single segment/leg/portion of the overall flight is eight hours or greater. First Class airfare is not authorized (unless the traveler covers the additional expense).

The University is required to adhere to the U.S. General Service Administration’s Fly America Act.

Personal Expenses

If your contract with the University includes travel reimbursements, expenses incurred while traveling on official business may be paid/reimbursed; however, personal expenses (such as guest’s personal vehicle repair and maintenance or gratuities) may not.

Expense Reimbursements

If your contract with the University provides for reimbursement, your request for reimbursement must be submitted within 60 days of your trip return date.

  • Itemized receipts are required.
  • Most tips/gratuities are not reimbursable.