Travel Policies These policies were developed in accordance with Alabama law and Internal Revenue Service. These policies cover University employees, students and any others who travel on approved, official University business. All official travel should be prudently planned so that the best interests of Auburn University are served at the most reasonable cost. Anyone traveling on University business is expected to exercise the same economy that a practical person would exercise when traveling on personal business. Excessive costs or unjustifiable costs are not acceptable and will not be reimbursed. If it is cheaper to fly, you cannot opt to drive and collect mileage outside a 1200 mile round trip. You will be reimbursed at whichever is lowest, the current mileage rate or the lowest discounted airfare. This is called airfare-in-lieu of mileage. Auburn University will only reimburse at "coach" class fares. If you choose to fly first-class or business-class, you will only be reiumbursed at coach-class fares.   Travel and Reimbursement F.A.Q. At what rate is the use of personal vehicles reimbursed? Can I be reimbursed for the purchase of alcoholic beverages? How is airport shuttle service reimbursed? What Are AU Policies Regarding Rental Vehicles? What are the basic guidelines for air travel? What receipts and records should I retain? Where will I be staying? Will the University reimburse any costs for my family to travel with me? Which airport should I fly into? At what rate is the use of personal vehicles reimbursed? The current state mileage rate is $.485 per mile. That covers all vehicular costs, including tolls, repairs, and fuel. [top] Can I be reimbursed for the purchase of alcoholic beverages? State law prohibits the use of University funds to purchase alcoholic beverages. [top] How is airport shuttle service reimbursed? Limousine/taxi service between Auburn and the Atlanta airport is to be paid by the traveler (paid receipt is required).  Traveler will be reimbursed after travel. [top] What Are AU Policies Regarding Rental Vehicles? Rental vehicles may be used. For reimbursement, attach your paid, itemized receipt to your travel voucher. Tolls and gas charges will be reimbursed. Gas receipts are required. [top] What are the basic guidelines for air travel? Airline reservations are your responsibility and are to be made through your unit. Reimbursement will be made at the lowest logical standard or discounted rate for the period of business travel.  Your original passenger coupon is required as a receipt after travel has been completed. Ticketless Travel Some travel agents and airlines (Valujet, Southwest) do not issue tickets. In such cases, you will need to provide documentation of your payment. This can be a copy of the credit card statement, a copy of the front and back of your canceled check, or the itinerary invoice which shows that your ticket was paid. [top] What receipts and records should I retain? Original receipts are required for reimbursement. Items that will NOT be reimbursed: Phone calls Faxes Personal Purchases Alcohol (see below) [top] Where will I be staying? The Hotel at Auburn University and Dixon Conference Center is the official host hotel of the Auburn University College of Veterinary Medicine. All conference rooms are booked here unless specified otherwise. Your room and hotel meals with be direct-charged to our conference account unless you are a sponsored speaker. Auburn University does not cover alcohol or phone charges. [top] Will the University reimburse any costs for my family to travel with me? Travel costs of an employee's spouse or dependents will not be paid by the University. Auburn University assumes no liability or responsibility for travel by spouses or dependents. [top] Which airport should I fly into? We are most conveniently serviced by the Atlanta Hartsfield International Airport (90 minutes away). Most speakers rent a car when arriving at the airport. Remember that when making travel arrangements, Atlanta is one hour ahead of Auburn. For convenient maps, directions and phone numbers, see the Accommodations web page. [top] Return to Speaker Information Page