Travel and Reimbursement

Policies and Information

  • Who Pays?
    A guide to assist field employees in understanding funding sources for extension travel and training.
  • Official University Vehicle Policy
  • Wyoming Mileage Chart (xls)
  • Mileage Reimbursement Rate As of January 1, 2018
    Pursuant to UniReg 177, the standard mileage rate used for reimbursement for use of personal vehicles on University business effective January 1, 2018 is $0.545 per mile.

Travel Reporting

WyoCloud and Expense Reports

  • Expense Reports
    • WyoCloud Quick Guides for Expenses
      Bookmark the Guides link and refer back to it frequently to view the latest versions of the Guides. A previously printed version may be out of date.
    • Expense item description field – be specific! Think “who, what, where, when, why, and how”.
  • Travel Reimbursements
    • Must be submitted within 60 days of the trip.
    • Reconcile P-card expense items on a regular basis.
      Recommendations:
      • Submit a monthly P-card expense report.
      • Submit travel reports with the month of travel.
      • Save and close your reports.
      • Alert your delegate that your report is ready with an email containing the report number.
  • Per Diem
    • Upload the Per Diem Calculator with complete information.
    • Use the first and last rows of the calculator for the first/last days of travel. The reduced rate for these days will be automatically calculated.
    • Attach a conference/meeting agenda.
  • Receipts
  • Planning a Meeting with Food
    • Contact Procurement Services first!
    • Procurement Services will help with catering agreements.
    • Prior to the event, catering agreements must be in place and a Purchase Order (PO) requested.
    • Any meals provided require a hosting document.
  • Goods or Services
    • When working with a supplier, you need to use your P-card or have a Purchase Order (PO).
    • Additional forms may be required. Contact Cath Harris when planning your purchase.