Travel Authorization Guidelines

Travel Authorization (TA / TAR)

Faculty and staff should create and submit their own Travel Authorizations (TA/TAR) directly in PantherSoft using the T & E Compliance Center.
To allow time for approval and arrangements, please submit the TA at least three months in advance, particularly for international travel, trips involving students, or group activities.

A TA is required for all official university travel, both domestic and international.
Vicinity travel (within 50 miles one way) does not require a TA unless you are attending a conference or convention.

Each TA should include:

• A clear business purpose and benefit to FIU

• Destination(s) and travel dates

• Estimated costs such as airfare, hotel, registration, transportation, and per diem

If the travel is third-party funded or complimentary, a TA is still required.
In these cases, enter $1.00 in one expense line and indicate the funding source in the header.

If your trip dates change, you may simply use the Trip Extension Form (Page 3 of the Manual). No need to create a new TA.

For help with your travel authorization or questions about PantherSoft, please contact Lucia Castillo (lucastil@fiu.edu) for guidance.

Per Diem and Meal Allowances

FIU follows the Florida Statutes Section 112.061 and federal per diem guidelines for meal and lodging reimbursements.

You may select one of two options:

• Flat Per Diem: $80 per full day, covering both lodging and meals.

  • Do not combine this with actual lodging or meal claims for the same day.

  • Deduct any meals provided at conferences ($6 breakfast / $11 lunch / $19 dinner).

• Actuals + Meal Allowance:

  • For domestic travel, use the Florida statutory meal rates.

  • For international travel, use the U.S. Department of State per diem rates by city.

Attach the appropriate per diem or meal breakdown worksheet with your expense report for timely processing.

Receipts and Documentation

All receipts must be legible and show:

• Vendor name and address

• Transaction date

• Itemized list of goods or services

• Unit prices and total paid

• Proof of payment (zero balance or payment confirmation)

If a receipt is missing, request a duplicate from the vendor.
If unavailable, use the Lost/Unavailable Receipt Form, including a detailed description and proof of payment (e.g., credit card statement).

Expense Reports

After completing your trip, submit your Expense Report (ER) within 15 business days.
Include:

• A brief itinerary describing the purpose and daily activities

• All reimbursable and FIU-paid expenses

• Notes on any third-party payments or shared costs

Expense reports must be signed by the traveler (DocuSign or print-and-sign).
Non-employees do not sign the ER but must still provide supporting documentation.

Key Travel Reminders

• Airfare: Reimbursable only for economy, coach, or main cabin class. Upgrades require CFO approval.

• Lodging: The nightly rate should be the most economical available. Rates above $225/night require justification unless within GSA/DOD or official conference hotel limits.

• Ground transportation: Use state contract vendors (Avis/Budget preferred). Retain itemized receipts and keep tips within 20%.

• Mileage (private vehicle): $0.445 per mile using the most direct route, verified through a mapping tool such as MapQuest.

• Non-reimbursable items: Alcohol, room service, movies, personal expenses, seat upgrades, and optional travel insurance.

International Travel

All foreign travel requires a Travel Authorization (TA) and completion of the Foreign Travel Questionnaire in PantherSoft.
Submit your request at least 20 business days before departure to allow screening and approval by the Export Control Office.

When traveling abroad:

• Use U.S. Department of State per diem rates for lodging and meals.

• Convert foreign currency to U.S. dollars using Oanda.com or your credit card statement rate.

• If federal funds are used, comply with the Fly America Act.

Attach your foreign per diem worksheet and include all supporting documentation with your expense report.