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Business Travel Authorization and Expense Reimbursement
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For travel between January 1, 2026-June 30, 2026
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Select one:
Travel expenses associated with training, workshops, etc. and are not
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part of an employees regular work assignment.
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Regular travel expenses incurred as a regular part of an employee's
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work assignment.
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Travel expenses associated with volunteer or other non-employee work.
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Attach conference agenda, lodging receipts, etc. as necessary to document travel.
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Name
Today's date
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Address
Date(s) of trip
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P.O. #
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Destination
Dept. Liaison
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Purpose of trip
Dept. Supervisor
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Estimated Expenses - Pre-Travel Approval Part 1
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DateDescriptionConferenceMeals (1)
Lodging (2) *
Airfare
Miles Driven (3)
OtherTotal
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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Total $ -
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* Lodging rates must fall within the per diem rate set by the United States General Services Administration. When traveling in Oregon
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all rates will be determined by the per diem rate set for Portland. Out of state rates will be set by the per diem rate for the location of
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the event. Supervisor approval to go beyond the GSA rates are acknowledged by approving travel on this form prior to the event.
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https://www.gsa.gov/travel/plan-book/per-diem-rates
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Supervisor
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SignatureApproval Date
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Post-Travel Part 2
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Prepaid Expenses: (Items already paid via P-card or previously reimbursed)
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DateDescriptionConferenceMeals (1)
Lodging (2) *
Airfare
Miles Driven (3)
OtherTotal
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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Total $ -
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Expenses Incurred During Travel for Reimbursement
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DateDescriptionConferenceMeals (1)
Lodging (2) *
Airfare
Miles Driven (3)
OtherTotal
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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 $ -
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Total $ - $ - $ - $ - - $ - $ -
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Account Coding for Reimbursement
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ExpenseFundFunctionObject (4)CenterAreaSub-areaProject Total
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Conference $ -
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Meals $ -
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Lodging $ -
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Airfare $ -
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Mileage $ -
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Other describe_________________ $ -
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Total Reimbursement to Employee (must equal above section)
 $ -
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Total Actual Expenses
 0.00
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Variance from Initial Request
 0.00
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Supervisor
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SignatureApproval Date
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Notes:
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1. Meal Expenses are reimbursed on a per diem basis for travel within the State of Oregon at the following rates including gratuity:
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breakfast $22, lunch $23, dinner $36. Meal expenses incurred while travelling out of state will be reimbursed at the in-state per diem rates, or with
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supervisor approval, be reimbursed up to the per diem rate set by the United States General Services Administration (www.gsa.gov)
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for the destination location. Meal reimbursement may include the cost of the meal and non-alcoholic
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beverage and gratuity up to 20%.
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2. Lodging Expenses with receipts will be reimbursed up to the per diem rate set by the United States General Services Admin (www.gsa.gov).
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* Lodging rates exceeding the GSA rates determined above must be reviewed by a Supervisor and approved prior to travel.
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3. Miles Driven. Enter the estimated and actual miles driven; the form will automatically calculate the reimbursement amount based
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on the current IRS rate. The mileage reimbursement rate for 2026 is;
 $ 0.725
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4. Object Codes. For travel related expenses (meals, lodging, airfare & mileage) use 341 for regular business travel, 342 for
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conference travel and 348 for non-employee travel.
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