Extended Travel

Full-time employees traveling for extended periods (at least 30 days but not more than one year) may either travel under the standard travel policy or, with department approval, receive an extended per diem to cover trip-related expenses.

The approved per diem rate may not exceed the applicable federal foreign per diem rates for meals and lodging at the authorized travel destination(s), as published by the U.S. Department of State. Purchasing and Travel can assist departments and travelers in planning extended trips and determining appropriate per diem allowances within the published federal limits.

Under either method, payment to the traveler can be provided as follows:

• Reimbursement through Workday (preferred method):
  Travelers should submit expense reports in Workday on a regular basis (for example, monthly or quarterly) for reimbursement. Extended per diem claims must be submitted only for expenses already incurred and may not be claimed in advance. In Workday, claims should be entered with the note "Extended Trip Per Diem" using the Miscellaneous–Travel expense item. Expenses do not need to be itemized but a brief summary outlining the destination per diem rate and applicable days claimed attached in lieu of receipts. Reimbursements will be deposited into the traveler’s designated bank account recorded in their Workday payment elections.

• Cash advances:
  Although discouraged for personal safety reasons, cash advances may be issued prior to travel. Large cash advances require approval from Expense Partners. If approved, the traveler must submit a final expense report in Workday within 30 days after the conclusion of the trip to reconcile the advance and allocate charges to the appropriate university department.

Note:
When using the extended-trip per diem for trips longer than 90 calendar days, travelers must submit periodic time and lapsed-per-diem reports for each 90-calendar-day period in travel status.

Updated: May 28, 2026