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Policy

Travelers are required to arrange their air travel through the Concur Travel Portal and are strongly encouraged to use Concur for their hotel stays. Travel expenses for air travel booked outside of the Concur Travel Portal are not reimbursable, unless otherwise approved by Office of Strategic Procurement. All travel should be paid for using a Miami issued P-Card; departments/individuals are discouraged from using personal credit cards to pay for travel and seek reimbursement.

Departments should refer to the details of the University’s travel requirements contained within the Miami’s Travel Portal on specific exceptions to this policy, and how to acquire the written approval of Strategic Procurement if necessary.

Additionally, ¾Ã¾ÃÈÈ only reimburses or pays travel expenses if the travel is approved by the supervising administration and if the traveler’s purpose is:

1. representation of the University on official University business
2. research, including investigation
3. attendance at meetings of professional societies or organizations
4. teaching and training activities of the University.

Both the travel and the request for payment must satisfy Internal Revenue Service requirements.  The amount to be reimbursed or paid depends on the limits established by the University, the policies of the department or unit providing the funds, and the availability of funds.  Payment (P-Card or reimbursement) will only be authorized if the traveler obtains advance approval from the person responsible for the budget line to be charged and the appropriate person as identified by the policy below.  Details of the University’s travel policy are contained in the Purchasing and Payment Handbook, available online via Miami’s Travel Portal.

University Travel Portal Requirement

Travelers are required to utilize the Concur Travel Portal and the University’s designated travel agency for their air travel needs and are strongly encouraged to use Concur for hotel stays. This policy is in place to ensure compliance with financial regulations, to leverage negotiated rates for cost savings, and to provide comprehensive support for travelers including assistance with itinerary changes and emergency situations. Exceptions to this policy must be approved in writing by the Office of Strategic Procurement in advance of booking the travel. 

Non-Traditional Lodging

As used in this policy, the term “Non-Traditional Lodging” means lodging accommodations with an entity outside of the conventional hotel industry, and may include, without limitation, accommodations provided through the online hospitality marketplace (e.g. Airbnb, VRBO, etc.), hostels, campgrounds, and similar outlets and service providers. 

There are inherent risks and hazards that may arise from utilizing the services of a Non-Traditional Lodging provider as set forth in the Non-Traditional Lodging Assumption of Risk Form located at the bottom of this policy.  Use of Non-Traditional Lodging is prohibited unless the traveler demonstrates there is no conventional lodging available or that the stay will extend beyond five (5) days and traditional lodging is cost prohibitive.  The traveler must also have reviewed the safety and security considerations contained in the Non-Traditional Lodging Assumption of Risk Form and submit a completed form when seeking approval to use Non-Traditional Lodging.  

Approval for Non-Traditional Lodging for domestic or international travel credit workshops/non-credit programs requires the faculty member primarily responsible for the trip to obtain the approval of Global Initiatives and the appropriate divisional dean prior to engaging any service provider.

For international travel involving academic research or other business travel, the faculty or staff member primarily responsible for the trip must obtain the approval of the Study Abroad office at Global Initiatives and the appropriate divisional dean or assistant vice president prior to engaging any Non-Traditional Lodging service provider. Domestic travel involving academic research or other business travel must only obtain the approval of the divisional dean or assistant vice president.

Related Form(s)

Non Traditional Lodging Assumption of Risk Form

Additional Resources and Procedures

Websites

Miami Travel Portal

FAQ

Not applicable.

Policy Administration

Next Review Date

7/1/2027

Responsible Officers

• Associate Vice President and Chief Procurement Officer
• Sr. Vice President for Finance and Business Services

Legal Reference

Not Applicable.

Compliance Policy

No

Recent Revision History

 Amended July 2018; September 2022; Modified Aprll 2026

Reference ID(s)

• MUPIM 16.14
• OAC 3339-16-14

Reviewers

• Associate Vice President and Chief Procurement Officer
• Sr. Vice President for Finance and Business Services