Travel Information
Travel Information
- Check Request Form Download
- Ghost Card Request Form
- Request for Taxpayer ID Number
- State Tax Exemption Form for Purchases
- State Tax Exemption Form for Hotels
- W-9
- P-Card Missing Receipt Form
- ACH Authorization Form for Employees
- Travel Approval Request - Domestic
- Travel Approval Request - International
- (Login Required) Enterprise Car Rental Process
- Travel Expense Voucher
- FAQ & Export Control and International Travel
State Tax Exemption # 25-1508140
Rent a Car
Gasoline
Per Diem
Non-overnight Travel Status
Payment by Check/Credit Card
Travel Agencies
PASSHE Travel Regulations
Board of Governors Policies
High Cost Per Diem Rates
Travel Questions and Answers
Enterprise-Rent-A-Car
(814) 271-3045
The guidelines for renting an Enterprise vehicle have changed and vehicle rental rates have been updated.
Gasoline - Effective January 1, 2023
Personal Car - Gasoline Reimbursement
65.5 cents per mile - All employees of PennWest University
Remember to read your odometer before departing and after returning so that you may receive full reimbursement of your mileage.
Previous rates:
January 1, 2016 - December 31, 2016 rate was 54 cents per mile
January 1, 2015 - December 31, 2015 rate was 57.5 cents per mile
January 1, 2014 - December 31, 2014 rate was 56 cents per mile
January 1, 2013 - December 31, 2013 rate was 56.5 cents per mile
April 17, 2012 - December 31, 2012 rate was 55.5 cents per mile
January 1, 2011 - April 16, 2012 rate was 51 cents per mile
January 1, 2010 - December 31, 2010 rate was 50 cents per mile
High Cost Area per diem rates can be found by clicking on the High Cost Per Diem Rates link.
Effective October 1, 2018 the standard per diem rate increased to $55.00 when the traveler is on overnight travel status. Prior to October 1, 2018 the rate was $51.00.
For overnight travel not part of a full 24-hour period, the maximums will be as follows:
(All per diem rates include tips, including tips to waiters/waitresses, bellhops, maids, valets, etc.)
Management, APSCUF, SCUPA, Coaches, AFSCME, PNA, & SPFPA (AFSCME, PNA, & SPFPA as of 2/8/08)
| Regular | High Cost Areas | |
| 0 min. to less than 3 hrs. | 0 | |
| 3 hrs. to less than 6 hrs. | $13.75 | 25% |
| 6 hrs. to less than 15 hrs. | $34.38 | 62.5% |
| 15 hrs. to less than 24 hrs. | $55.00 | Full |
PSSU
| Regular | High Cost Areas | |
| 0 min. to less than 3 hrs. | 0 | |
| 3 hrs. to less than 9 hrs. | $13.75 | 25% |
| 9 hrs. to less than 15 hrs. | $27.50 | 50% |
| 15 hrs. to less than 21 hrs. | $41.25 | 75% |
| 21 hrs. to less than 24 hrs. | $55.00 | Full |
Deductions from per diem rates for meals provided are as follows:
| Breakfast $11.55 | ||
| Lunch $11.55 | ||
| Dinner $31.90 |
Deductions from per diem rates for meals provided in high cost areas are as follows:
| Breakfast 21% | ||
| Lunch 21% | ||
| Dinner 58% |
Allowances subject to change without notice.
Non-overnight Travel Status (One day trips on a normal work day)
An employee who works more than two hours before the normal start of the work day or past the scheduled quitting time in non-overnight travel status will be reimbursed for the cost of a meal up to a maximum of $8.00 only if the travel assignment takes the employee 50 miles or more from both residence and headquarters. An employee must site his or her normal work hours on the Travel Voucher.
Reimbursement for the cost of noonday meals is not permissible for employees not engaged in overnight travel except as specifically provided for in this directive or in labor agreements.
Non-overnight Travel Status (One day trips on a non-scheduled work day)
Follow the breakdown according to your employment classification.
Hotel Tax
As per management directive 230.10 revision No. 2 dated July 10, 2001 --
The Commonwealth is not subject to the following taxes and employees should make every effort to have them eliminated. However, if the tax must be paid, the Commonwealth will reimburse the employee for actual expenses incurred. Accounts Payable will delete these taxes from the hotel invoice when a Hotel Order is used.
*Hotel Room Rental Tax, Pennsylvania Convention Center Authority Act. A local hotel room rental tax imposed by first class cities or first class counties to fund construction of convention centers (Allegheny, Bucks, Delaware, Montgomery, and Philadelphia). The amount of the tax can range from one to six percent.
*Local Sales, Use, and Hotel Occupancy Tax authorized by the Pennsylvania Intergovernmental Cooperation Authority Act for Cities of the First class and the Second Class County Code. The one percent tax is imposed in a taxable county on the occupancy of hotel/motel rooms (Philadelphia, Allegheny).
The only tax that Clarion University pays on Hotel/Motel rooms in Pennsylvania is 6%. Outside of Pennsylvania we pay all tax on rooms.
NOTE: Management Directive 230.13, Commonwealth Corporate Card Program, Revision No. 1, contains a copy of the Pennsylvania Exemption Certificate to be used with the Corporate Card to exempt employees traveling on official business from local occupancy taxes.
When paying by check or credit card, remember to obtain an itemized copy of your bill to attach to your travel voucher. If lodging is in PA, inform the hotel that you are a state employee and that the university pays only 6% tax on rooms.