| Expense | Reimbursable | Notes |
| Baggage handling | Yes | |
| Checked baggage fee | Yes | First bag only |
| Gratuities for meals | No | Included in per diem |
| Gratuities (non-meals) | No | |
| Insurance | No | |
| Laundry | No | |
| Parking fees | Yes | |
| Registration fees | Yes | |
| Taxis to restaurants | No | |
| Toll charges | Yes |
Please contact Business Operations or consult the LSSU Travel & Expense Policy if you have questions regarding whether or not an expense is allowable.
When traveling by automobile, it is recommended that travelers use University Motor Pool vehicles for trips over 100 miles. The LSSU Physical Plant assigns Motor Pool vehicles in order of travel request and vehicle availability. Vehicles may be reserved by calling extension 2617 or by using the online motor pool request form.
All personnel traveling by use of Motor Pool are required to complete a LSSU Vehicle Inspection Form before departing the Motor Pool. Vehicle users should be aware that trips are billed ‘per mile’. All gasoline, oil and repairs must be charged to the Fleet Fuel card located in each vehicle. It is strictly prohibited to use a motor pool vehicle for personal use.
Please see the LSSU Vehicle Policy for additional information.
The use of rental vehicles is limited to situations where other ground transportation is either not available or is impractical. The University will reimburse expenses for economy or midsize vehicles only. Reimbursement will be at the full rental agency rate.
Physical damage insurance must be taken when renting the vehicle. Liability insurance is provided by the University and should not be purchased.
Please note: When signing the rental contract, the employee must sign his/her name and Lake Superior State University to ensure the University has an insurable interest in the transaction.
Please see the LSSU Vehicle Policy for additional information.
When travel by automobile necessitates the use of the traveler’s personal vehicle, the traveler will be reimbursed at the IRS-approved mileage rate as communicated by LSSU Business Operations each year.
Mileage must be calculated from the place of employment to the travel destination as the University will not reimburse mileage for commuting from the traveler’s home to place of employment. All mileage reimbursements will be calculated using Google Maps. Note: Vicinity mileage within the Sault Sainte Marie, Michigan city limits will not be reimbursed unless expressly authorized under special programs such as grants.
Common Travel Destinations:
| City | One Way | Round Trip | Per Diem |
| Alpena | 152 | 304 | 13, 15, 26 |
| Ann Arbor | 330 | 660 | 16, 17, 31 |
| Big Rapids | 222 | 444 | 13, 15, 26 |
| Detroit | 339 | 678 | 14, 16, 29 |
| Escanaba | 175 | 350 | 13, 15, 26 |
| Flint | 279 | 558 | 13, 15, 26 |
| Grand Rapids | 278 | 556 | 14, 16, 29 |
| Houghton | 264 | 528 | 13, 15 26 |
| Kalamazoo | 328 | 656 | 14, 16, 29 |
| Lansing | 282 | 564 | 14, 16, 29 |
| Marquette | 165 | 330 | 13, 15, 26 |
| Petoskey | 94 | 188 | 14, 16, 29 |
| Traverse City | 169 | 338 | 14, 16, 29 |
Expenses incurred for gasoline, repairs, towing, etc. are included in mileage allowance and are not reimbursable. Expenses incurred for parking, bridge fare and tolls are reimbursable and limited to the actual amount paid. Any fine or charge for a violation of public policy (such as a speeding ticket, parking violation, etc.) is not considered a reimbursable expense.The vehicle owner’s insurance policy will always provide the primary liability coverage when travelling using a personal vehicle.Personal vehicles may be used in lieu of commercial airline travel. Mileage will be reimbursed at the established current rate but should cost the University no more than the commercial coach/economy airline fare. Vicinity mileage within the travel destination area is an allowable expense and must be properly documented in order to be reimbursed.
The University will reimburse travelers for meals consumed during business related travel at published per diem rates, based on region of travel. To be reimbursed for any particular meal travel must depart by or return after designated times, as summarized in the table below.
| Meal | Per Diem | Must depart by: | Must return after: |
| Breakfast | $13.00 | 6:00 a.m. | 10:00 a.m. |
| Lunch | $15.00 | 10:00 a.m. | 2:00 p.m. |
| Dinner | $26.00 | 4:00 p.m. | 8:00 p.m. |
Certain higher-cost cities may have an alternative per diem amount. Per diem amounts are adjusted periodically. Travelers should refer to the GSA Per Diem page or contact Business Operations to determine current per diem amounts.
Conferences meals included in the conference fee will not be reimbursed to the traveler.
In accordance with IRS regulations, any meals reimbursed that do not include an overnight stay will be taxable to the employee. The value of the meal will be added to the next payroll cycle for that employee and appropriate taxes withheld.  Even if a traveler leaves one day and returns after midnight of the next day, same-day travel status applies unless the traveler has incurred overnight lodging.