Expenses for Travel Reimbursement - What's Allowable and What Isn't?
| Expense | Rules | Receipt Required? |
|---|---|---|
| Abstracts, Proceedings | Actual expense for copies of conference materials or related abstracts/papers. | Yes |
| Airfare | Every effort should be made to purchase through Travel & Transport or Southwest.com using the ghost card. If you choose to purchase from another source, acceptable documentation is a passenger receipt, a travel agency itinerary or a copy of the e-ticket confirmation showing the amount paid. | Yes |
| Airport Shuttle | Actual expense, including gratuity | Yes if $75 or more |
| Airport Tax / Exit Fee | Sometimes charged at foreign airports. Actual expense may be claimed when not already included in the cost of the ticket. | Yes if available (receipts are often not provided) |
| Alcoholic Beverages | Not reimbursable | n/a |
| Car Rental | Actual expense. See the Mileage Reimbursement Policy for additional information on insurance. | Yes |
| Car Repairs, Maintenance, Accidents, Car Washes, Oil Changes, Locksmith Charges (personal vehicle) | Not reimbursable | n/a |
| Child care, animal boarding | Not reimbursable | n/a |
| Currency Conversion Fees | Actual expense on amount required for university travel | Yes |
| Entertainment (movies, plays, etc.) | Not reimbursable | n/a |
| Exercise equipment / room fees | Not reimbursable | n/a |
| Faxes | Actual expense necessary for university business | Yes if $75 or more |
| Film Developing | Actual cost of business-related film developing. Business purpose should be explained on reimbursement | Yes if $75 or more |
| Flight Insurance | Not reimbursable | n/a |
| Gasoline | Actual expense for rental or university vehicles. May not be claimed on personal vehicle. | Yes |
| Gifts | Actual expense of gift when it is considered customary to present a gift to a host, especially in foreign countries | Yes |
| Gratuities (Tips) | Actual amounts paid for cabs, skycaps, bellmen, etc. Tips for meals should be included in meal reimbursements. | No |
| Group Meals | Actual expenses, including gratuity and excluding alcohol. Names of guest and agenda must be provided. For more information see the Food Reimbursement Policy. | Yes |
| Gym Fees | Not reimbursable | n/a |
| Laundry, Dry Cleaning | Not reimbursable | n/a |
| Lodging | Single rate only. Itemized hotel receipt required. Charges for staying with family or friends are not reimbursable. In room movies are not reimbursable. Parking and business related long distance fees must be listed as Miscellaneous Expense. | Yes, unless per diem for grant funded foreign travel |
| Meals | Actual expenses including gratuities. Alcohol is not reimbursable. For more information see the Food Reimbursement Policy. | No, unless IRS standard meal allowance or foreign per diem is exceeded. |
| Mileage for Personal Vehicle | See the Mmileage Reimbursement Policy for current rate and details of allowability. | No |
| Newspapers | Actual expense | No |
| Parking | Actual expense | Yes if $75 or more |
| Passports, Visas | Actual expense if required for university travel | Yes |
| Personal Grooming Items | Not reimbursable | n/a |
| Photocopying | Actual expense if required for university purposes | Yes if $75 or more |
| Registration | Actual expense excluding charges for spouse or events that are purely for entertainment purposes | Yes |
| Safe Arrival Call | Not reimbursable | n/a |
| Safe Deposit Boxes | Actual expense if required for business purposes. Storage of personal items is not reimbursable. | Yes if $75 or more |
| Shipping | Actual expense if required for business purposes | Yes |
| Snacks | Should be claimed as a meal reimbursement. For more information see the Food Reimbursement Policy. | No |
| Spouse / Companion Expenses | Not reimbursable | n/a |
| Taxis, Buses, Airport Shuttles, Subways, etc. | Actual expense including gratuity | Yes if $75 or more |
| Telephone Calls | Actual expense of business related calls. Personal calls are not reimbursable. | Yes if $75 or more |
| Tolls | Actual expense | No |
| Tours, Cruises | Actual expense for business-related tours or mandatory conference events. Optional or pleasure tours are not reimbursable. | Yes |
| Travelers' Checks Fees | Actual expense | No |
| Vaccinations | Actual expense if required for university travel. Must claim only amount not covered by insurance. | Yes |
| Valet Cleaning Services | Not reimbursable | n/a |
