Expenses for Travel Reimbursement - What's Allowable and What's Not?

Expense Rules Receipt SUBMITTED TO ACCOUNTING (CANFIELD)? *
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.
Red ArrowUNL will only reimburse the coach fare. If the Traveler chooses to upgrade to business class or first class, the traveler will be responsible for paying the difference between the purchase price and coach fare.
Yes
Airline Baggage Fees Actual expense for university travel Yes if $75 or more
Airline Fees The University will reimburse employees for airline fees that are reasonable and necessary for the stated business purpose of the trip. Please itemize these expenses by date and explain any unusual or excessive charges. Yes if $75 or more
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
Animal Boarding 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 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
Internet Fees Actual expense for university activity Yes if $75 or more
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. Yes
Mileage for Personal Vehicle See the Mileage 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. A conference agenda must be attached to the payment document. 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. Yes
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
* If the receipt is not required by Accounting it should still be filed in the traveler's department/unit business office.