Reimbursable / Non-reimbursable Travel-related Expenses

Expense	Reimbursable	Conditions
Alcoholic Beverages	No	N/A
Baggage Handling	Yes	Reasonable, generally $1.00 per bag.
Baggage Fees	Yes, conditional	Only allowable for first bag. Second bag if required for equipment, University business, etc., as determined by approving authority.
Airline Aisle Seat Fee	No	N/A
Change or Cancellation fees, air, hotel, etc.	Yes, conditional	Only allowable with valid business reason as determined by approving authority.
Check Cashing Charges	No	N/A
Gas for Commercial Rental Vehicles	Yes	Provided the vehicle rental has been approved.
GPS Rental (Global Positioning System)	No	N/A
Gratuities	Yes	Included in the maximum meal allowance. Suggested server tip should not exceed 20% of the bill.
Hotel "No show" Charges	No	Except in business situations as determined by approving authority.
Internet Charges	Yes, conditional	Only allowable with valid business reason as determined by approving authority.
Inoculations	Yes	If required for international travel.
Insurance: (Domestic Vehicle Rental) CDW, Collision Damage Waiver LDW, Loss Damage Waiver	Yes	Only if renting from a non-contract car rental agency. Full Primary CDW/LDW Coverage is included in the National Car Rental contract.
Insurance: (International Vehicle Rental) CDW, Collision Damage Waiver LDW, Loss Damage Waiver SLI, Supplemental Liability Ins. ELP, Extended Liability Ins.	Yes	If renting outside the United States.
Insurance: (Vehicle Rental-Domestic & International) PEC, Personal Effects Coverage PEI, Personal Effects Ins. PEP, Personal Effects Protection PAI, Personal Accident Ins. ALI, Additional Liability Ins. UMP, Uninsured/Under-Insured Motorist Protection	No	N/A
Insurance: Flight or other	No	N/A
Laundry/Valet	Yes	Reasonable. For trips extending more than one week. Approving authority may determine what is reasonable.
Movies, in flight/room	No	N/A
Parking Fees	Yes	Reasonable. Parking fees and mileage reimbursement at Minneapolis/St. Paul International Airport or off-airport facilities should not exceed the cost of round trip taxi fare from the traveler's home.
Passports	No	Except if specifically required by approving authority for University business.
Registration Fees	Yes	N/A
Taxi Fares	Yes	Reasonable; not to exceed cost of vehicle rental.
Telephone Calls	Yes	For University business. Other calls at department discretion.
Toll Charges: Bridges, Tunnels, Public Roads	Yes	N/A
Travel Agency Service Fees	Yes	N/A
Travelers Check Charge	Yes	Limited to checks amounting to the total of any cash advance received.
Visas for Foreign Travel	Yes	N/A

Transportation and Lodging: International travelers may be reimbursed up to the per diem amount used by the State Department for federal employees in effect at the time of travel as listed in the Maximum Travel Per Diem Allowances For Foreign Areas. This document lists rates by country and/or city and is for combined lodging, meals, tips, taxes, laundry, and dry cleaning. Rates are adjusted monthly to seasonal pricing and monetary exchange rate fluctuations.

International travelers also have the option of claiming the State Department per diem for meals only and then submitting actual lodging expense (lodging expense receipts are required). Reimbursement depends on availability of funds within the department and the source of funding. When the traveler claims State Department per diem, the University does NOT require receipts.

For current State Department per diem rates and up-to-date information on currency exchange, contact the University Financial Helpline at (612) 624-1617 or the Travel Services Web site at http://travel.umn.edu.

Visit the Travel Services Web Site as a resource for additional travel-related information.