Reimbursable / Non-reimbursable Travel-related Expenses
Appendix to Policy
Sponsored Projects: Sponsors may have more restrictive or different policies than stated below. Travelers are responsible for being knowledgeable and compliant with the Sponsor's requirements.
|Expense||Reimbursable (Subject to conditions)||Conditions|
Traveler should choose the least costly method of transportation that meets the traveler’s scheduling and business needs.
When total flight time, excluding layovers, from departure to arrival is 8 hours or more (including connection domestic legs), travelers may, with preapproval from their unit, upgrade from coach to the next most economical class of travel over coach (business class in most cases, or first class where business is not offered).
Traveler may not pilot their personal or leased aircrafts.
Traveler may not take a private plane or non-approved air charter unless they obtain an exception by the Risk Management Office.
|Airline Seat Fee (preferred seating, exit row or aisle seat)||Yes||Travelers may select their seat to another seat within coach/economy on any flight, when no other coach/economy seats are available or it better meets the traveler’s needs.|
|Airport Clubs and Lounges Memberships (e.g., Delta Sky Club)||Yes||Only allowable with valid business reason as determined by approving authority.|
|Alcoholic Beverages||No||See Administrative Policy: Hospitality and Other Special Expenses for more information.|
|Baggage Fees||Yes||Only allowable for first bag of personal belongings. Second bag is reimbursable if required for equipment, University business, etc., as determined by approving authority.|
|Change or Cancellation fees, air, hotel, etc.||Yes||Only allowable with valid business reason as determined by approving authority.|
|Check Cashing Charges, ATM fees and Bank fees||No||Included in the daily incidental fee related to per diems.|
|Gas for Commercial Rental Vehicles||Yes||Provided the vehicle rental has been approved.|
|GPS Rental (Global Positioning System)||Yes||Only allowable with valid business reason as determined by approving authority.|
|Ground Transportation||Yes||Must use the least expensive method of transportation (airport shuttles, taxis, car rental, etc.).
Faculty and Staff may not use personal vehicles for University business unless approval is obtained from an appropriate authority.
|Hotel "No show" Charges||No||Except in business situations as determined by approving authority.|
||No||A separate reimbursement is not allowed for these expenses. They are covered within the daily per diem reimbursement.|
|Inoculations||Yes||If required for international travel.|
|Insurance: (domestic vehicle rental)
||Yes (mandatory)||Only if renting from a non-contract car rental agency. Full Primary CDW/LDW Coverage is included in the National and Enterprise Car Rental contracts.|
|Insurance: (international vehicle rental)
||Yes (mandatory)||If renting outside the United States.|
|Insurance (vehicle rental-domestic & international)
|Insurance (flight or other trip insurance)||Yes||Trip insurance may be allowed for business purposes determined by the approving authority.|
|Insurance (travel health/security, CISI)||Yes|
|Internet Charges||Yes||Allowable for business purposes determined by the approving authority.|
|Laundry/Valet||No, except as noted in conditions||
Included in the daily incidental fee related to per diems.
However, travelers may request reimbursement for laundry for domestic travel lasting 7 consecutive days or longer.
|Lodging||Yes||Up to 150% (of the night rate, before taxes) of the published per diem amount on the GSA website for domestic or U.S. Department of State website for international. Detailed receipts are required for all lodging.|
Reimbursements for first and last days of travel are reimbursed at 75% of the per diem rate.
For travelers who use a personal vehicle for University Business for domestic or international travel.
The mileage rate includes gas, vehicle maintenance, insurance, and other personal vehicle related costs. Rates can be found on the IRS website.
Reimbursement (mileage and en-route expenses) must not exceed the lowest cost of comparable coach airfare (e.g. advance booking).
Travelers should always use the least expensive method of transportation while in travel status (e.g. airport shuttles, taxis).
|Movies (in flight/room)||No|
|Parking Fees||Yes||Reasonable. Parking fees at airports or off-airport facilities should not exceed the cost of round trip taxi fare to/from the traveler's home/office.|
|Passports||No||Except if specifically required by approving authority for University business.|
|Registration Fees||Yes||For legitimate University purposes.|
|Spousal Travel||No||For allowable acceptable expenses, refer to Administrative Policy: Hospitality and Other Special Expenses|
|Student Travel||Yes||This policy governs student travel when a student is traveling on behalf of the University for official University business only. Other travel must go through the Office of Student Finance.|
|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||While on University business.|
|Travel Agency Service Fees||Yes||For University business travel.|
|Travelers Check Charge||Yes||Limited to checks amounting to the total of any cash advance received.|
|Vehicle Rental||Yes||When necessary. Rental and gas charges may be reimbursed, but not mileage.|
A traveler may not use their personal vehicle for University business, unless they have obtained preapproval from their supervisor or manager. Even if approved, personal vehicles are NOT covered by University insurance. The traveler is responsible to insure a personal vehicle used for University business.
Travelers may be reimbursed mileage for domestic or international travel.
|Visas for Foreign Travel||Yes||While on University business.|