FAQ

Travel ‐ Reimbursable Expenses

• Baggage handling
• Storage expenses
• Business office expenses
• Business‐related calls and faxes
• Up to 3 personal calls per day of reasonable duration
• Currency conversion fees
• Reasonable gratuities to porters, bellhops and other service personnel
• Internet access
• Laundry or cleaning expenses on trips lasting over 5 days
• ATM fees and traveler check fees
• Ground transportation
• Parking and tolls
• Travel change/cancellation fees (if required for business needs)

Travel ‐ Non‐Reimbursable Expenses

• Airline or VIP club membership dues or one-day admission fees
• Airphone usage
• Baby-sitting
• Barbers and hairdressers
• Clothing or toiletry items
• Internet charges at home
• Excess baggage costs related to personal property
• Expenses related to vacation or personal days taken before, during, or after a business trip
• Frequent Flyer Miles (Travelers will not be reimbursed for airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
• Travelers will not be reimbursed for credits issued by an airline from personal travel used to purchase airline tickets for business travel
• Credit card and Airline Rewards program/points
• Gift cards as a payment mechanism should not be used for travel and business expenses as they will not be reimbursed
• Helicopter services for local travel/entertainment
• Laundry or cleaning expenses on trips lasting five (5) days or less, unless emergency circumstances are documented
• Loss or theft of cash advance money or airline tickets
• Loss or theft of personal funds or property
• Lost baggage
• Luggage and briefcases
• Magazines, newspapers, personal reading materials
• Medical expenses while traveling
• Mini-bar alcoholic refreshments
• Movies
• “No show” charges for hotel or car service
• Online auction sites
• Personal entertainment
• Pet care
• Recreational expenses
• Saunas, massages, spa visits
• Shoe shines
• Souvenirs or personal gifts
• Snacks
• Tips in excess of 20% 

Employee Entertainment Expenses:

Reimbursable Business Occasions

• Dissertation defense
• Promotion
• Welcoming a new hire to the University
• Leaving the University
• Years of Service/Retirement
• Graduation of an employee/student
• Awarding of tenure
• Publication
• Event or performance opening
• Sabbatical
• Recognition of achievement, departmental goal, honor, or thank you

Other Reimbursable Employee Entertainment

• Departmental celebration of a holiday
• Collective celebrations of birthdays
• Congratulations on business related individual achievement

Non‐Reimbursable Employee Entertainment

• Showers for birth or adoption of baby
• Engagements, weddings, anniversaries,
• Individual birthday celebrations
• Congratulations on personal related individual achievement