The listings below are not meant to be all inclusive:
Common reimbursable expenses related to travel on College business:
- Airfare (coach class or equivalent) at the most reasonable rate
- Baggage fees
- Car rental (generally intermediate or lower)
- Conference and registration fees
- Currency conversion fees
- Ground transportation (taxi, bus, subway, Uber, Lyft, etc.)
- Laundry/dry cleaning/suit pressing for trips exceeding five days
- Lodging for travel at a reasonable rate
- Meals during scheduled travel time when an overnight stay is required
- Mileage at the current Internal Revenue Service standard mileage rate
- Parking and tolls
- Reasonable telephone costs and internet/Wifi charges
- Vaccinations and medications required for travel to other parts of the world
- Visa or other international special fees (e.g., the transaction fees for currency conversion)
Common other reimbursable College business expenses:
- Business office expenses (fax, copy services, supplies, etc.)
- Lab supplies
- Meals for business meetings with appropriate documentation according to AP policy
- Meals for occasional overtime work according to HR limits
Expenses considered personal or excessive and are generally not reimbursable:
- Airline additional fees including pre-boarding, upgrades, in-flight headsets, seat selection, etc.
- Alcoholic beverages purchased outside of a meal, unless there is a specific business purpose
- Baggage insurance
- Car rental insurance for rentals within the contiguous 48 states and the District of Columbia
- Child or dependent care
- Clothing or toiletry items
- Commuting between home and one or more regular places of business
- Contracted personal/professional services (professional services should be contracted through and paid directly by the College)
- Costs incurred by unreasonable failure to cancel reservations
- Decorative furnishings for personal office spaces
- Donations to charities, foundations, or not-for-profit organizations
- Entertainment and alcohol under federal grants
- Expenses related to vacation or personal days taken before, during, or after a business trip
- Expenses that have been or will be paid or reimbursed by an outside source
- Frequent flyer and other similar award programs
- Gifts, gift certificates, or gift cards to employees or others including flower arrangements and fruit baskets
- Golf fees
- Health club fees or exercise charges
- Laundry or valet services for travel of fewer than five days
- Lawn care
- Loss or theft of cash advance money, airline tickets, personal funds or property
- Lost baggage
- Luggage or briefcases
- Magazines, books, newspapers, personal reading materials
- Maid service (outside of reasonable hotel tips)
- Medical expenses while traveling
- Meals without a business purpose including meals incurred while traveling when an overnight stay is not required
- Membership/dues in private clubs, including airlines, wholesale clubs, etc.
- Mini-bar refreshments
- Movies (including in-flight and hotel in-house movies)
- Parking tickets, fines, or traffic violations
- Personal accident insurance (domestic)
- Personal automobile expenses including routine maintenance, repairs and car washes
- Personal card annual and delinquency fees or finance charges;
- Personal computer rentals and internet connection charges
- Personal entertainment, including sports events
- Personal grooming services, such as barbers, hairdressers, and shoe shines
- Personal items or personal expenses
- Personal property insurance
- Pet care including kennel or pet sitting fees
- Pharmaceuticals; health and beauty aids
- Regalia
- Rental car upgrades and satellite radio
- Saunas, massages, facials, tanning, or spa services
- Souvenirs, personal gifts, or purchases made at duty free shops
- Spouse/family/guest related charges while traveling
- Tips in excess of 20%
- Trip insurance (unless there is an extenuating circumstance and the expense is approved in advance by the department manager)