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)