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Miscellaneous Reimbursable Expenses

Conference Registration

Conference registration should be made using the Corporate American Express Card. If the vendor does not accept American Express, the registration fee can be paid directly using a Travel Advance Request Form (See Travel Forms) payable to the vendor and a copy of the registration information and application. If the traveler paid the vendor by credit card or check, reimbursement may be processed using a Travel Advance Request form. Attach a copy of the registration information and record of payment (copy of credit card statement or copy of the front and back of the canceled check).

Registration for attendance at a local conference, where no additional travel expenses will be incurred, should be processed using a Request For Check (See Travel Forms) payable to the vendor and the original invoice/registration form. Notation should be made on the Request For Check stating "No additional travel expenses to be incurred".

The cost of excursion/entertainment offered at an additional fee as part of a conference is considered a personal expense and is not reimbursable.

Telephone

Reasonable actual expenditures including those necessary to make travel arrangements, communicate with the office and to call home once per day will be reimbursed.

Travelers will not be reimbursed for the use of an airphone except in the case of an emergency or extenuating circumstance that is approved by a Senior Officer.

Gifts - International Travel

Social customs relative to travel in some foreign countries is often very different from practices within the U.S., and travelers should make themselves aware of the customs. In countries where small gifts or trinkets are expected to be received by the host, the expense of these items will be reimbursed (within reason) with an original receipt and an explanation accompanying the Travel Expense Report.

Gratuities

Travelers will be reimbursed for reasonable gratuities. The amount of the tip should reflect the quality of the actual service received and/or the prevailing custom for that particular service. Gratuities for meals should be included as part of the cost of the meal. However, meals reimbursed using the per diem allowance method already include the tip amount. All other tips should be reported as "Miscellaneous" on the Travel Expense Report and should be accompanied by a brief description, i.e., porter, bellhop, etc..

Miscellaneous Reimbursable Expenses

Travelers will be reimbursed for the following miscellaneous expenses incurred while on University business travel:

  • baggage handling/storage
  • business office expenses (fax, copy services, telegram/telex, etc.)
  • business phone calls
  • currency conversion fees
  • gasoline for rental cars
  • inoculations required for international travel
  • laundry (if duration of the trip exceeds 5 days)
  • maps
  • overnight delivery/postage
  • parking and tolls
  • phone call home (once per day)
  • prescription medication required for international travel (not personal meds)
  • tips
  • traveler check fees
  • visa/consulate fees