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Reimbursable Miscellaneous Trip Expenses

General Expenses for All Travel | Expenses Specific to Foreign Travel

Receipts are required if each expense (or total of expenses in reasonable categories, such as parking, taxis, etc) is $75 or greater.

General Expenses (All Travel)

Expense Must be Required for University Business Trip

  • Baggage charges:
    1. Transportation charges for authorized excess baggage when carrying equipment necessary to complete official business
    2. Necessary charges for storage when such are a result official business - including tips
    3. Charges for checking baggage
    4. Charges or tips at transportation terminals or lodging for handling luggage and items necessary to complete business mission
    5. Tips for handling luggage, such as taxi, shuttle or courtesy transportation drivers or hotel staff
    6. Sending baggage, samples, display materials, and/or supplies to official business location and back to official station
  • Services of guides, interpreters, or drivers
  • Services of typists, data processors, or stenographers
  • Use of computers, printers, fax machines, and scanners when necessary to complete official business mission
  • Fees for conference/meeting rooms and equipment when necessary to complete official business mission
  • Official telephone calls/service, such as faxes, telegrams, etc
  • Lodging taxes
  • Laundry, cleaning, and pressing of clothing (To qualify for this expense, the traveler must incur a minimum of 4 consecutive nights on official University business.)
  • Energy surcharge and lodging fees when such fees are not optional. Example: Safe
  • Emergency purchases of materials or services (i.e., film, batteries, photocopying, etc.) when necessary to complete official business mission.
  • Sales tax on purchases made in Indiana cannot be reimbursed, but sales tax on out-of-state purchases will be reimbursed. (Contact the Tax Group for information on sales tax.)
  • Tips for taxi, shuttle, courtesy transportation drivers

Special Expenses (Specific to Foreign Travel)

Expense Must be Required for University Business Trip

  • Fees for conversion of foreign currency
  • Passport and/or visa fees
  • Foreign country exit fees
  • Costs of photographs for passports and visas
  • Costs of birth, health, and identity certificates
  • Charges for inoculations necessary for foreign travel
  • Fees for travelers checks