Travel Reimbursement Quick Reference Guide
The content below is intended as a guideline only. Refer to the University's Travel Regulations if clarification/detail is required. If there is a conflict, the regulations supersede other sources.
Air
| Expense Category | Eligible for Reimbursement | Air Policy - Requires detailed itinerary or e-receipt |
| Flights | Yes | Economy class is required for flights less than 14 hours. Business class is permitted for flights that are 14 hours or longer. |
| Meals during flights | No | Meals are included in the per diem rate. |
| Upgraded Seats or Class | No | |
| Baggage Fees | Yes | |
| Transportation to/from Airport | Yes | |
| Early Check-in Fee | No | Exception – Fees are eligible for airlines that do not assign seats (Southwest, Frontier). |
| International Travel | Yes | Review Travel Regulations. |
| Travel/Flight Insurance | No |
Car Rental
| Expense Category | Eligible for Reimbursement | Car Rental Policy - Requires itemized receipt |
| Rental Fee | Yes | Preferred vendors (National and Enterprise) must be utilized when possible. |
| Parking | Yes | Airport parking must not exceed the cost of long-term economy parking. |
| Tolls | Yes | |
| Fines/Towing Charges | No | |
| Accidents/Thefts/Damages | No | |
| Insurance | No | The University is self-insured for damage exposure on vehicles used by staff traveling on University business. |
Lodging
| Expense Category | Eligible for Reimbursement | Lodging Policy - Requires itemized receipt |
| Room Fee and Taxes | Yes | This is for standard rooms only. Travelers may accept room upgrades to suites or executive floor rooms only if the upgrade is at no additional cost to the University. |
| Internet Connection | Yes | |
| Room Service | No | Meals are included in the per diem rate. |
| In-room Movies/Minibar/Laundry | No | Exception – Laundry expenses are reimbursable after 4+ days. |
Meals
| Expense Category | Eligible for Reimbursement | Meals Policy – Per Diem Rate based on location of university business |
| Meals (Self) | Yes | Review Travel Regulations |
| Business Meals (2+) | Yes | Requires information that explains who, what, where, when, and why the meal occurred, plus a list of names of all participants. |
| Meals For Personal Travel Companion | No | |
| Alcohol | No | |
| Meals Purchased in lieu of Conference Provided Meals | No | |
| Tips | No | Tips are included in the per diem rate. |
Personal Vehicle Use
| Expense Category | Eligible for Reimbursement | Personal Vehicle Use Policy |
| Actual Mileage | Yes | The University reimburses mileage at either the federal or state rate, depending on funding source. |
| Parking | Yes | Airport parking must not exceed the cost of long-term economy parking. |
| Tolls | Yes | |
| Fines/Towing Charges | No | |
| Accidents/Thefts/Damages | No | |
| Insurance | No | The University is self-insured for damage exposure on vehicles used by staff traveling on University business. |
| Operating Costs (e.g. Gas, Wipers, Tires) | No | Included in mileage rate |
| Repairs/Maintenance | No | Included in mileage rate |
Other
| Expense Category | Eligible for Reimbursement | Other - Review Travel Regulations |
| Business Travel with Personal Time | Yes | When personal and business travel are combined, cost comparison guidelines must be followed, and only business expenses are eligible for reimbursement. |
| No-Cost Travel | No | Domestic or international travel conducted on University time but at no cost to the University is considered no-cost travel. Expenses paid by a third-party are not eligible for reimbursement through the University. |
| Bowl Travel | Yes | Follow Bowl Travel Guidelines. |