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.