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. |