Reimbursable / Non-reimbursable Travel-related Expenses
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Sponsored Projects: Sponsors may have more restrictive or different policies than stated below. Travelers are responsible for being knowledgeable and compliant with the Sponsor’s requirements.
| Expense | Reimbursable (Subject to conditions) | Conditions |
|---|---|---|
| Air Transportation | Yes | Traveler should choose the least costly method of transportation that meets the traveler’s scheduling and business needs. When total one-way air time is 8 hours or more, the traveler may upgrade from coach to the next most economical class of travel over coach (business class in most cases, first class in cases where business class is not offered). May not pilot their personal or leased aircraft, and may not take a private plane or non-approved air charter unless an exception is given by the Risk Management Office. |
| Alcoholic Beverages | No | See Administrative Policy: Hospitality, Alcoholic Beverages and Other Special Expenses for more information. |
| Baggage Fees | Yes | Only allowable for first bag of personal belongings. Second bag if required for equipment, University business, etc., as determined by approving authority. |
| Airline Seat Fee (Preferred Seating, Exit Row or Aisle Seat) | Yes | Only allowable with valid business reason as determined by approving authority. |
| Airport Clubs and Lounges Memberships (e.g., Delta Sky Club) | Yes | Only allowable with valid business reason as determined by approving authority. |
| Change or Cancellation fees, air, hotel, etc. | Yes | Only allowable with valid business reason as determined by approving authority. |
| Check Cashing Charges, ATM fees and Bank fees | No, included in the daily incidental fee related to per diems | N/A |
| Gas for Commercial Rental Vehicles | Yes | Provided the vehicle rental has been approved. |
| GPS Rental (Global Positioning System) | Yes | Only allowable with valid business reason as determined by approving authority. |
| Gratuities (other than meals) | Yes | Should not exceed 20% of the bill. |
| Ground Transportation | Yes | Must use the least expensive method of transportation (airport shuttles, taxis, car rental, etc.) Personal vehicles may not be used for University business, unless approval has been obtained form an appropriate authority. |
| Hotel "No show" Charges | No | Except in business situations as determined by approving authority. |
Incidentals
| No | A separate reimbursement is not allowed for these expenses. They are covered within the daily per diem reimbursement. Full incidentals per day for both domestic and international. |
| Internet Charges | Yes | Allowable for business purposes determined by the approving authority. |
| Inoculations | Yes | If required for international travel. |
Insurance: (Domestic Vehicle Rental)
| Yes (mandatory) | Only if renting from a non-contract car rental agency. Full Primary CDW/LDW Coverage is included in the National and Enterprise Car Rental contract. |
Insurance: (International Vehicle Rental)
| Yes (mandatory) | If renting outside the United States. |
Insurance: (Vehicle Rental-Domestic & International)
| No | |
Insurance: Flight or other Trip Insurance |
Yes |
Trip insurance may be allowed for business purposes determined by the approving authority. |
| Insurance: Travel Health/Security (CISI) | Yes | |
| Laundry/Valet | No, included in the daily incidental fee related to per diems | Travelers may be separately reimbursed for laundry for domestic travel lasting 7 consecutive days or longer. |
| Lodging | Yes | Up to 150% of the per diem amount used by the GSA for domestic or U.S. State Department for international. Detailed receipts are required. |
| Meals | Yes | Must not exceed the meal per diems published on the GSA website for domestic and U.S, State Department for international, including tax and tip. First and last days of travel are reimbursed at 75% of the per diem rate. |
| Mileage | Yes | For travelers who have been authorized to use a personal vehicle for University Business for domestic or international travel. Rates:
The mileage rate includes gas, vehicle maintenance, insurance, and other personal vehicle related costs. Reimbursement (mileage and en-route expenses) must not exceed the lowest cost of comparable coach airfare (e.g. advance booking). Travelers should always use the least expensive method of transportation while in travel status (e.g. airport shuttles, taxis). |
| Movies, in flight/room | No | |
| Parking Fees | Yes | Reasonable. Parking fees and mileage reimbursement at Minneapolis/St. Paul International Airport or off-airport facilities should not exceed the cost of round trip taxi fare from the traveler's home. |
| Passports | No | Except if specifically required by approving authority for University business. |
| Registration Fees | Yes | For legitimate University purposes |
| Spousal Travel | No | For allowable acceptable expenses, refer to Administrative Policy: Hospitality, Alcoholic Beverages, and Other Special Expenses |
| Student Travel | Yes | This policy governs Student travel when a student is traveling on behalf of the University for official University business only Other travel must go through the Office of Student Finance. |
| Taxi Fares | Yes | Reasonable; not to exceed cost of vehicle rental. |
| Telephone Calls | Yes | For University business. Other calls at department discretion. |
| Toll Charges: Bridges, Tunnels, Public Roads | Yes | While on University business. |
| Travel Agency Service Fees | Yes | For University business travel. |
| Travelers Check Charge | Yes | Limited to checks amounting to the total of any cash advance received. |
| Vehicle Rental | Yes | When absolutely necessary. Rental and gas charges may be reimbursed, but not mileage. |
| Vehicle (personal) | No | A traveler may not use their personal vehicle for University business, unless they have obtained preapproval from their supervisor or manager. Even if approved, personal vehicles are NOT covered by University insurance. The traveler is responsible to insure a personal vehicle used for University business. Travelers may be reimbursed mileage for domestic or international travel. |
| Visas for Foreign Travel | Yes | While on University business. |
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