| Expense | Reimbursable | Conditions |
|---|---|---|
| Alcoholic Beverages | No | N/A |
| Baggage Handling | Yes | Reasonable, generally $1.00 per bag. |
| Baggage Fees | Yes, conditional | Only allowable for first bag. Second bag if required for equipment, University business, etc., as determined by approving authority. |
| Airline Aisle Seat Fee | No | N/A |
| Change or Cancellation fees, air, hotel, etc. | Yes, conditional | Only allowable with valid business reason as determined by approving authority. |
| Check Cashing Charges | No | N/A |
| Gas for Commercial Rental Vehicles | Yes | Provided the vehicle rental has been approved. |
| Gratuities | Yes | Included in the maximum meal allowance. Suggested server tip should not exceed 20% of the bill. |
| Hotel "No show" Charges | No | Except in business situations as determined by approving authority. |
| Inoculations | Yes | If required for international travel. |
| Insurance: (Domestic Vehicle Rental) CDW, Collision Damage Waiver LDW, Loss Damage Waiver |
Yes | Only if renting from a non-contract car rental agency or if NOT using the University's Corporate Travel Card or the University Purchasing Card. Full Primary CDW/LDW Coverage is included in contracts. |
| Insurance: (International Vehicle Rental) CDW, Collision Damage Waiver LDW, Loss Damage Waiver SLI, Supplemental Liability Ins. ELP, Extended Liability Ins. |
Yes | If renting outside the United States. |
| Insurance: (Vehicle Rental-Domestic & International) PEC, Personal Effects Coverage PEI, Personal Effects Ins. PEP, Personal Effects Protection PAI, Personal Accident Ins. ALI, Additional Liability Ins. UMP, Uninsured/Under-Insured Motorist Protection |
No | N/A |
| Insurance: Flight or other | No | N/A |
| Laundry/Valet | Yes | Reasonable. For trips extending more than one week. Approving authority may determine what is reasonable. |
| Movies, in flight/room | No | N/A |
| 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 | N/A |
| 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 | N/A |
| Travel Agency Service Fees | Yes | N/A |
| Travelers Check Charge | Yes | Limited to checks amounting to the total of any cash advance received. |
| Visas for Foreign Travel | Yes | N/A |
Transportation and Lodging: International travelers may be reimbursed up to the per diem amount used by the State Department for federal employees in effect at the time of travel as listed in the Maximum Travel Per Diem Allowances For Foreign Areas. This document lists rates by country and/or city and is for combined lodging, meals, tips, taxes, laundry, and dry cleaning. Rates are adjusted monthly to seasonal pricing and monetary exchange rate fluctuations.
International travelers also have the option of claiming the State Department per diem for meals only and then submitting actual lodging expense (lodging expense receipts are required). Reimbursement depends on availability of funds within the department and the source of funding. When the traveler claims State Department per diem, the University does NOT require receipts.
For current State Department per diem rates and up-to-date information on currency exchange, contact the University Financial Helpline at (612) 624-1617 or the Travel Services Web site at http://travel.umn.edu.
Visit the Travel Services Web Site as a resource for additional travel-related information.