Miscellaneous Expenses

Policy

The following provides guidance on what necessary and customary travel miscellaneous expenses are reimbursable or not reimbursable.

Reimbursable Expenses:

•        Baggage handling/storage

•        Business Office Expenses (fax, copy services, web access, etc.)

•        Gratuities: Coaches and staff will be reimbursed for reasonable gratuities.

•        Inoculations/prescriptions/testing (when permissible or required for international travel)

•        Laundry (if duration of the trip exceeds five days)

•        Overnight delivery/postage

•        Traveler check fees

•        Visa/consulate fees

•        Wi-Fi

Non-reimbursable Expenses:

  •        Additional insurance purchased unless cleared by Senior Officer

  •   Airline club membership dues

•        Auto repairs

•        Baggage insurance

•        Barbers/hairdressers

•        Child care services

•        Clothing/toiletry items

•        Credit card annual fees, delinquency fees, or finance charges

•        Frequent flyer tickets

•        Hotel safety deposit box/safe

•        Insurance for rental vehicle for domestic travel for persons 25 years of age or older (except when renting a 12-15 passenger van)

•        Loss or theft of personal funds or property

•        Lost baggage

•        Luggage or briefcases

•        Medical expenses while traveling (outside of inoculations/prescriptions/testing)

•        Membership fees for any travel/cost-reduction programs

•        Mileage for rental cars

•        Movies/video games/no-show charges for hotel, car or restaurant services

•        Over-the-counter medication

•        Parking ticket and traffic/toll violations

•        Personal auto routine maintenance

•        Personal entertainment

•        Personal property insurance

•        Reading materials (magazines, books, newspapers, etc.)

•        Souvenirs or personal gifts

•        Spouse/dependent unless otherwise specified in employee contract

•        Vacation: expenses related to personal days before, during, or after a business trip

Note: trip insurance for medical evacuation/repatriation is provided by the University through International SOS and does not need to be purchased by the coach or staff member. For more information, please visit the International SOS website or download the International SOS Assistance App. 

RELATED INFORMATION & FORMS

Missing Receipt Affidavit