Travel Expense Allowability Reference Table

Airfare

Yes

Direct charge to travel agency encouraged. Most economical and direct route. Ticket and itinerary required for reimbursement.

Airfare Change or Cancellation

Yes

According to circumstances, for business purpose only.

Alcoholic Beverages

No

Baggage Handling Tips

No

Except when required for disabled traveler.

Bumping-additional per diem

Yes

Additional compensation received by traveler must be reported.

Check Cashing Fees

No

Conference Fees

Yes

Direct payment by KUCR encouraged.
Meeting agenda included in travel report.

Currency Conversion Fees

Yes

Entertainment

No

Fares (bus, taxi, subway)

Yes

Official business only. Obtain receipt if possible.

Gasoline, Vehicle Fuel

Yes

Rental vehicles used for business purpose only. Not reimbursed in addition to mileage rate.

Gratuities

No

Except for meals having a specific business purpose. Provide list of attendees and business purpose of meeting.

Hotel, In-room Movies, Room Service, etc.

No

Personal expenses are covered by per diem.

Hotel, No-show Charges

No

Except in emergency situation not controlled by traveler.

Insurance - Rental Vehicle

See Comments

Yes - Fee for waiver of responsibility for physical damage only.
No - All other fees for personal insurance, such as personal liability, personal effects coverage, life insurance, etc.

Insurance, Trip

No

This is a personal insurance

International Travel

See Comments

Must be budgeted and authorized prior to travel

Internet Access Fees

Yes

Official business only

Laundry

No

Lodging

Yes

Lodging reimbursed at actual cost. Written justification may be requested for high cost lodging.

Lodging, Saturday Stay or Mileage vs. Airfare

Yes

Allowable only if combined cost of per diem, additional lodging and other expenses are less than the savings in airfare.

Meals, Domestic

Yes

Cost of meal and tip are covered by per diem for overnight travel only.

Meals, International Travel

Yes

May request actual cost reimbursement with receipts.

Memberships, Frequent Flyer or Preferred Customer

No

Personal expense

Mileage

Yes

Shortest route - Document exceptions. See "Point of Departure" in Policy Executive Summary. Reimbursed at IRS rates in effect on date of travel.

Mileage, Personal Vehicle vs. Airfare

Yes

Reimbursed only up to the cost of the air travel, after taking into account any additional per diem and lodging expenses. Most direct route.

Parking Fees

Yes

During official business travel time only.

Parking Fines

No

Driver is personally responsible for parking violations and towing fees.

Passport and Visa Fees

Yes

If necessary for completion of the business purpose of the trip.

Per Diem

Yes

Covers meals, personal expenses and tips for authorized overnight travel. Rates are published in KUCR travel rate schedule.

Per Diem, Saturday Stay or Mileage vs. Airfare

Yes

Allowable only if combined cost of per diem, additional lodging and other expenses are less than the savings in air travel costs.

Personal Expenses, Gifts

No

Rental Vehicle

Yes

If necessary for completion of the business purpose of the trip. Personal use is not reimbursable.

Shuttle (Airport)

Yes

Tips Allowable

Taxi Fares

Yes

Official business only, tips allowable.

Telephone Cards

No

It is not possible to identify and allocate business costs.

Telephone Charges

Yes

Official business only. Calls to personal residence not reimbursable.

Theft or Accident, Personal

No

Traveler files claim with personal insurer, hotel or carrier.

Tips, Meals

No

Included in per diem allowance.

Toll Charges for Bridges, Tunnels, Turnpikes

Yes

Obtain receipt if possible. Identify toll location on travel report.

Traffic Fines

No

Driver is personally responsible for any traffic violations.

Transportation Costs

Yes

Necessary to meet the business purpose of the trip. Most economical and direct means of transportation. Combining business and personal travel requires additional documentation.

Traveler's Check Fees

Yes

International travel only.