Miscellaneous Expenses
Check With Your Department First
Some
of the Miscellaneous Reimbursable Expenses
Nonreimbursable Miscellaneous Expenses
Completely Nonreimbursable
Expenses
Review the following reimbursable and non-reimbursable
miscellaneous expenses before you travel. Receipts are required for any
miscellaneous expenses over $50.
The following are some of the most common reimbursable
miscellaneous expenses:
- Getting around
- Trains
- Buses
- Shuttles
- Taxis for UW business only (including tips)
- (i.e. from home/campus to airport, from airport to
hotel/business locations, between business locations)
- Parking
- Bridge and ferry tolls
- Sky caps, porters, or cart rentals if you have equipment
or luggage related to UW business
- Communications
- Reasonable, brief telephone calls to your family to
notify them of your arrival and departure
- Internet connection fees
- Cell phone expenses must include a statement listing the cost
per UW business call.
- Other
business
related communication costs (i.e. fax, calling
cards or pre-pay cell phones)
- Personal attendant fees
- Personal attendant fees and travel
expenses for
disability accommodations
-
Laundry
- Laundry and/or dry cleaning
expenses is authorized for
travelers in continuous travel status for five or more days
in the continental USA. Receipts are required regardless of
cost.
- An allowance is already included in
the meals and incidental per diem rates for travel outside the
continental USA and therefore may not be claimed as a
separate travel expense.
-
Foreign Travel
- Passport and/or Visa
- Required immunization and/or oral medication expenses;
documentation must be attached stating the requirement or
recommendation for the immunization and/or medication. Check the
CDC Traveler's Health site for
more information.
- Costs for any
fees/deposit
resulting in
change
or cancellation of travel plans.
- Other
- Required fees for checked baggage limited to the first two
bags; fees for additional baggage requires
justification
- Required books or other reference materials; reimbursable
only if
the items
are reserved for departmental use
The following and any other unanticipated business services and supplies
are reimbursable
on a separate requisition/purchase
order with a non-travel object/sub-object
code. Contact Purchasing.
- Communications costs, total over $200 per item
- Unanticipated business services and supplies, total over
$200
- Conference
room rentals, event space rental, and
catering/banquet charges
- Audio-visual equipment rental
- Clerical support for report or correspondence
preparation
- Shipping of goods not accompanying the traveler
The following are not reimbursable unless
paid on a 64 discretionary budget.
- Currency exchange/conversion and ATM fees;
nonreimbursable effective
1/1/07
- Food in excess of the daily meal allowance unless
the
traveler meets certain criteria
- Tips for meals and maids (already included in the meal per
diem allowance)
- Alcohol
- Video, VCR, TV or radio rentals
- Personal event tickets
- Taxis or other transportation to and from personal
events
- Personal trip insurance
- Medical and hospital services
- Commuting expenses between your home and your official
work station
- Valet parking unless it is required or necessary
due to UW business
- Tolls associated with the use of high occupancy lanes
- Additional transportation, hotel or other expenses for
personal travel in conjunction with university travel
The following items may not be paid at any time for any reasons by any
university funds including a 64 discretionary budget.
- Duty station parking
- Parking or traffic tickets
