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 extra luggage specifically related to the purpose of the
trip.
- 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
- Immunization and/or oral medication expenses.
Documentation is also required stating the requirement or
recommendation for the immunization and/or medication. Check the
CDC Traveler's Health site for
more information.
- Currency exchange/conversion and ATM fees; Nonreimbursable effective
1/1/07. These
type of fees are considered incidental
expenses
which are included in the daily meal
allowance per diem rate.
- Costs for any
fees/deposit
resulting in
change
or cancellation of travel plans.
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 (includes transportation to restaurants for meals that
are not part of a business event)
- Any kind of insurance
- Medical and hospital services
- Commuting expenses between your home and your official
work station
- Additional transportation, hotel or other expenses for
personal travel in conjunction with university travel
- Valet parking unless it is required or necessary
due to business purpose.
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
