Non-Reimbursable Expenses

The following miscellaneous expenses are non-reimbursable.  University policy considers these expenses to be either personal, unnecessary, or avoidable expenses incurred during travel.  As a result, there may be tax consequences to the travelers if reimbursed.

These non-reimbursable expenses include (but are not limited to):

  • Airline  or VIP club membership dues or one-day admission fees
  • Air-phone usage
  • Baby-sitting
  • Barbers and hairdressers
  • Clothing or toiletry items
  • More than 3 personal calls each day, unless emergency circumstances are documented
  • Internet charges at home
  • Excess baggage costs related to personal property
  • Expenses related to vacation or personal days taken before, during, or after a business trip
  • Frequent flyer mile(Travelers will not be reimbursed for airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles. 
  • Travelers will not be reimbursed for credits issued by an airline from personal travel used to purchase airline  tickets for business travel.
  • Credit card and Airline Rewards programs/points
  • Gift cards used as a payment mechanism should not be used for travel and business expenses as they will not be reimbursed
  • Helicopter services for local travel/entertainment
  • Laundry or cleaning expenses on trips lasting five (5) days or less, unless emergency circumstances are documented
  • Loss or theft of cash advance money or airline tickets
  • Loss or theft of personal funds or property
  • Lost baggage
  • Luggage and briefcases
  • Magazines, newspapers, personal reading materials
  • Medical expenses while traveling
  • Mini-bar alcoholic refreshments
  • Movies
  • “No show” charges for hotel or car service
  • Online auction sites
  • Personal entertainment
  • Pet care
  • Recreational expenses
  • Saunas, massages, spa visits
  • Shoe shines
  • Souvenirs or personal gifts
  • Snacks
  • Tips in excess of 20 percent

If a business reason exists for any of these purchases, a policy exception must be requested.