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Business Procedures Manual

4.9 Miscellaneous Travel Expenses

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4.9.1 Telephone/Telegraph/Fax Expenses

Employees may be reimbursed for expenses incurred for work related telephone, telegraph, and fax messages. Employees must document these claims on the travel expense statement, and indicate the location from which each call was made, the person contacted, and the reason for the communication. Personal calls made while on travel status are not reimbursable.


4.9.2 Stationary/Supplies/Postage Expenses

Reimbursement for stationery, supplies, stenographic, or duplicating services may be reimbursed, provided the expense is directly associated with a work-related project and the cost is reasonable. In addition, work-related postage expenses may be reimbursed. Employees requesting reimbursement for these expenses must document actual expenses on the travel statement and explain the purpose for these expenses. Receipts/invoices should accompany the travel expense statement.


4.9.3 Baggage Handling Services

Employees may be reimbursed for reasonable expenses associated with baggage handling services (porterage) when an expense is actually incurred in moving luggage into or out of lodging places, common carriers, and/or airports.


4.9.4 Registration Fees

An employee’s registration fees required for participation in workshops, seminars, or conferences will be allowed when participation is authorized and the expense is supported by a paid receipt or a copy of the check showing payment. Any part of a registration fee applicable to meals will be reported as a meal expense, not a registration fee, if the costs can be separately identified.


4.9.5 Internet Usage Charges

Employees may be reimbursed for work-related Internet usage charges. These charges should be separately identified on the itemized hotel/motel bill, and should not be listed on the travel expense statement as “lodging.” Internet usage charges should be included in the “voice/data communications” section of the travel expense statement.


4.9.6 Visa/Passport Fees

When travel required by an employer requires the use of a passport and/or visa, and the employee does not currently possess such valid document(s), the related visa/passport fee is eligible for reimbursement when documented by a receipt.


4.9.7 Unallowable Expenses

The following expenses are not reimbursable unless specific legal authority has been established:

  • Laundry, unless overnight travel exceeds seven (7) consecutive days.
  • Tipping for hotel concierge or maid services;
  • Valet services for parking, when self-parking options are available;
  • Theater;
  • Entertainment;
  • Alcoholic beverages;
  • Visa/passport fees, except as noted in Section 4.9.6 above; and
  • Bank charges for ATM withdrawals, except on international travel.

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