Incidentals

What is the allowable level of expense?

  • Actual Reasonable expenses

The University allows the following incidental expenses. All other incidental expenses are reimbursed only if approved by a Dean, Vice President, or the Provost

  • Business phone calls (including one call home per day) and telegrams
  • Business office charges such as faxes, copies or mailing fees Tips; laundry; currency conversion or automatic teller fees for funds advanced for travel
  • Airport taxes, visa, passport or inoculation charges required for foreign travel.

Per Diem

If you choose the meal and incidental expense per diem, the amount covers incidental expenses for tips and laundry (5-Citation/regulation IRS Regulation 463, "How to Prove Expenses").

How do I make my travel arrangements?

  • Not Applicable

How do I pay for the travel expense?

  • Credit card or cash
  • May be itemized on hotel bill

What level of audit will my Account Reviewer provide?

  • Expenses are reasonable and documented by item.
  • If meal per diem selected: no incidental expense reimbursement for tips and laundry requested
  • Automatic teller charges must be charged to an unallowable sub account
  • Any items not explicitly allowed by University policy have been approved by a Dean, Vice President, or the Provost
  • Any incidentals approved by a Dean, Vice President or the Provost must be charged to an unallowable sub account

What documentation do I need to be reimbursed?

  • Actual List date, amount and type of expense
  • Receipt required for any item over $75.00 (5-Citation/regulation IRS Regulation 463, "How to Prove Expenses").
  • If these charges are on your hotel bill, do not include them as lodging expenses
  • Required Dean, Vice President or Provost approval accompanies the expense report

Per Diem.

  • Do not claim reimbursement for tips and laundry
  • Other incidental expenses should be reported as above
  • Required Dean, Vice President or Provost approval accompanies the expense report