Research & Graduate Studies
Travel Expense Allowability Reference Table
| Expense Type | Allowable | Comment |
|---|---|---|
| Airfare | Yes | Use of KUCR procurrement card is encouraged. Most economical and direct route. Ticket and itinerary required for reimbursement. |
| Airfare Change or Cancellation | Yes | According to circumstances, for business purpose only. |
| Alcoholic Beverages | No | |
| Baggage Fees | Yes | Reasonable airline fees allowed for checked bags. |
| Baggage Fees for project supplies and equipment | Yes | Cost of transporting equipment and supplies directly related to project activities is reimbursed if valid business purpose is documented. |
| Baggage Handling Tips | No | Except when required for disabled traveler or special circumstances. |
| Bumping-additional per diem | Yes | Additional compensation received by traveler must be reported. |
| Check Cashing Fees | No | |
| Conference Fees | Yes | Direct payment by KUCR or procurrement card encouraged. |
| Currency Conversion Fees | Yes | |
| Entertainment | No | |
| Fares (bus, taxi, subway) | Yes | Official business only. Receipt required over $50. |
| Gasoline, Vehicle Fuel | Yes | Rental vehicles used for business purpose only. Not reimbursed in addition to mileage rate. |
| Gratuities | No | Exception: Allowed for meals having a specific business purpose. Provide list of attendees and business purpose of meeting. Gratuities are covered by per diem allowance for standard business travel. |
| Hotel, In-room Movies, Room Service, etc. | No | Personal expenses are covered by per diem. |
| Hotel, No-show Charges | No | Exception: Emergency situation not controlled by traveler. |
| Insurance - Rental Vehicle | See Comments | Yes - Fee for waiver of responsibility for physical
damage only. |
| Insurance, Trip | No | This is a personal insurance. |
| International Travel | See Comments | Must be budgeted and authorized prior to travel. Must use U.S. Flag Carriers with federal funds. |
| Internet Access Fees | Yes | Official business only. |
| Laundry | No | Exception: Reasonable allowance for extended travel. |
| Lodging | Yes | Lodging reimbursed at actual cost. Written justification may be requested for high cost lodging. |
| Lodging, Mileage vs. Airfare | Yes | Allowable only if combined cost of per diem, additional lodging and other expenses are less than the cost of traveling by air. |
| Meals, International Travel | Yes | Cost of meals, tips, and incedentials are covered by the international per diem allowance. |
| Memberships, Frequent Flyer or Preferred Customer | No | Personal expense |
| Mileage | Yes | Shortest route - Document exceptions. See "Point of Departure" in Policy Executive Summary. Reimbursed at IRS rates in effect on date of travel. |
| Mileage, Personal Vehicle vs. Airfare | Yes | Reimbursed only up to the cost of the air travel, after taking into account any additional per diem and lodging expenses. Most direct route. |
| Parking Fees | Yes | During official business travel time only. |
| Parking Fines | No | Driver is personally responsible for parking violations and towing fees. |
| Passport and Visa Fees | Yes | If necessary for completion of the business purpose of the trip. |
| Per Diem | Yes | Covers meals, personal expenses and tips for authorized travel. Rates are published in KUCR travel rate schedule. |
| Per Diem, Mileage vs. Airfare | Yes | Allowable only if combined cost of per diem, additional lodging and other expenses are less than the cost of traveling by air. |
| Personal Expenses, Gifts | No | |
| Rental Vehicle | Yes | If necessary for completion of the business purpose of the trip. Personal use is not reimbursable. |
| Shuttle (Airport) | Yes | Tips Allowable |
| Taxi Fares | Yes | Official business only, tips allowable. |
| Telephone Cards | No | It is not possible to identify and allocate business costs. |
| Telephone Charges | Yes | Official business only. Calls to personal residence not reimbursable. |
| Theft, Damage or Loss to Personal Effects | No | Traveler files claim with personal insurer, hotel or carrier. |
| Tips for Meals | Yes | Tips are part of the per diem allowance. |
| Toll Charges for Bridges, Tunnels, Turnpikes | Yes | Obtain receipt if possible. Identify toll location on travel report. |
| Traffic Fines | No | Driver is personally responsible for any traffic violations. |
| Transportation Costs | Yes | Necessary to meet the business purpose of the trip. Most economical and direct means of transportation. Combining business and personal travel requires additional documentation. |
| Traveler's Check Fees | Yes | International travel only. |
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