Part 11. Travel
Section 5. Travel Reimbursements
Policy number: 11.5.4
Issued by: Office of Accounting
Date Issued: June 29, 2005
Approved By: K. Hegarty, VP and Chief Financial Officer
11.5.4 OTHER EXPENSES
A. Introduction
Some travel expenses other than transportation, meals, and lodging may be reimbursed. Both reimbursable and non-reimbursable expenses are listed.
B. Reimbursable Expenses
Following is a partial list of reimbursable expenses if they are incurred for
an official state business reason:
- Admittance fees
- Airport boarding passes
- Books purchased for a seminar
- Copying charges
- Departure taxes
- Facsimile charges
- Foreign currency exchange charges
- Freight charges for state equipment
- Gasoline charges
- Hotel occupancy taxes
- Inoculations
- Mandatory lodging charges
- Mandatory service charges
- Money order charges
- Notary fees
- Parking (does not require receipts)
- Passport or visa charges
- Postage
- Repair charges for state-owned vehicles
- Sales and use taxes if an exemption is not provided
by law
- Telephone calls for business purpose (does not require receipts)
- Toll charges (does not require receipts)
- Traveler's check charges if the purchase is required
Voucher Requirements:
- Receipts are required, and expenses must be itemized.
- For telephone calls, the voucher must state that all the calls
are business-related.
C. Non-Reimbursable Expenses
The following is a partial list of non-reimbursable expenses:
- Alcoholic beverages
- Any expense not related to official state business
- Dry cleaning or laundry
- Excess baggage charges for personal belongings
- Expenses related to the operation of a personally
owned vehicle
- Kennel expenses for a pet
- Locker rental for baggage storage
- Rental of videotapes for personal entertainment
- Sales and use taxes if the law provides an exemption
- Tips or gratuities (state accounts only)
D. Reimbursement for business-related tolls
An employee who pays cash for a business-related toll charge may be reimbursed for the toll as a miscellaneous incidental travel expense. If an employee chooses to purchase a toll tag, or TxTag, for added convenience when traveling, the employee may be reimbursed only for the portion of tolls incurred for business reasons. A department is not allowed to pay directly for a toll tag to be placed on an employee's personal vehicle because of the administrative difficulty in monitoring business versus personal toll expenses.
Departments may purchase toll tags for state-owned vehicles using the procurement card. Each department is responsible for ensuring its toll tags are not used for personal business. For more information see the Purchasing Procard Web site.
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