Reimbursement of Checked Baggage Fees

Some airlines have added fees for checked baggage. The State Comptroller's Office has now issued a statement about the reimbursement of those fees.

If an airline has a mandatory first bag fee for checked baggage, the expense is considered reimbursable as long as the bag meets airline weight requirements. Fees related to second bags are reimbursable only if the state agency or UT department verifies that the second bag is needed for business purposes and the bag meets weight requirements. If a second bag is used, documentation explaining why the baggage is necessary is required as part of travel approval.

For baggage fee reimbursements on both state and local accounts, the reimbursement voucher must contain a receipt for the baggage charge along with an explanation identifying the business purpose of any additional bags. Any reimbursement for overweight baggage must be accompanied by the additional explanation of the business purpose that required any weight overage.

Contact Marcia Boling for any questions at mboling@austin.utexas.edu.