Type of Policy
Administrative
Policy No
6.9
Last Revised
Review Date
Policy Owner
Accounts Payable
Contact Name
Abbie Coker
Contact Title
Director of Accounts Payable/Travel
Contact Email
travel.ask@business.gatech.edu
Procedures

Reimbursable expenses while on official travel status include, but are not limited to, the following:

  • Airfare change fees, if change required by business needs
  • Baggage handling services
  • Business office expenses (copy services, postage, supplies < $500)
  • Business related phone calls, faxes, and internet usage charges and fees
  • Transportation costs from lodging or businesses to restaurants
  • Conference/Registration fees
  • Costs related to passports and travel visas when necessary to accomplish the official business purpose of the trip
  • Costs related to vaccinations required and/or recommended for international business travel
  • Currency conversion fees, including lost currency value associated with exchange trade-in value
  • Hotel maid service tips for international lodging, when required by custom
  • Insurance: Personal Accident for rental cars-international (PAI,SLI,PEP,PEI)
  • Insurance: Emergency evacuation/repatriation (international destinations only)
  • Insurance: Trip cancellation (only for situations where a non-refundable airfare was booked for a trip where interruption/cancellation is likely and insurance coverage is less expensive than a fully refundable airfare)
  • Laundry and cleaning expenses on trips lasting seven calendar days or more

 

Non-reimbursable expenses include, but are not limited to, the following:

  • Airline, car, and card membership dues and club fees, including daily club fees
  • Air travel/TSA Pre-Check expedited security clearance memberships
  • Travel upgrade fees, when fees are for personal choice rather than business need
  • Alcoholic beverages
  • Bank charges for ATM withdrawals, except during international travel
  • Check cashing fees
  • Childcare and dependent care costs
  • Clothing and toiletry items
  • Commuting between Residence and Primary Work Station/Headquarters
  • Country Club dues
  • Expenses related to vacation or personal days taken before, during, or after a business trip
  • Gas/fuel charges for personal vehicles (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
  • Expenses that are not paid out of pocket or paid with gift cards
  • Haircuts and personal grooming
  • Insurance: Personal Accident for rental cars-domestic (PAI,SLI,PEP,PEI) and other personal expenses such as rental of child car seats, additional driver (unless on official GT business), and roadside assistance (otherwise covered using state contract vendors)
  • Laundry, cleaning, pressing costs for trips of less than seven days
  • Lost Baggage
  • Loyalty or reward points including skymiles
  • Luggage or briefcases
  • Medical expenses while traveling (Exceptions may be made to accommodate ADA compliance)
  • Mini-bar charges
  • Movies and pay-for-view entertainment
  • No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related)
  • Non-insured loss of cash/personal belongings
  • Personal reading materials (magazines, newspapers, etc)
  • Personal vehicle maintenance (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
  • Personal entertainment
  • Personal pet care
  • Personal business gifts (except when required by international business custom, if allowable funds are used)
  • Recreational expenses including fitness center access and spa treatments
  • Traffic citations, parking tickets, court fees, or other fines
  • Travel accident insurance premiums
  • Travel expenses for dependents that accompany employees on official business trips
  • Valet services for parking, when self-parking options are available, unless there are valid security reasons

 

Revision Date Author Description
11-2020 Accounts Payable Policy clarifications to address non-reimbursable expenses.
11-2014 Accounts Payable Format changes and minor verbiage updates were made to comply with the State Accounting Office official travel regulation.