Expenses incurred for special purchases essential for the fulfillment of the travel or work assignment can be reimbursed upon approval by the head of the employee's department. Personal phone calls are limited to one call per day while on authorized overnight travel status. In addition, other types of phone charges relating to items such as faxing or modem usage while conducting university business can be reimbursed. Such expenses must be itemized separately on the Travel Expense Report form and be accompanied by receipts. If a nonemployee accompanies the employee on official university travel, the university will pay for the employee's expenses only.
Any expenses incurred because of or by the nonemployee are the responsibility of the employee.
Any requests for exceptions to this policy should be submitted in writing to the provost or responsible vice president, describing the circumstances that justify an exception. Exceptions must always satisfy the requirement that the expense was actual, necessary, and reasonable under the circumstances. Local travel is defined as that travel which does not require overnight lodging or travel not requiring payment for commercial transportation. Reimbursement cannot be made for commuting, regardless of the day of the week or the number of trips in a day. An employee with a university-owned cellular phone is expected to be in a position to substantiate all business related calls.