According to the IRS, reimbursements made without the proper documentation must be reported as taxable income to the employee. Top of Page 6. All other reasonable and necessary expenses incurred while on business travel will be reimbursed, including reasonable gratuities for baggage handling, parking fees, tolls, and reasonable business telephone calls. One personal call each day for overnight travel is reimbursable. All requests for prepayments of expenses, travel advances or reimbursement of expenses for foreign travel must be approved by the traveler's Vice President.
Foreign travel is defined as travel outside the United States except for travel in Canada.
The University will not reimburse individuals for personal expenses while traveling such as child care costs, kennel fees for pets, valet or laundry services, snacks, recreation costs, in- room movies or other similar costs. On those occasions when personal travel is combined with business travel, the University will not reimburse any expenses associated with the personal part of the trip. All such expenses incurred on behalf of the University are to be certified as to completeness and accuracy by the traveler and are to be approved by the direct supervisor of the traveler and budget administrator, if different. No individual may authorize and approve his or her own travel expenses. Without such certification and approval, as well as inclusion of all required information, justification, conference agenda, and receipts, reimbursement of such expenses will not be approved.