To provide guidelines with regard to non-reimbursable expenses that may be incurred while traveling on behalf of the University.
July, 2023Responsible Office
This policy applies to all faculty, staff, students and postdocs traveling and entertaining on behalf of the University.
It is the responsibility of the traveler to be familiar with which items are considered reimbursable and which are considered personal expenses.
Full responsibilities of the employee, student or postdoc can be found in Policy #2352.
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are complete, appropriately funded, compliant with policy, and are associated with activities that have a valid and necessary business purpose. Designated approvers should assist the employee or student as necessary with understanding applicable policies and compliance requirements.
It is the responsibility of the approvers to review expense reports in the Concur-TEM system and ensure that any non-reimbursable items are correctly marked as non-reimbursable in the system. Full responsibilities of approvers can be found in Policy #2352.
Non-reimbursable items include, but are not limited to the following:
Certain exceptions may be considered; however, such reimbursements must be in accordance with accountable plan and must include supplemental approval.
*Dependent Care Reimbursement for Faculty: This limitation permits voluntary payments by the schools or Provost’s Office of travel-related childcare expenses incurred by members of the faculty or postdoctoral fellows traveling for scholarly research, professional meetings, conferences or lectures. Payment of these expenses as an “additional pay” is a taxable event.