Miscellaneous Travel Expenses
All miscellaneous expenses incurred in connection with travel reimbursement requests require a business justification and must be clearly identified and explained in detail and provided in the Expense Report.
Bag Fees and Shipping of Supplies
Reimbursement of bag fees is limited to one bag per trip at the standard airline bag rate. Additional bags must have full documentation of the event that resulted in multiple bags. Only those situations where additional materials were required for the event will be allowable. Overweight baggage charges will not be reimbursed.
Reimbursement for the shipping of supplies to the travel destination for the purpose of the trip may also be reimbursed.
Registration Fees
Cost of registration at conventions and meetings is an allowable expense when supported by a receipt, canceled check, or organization notice of meetings, which states the amount. When a registration fee payment includes the cost of such items as meals and lodging, the traveler must not claim the same items separately.
Registration fees can be paid using administrative or traveler t-card, with personal funds, or a purchase order. A copy of the registration form MUST be submitted to the Procurement Office before the purchase order will be sent to the vendor. When the administrative t-card is used for the purchase, a copy of the registration form and the receipt must be associated with the appropriate expense report. If a traveler t-card or personal funds are used, a copy of the paid registration receipt is required to be included with the expense report.
Parking Fees and Toll Charges
Parking fees and toll charges for private, rental, or University-owned vehicles are reimbursable and may be claimed on the Expense Report, with appropriate receipts attached. The Travel Office will reimburse up to $18 per day when parking at XNA. Departments may choose to reimburse at a lower rate. Please confirm your department's reimbursement rate prior to departure.
Taxi/Uber/Lyft Charges
Taxi/Uber/Lyft charges may be claimed on the Expense Report. Receipts are required for taxi charges.