Expenses Not Allowed / Restrictions

  1. Personal entertainment, clothing, valet services (unless that is the only parking available at the hotel), flowers, alcoholic beverages, personal telephone calls, traveler's check service charges, laundry or cleaning, printing items, or any other items not considered to be official business expenses unless specifically authorized by the Travel Office in writing. 
  2. Car rentals outside of the state contract without prior approval.
  3.  Tips (i.e. taxi, porters, housekeeping staff)
  4. Meals without an overnight stay.
  5. No expenses for meals or lodging will be allowed within the city or town of the employee's "Official Station"(unless specifically authorized by Travel Office and Department).
  6. Employees are to claim their own expenses. One employee may not pay for another employee’s expenses.
    • For example, if two employees share a hotel room, the bill needs to be split in two and each employee should pay their half of the room and tax.
  7. Expense payments will only be rendered to the party who incurred travel expenses. Payment will not be rendered to corporations.
  8. Rental of space, entertainment, or other arrangements in connection with banquets held solely for the benefit of employees.
  9. Trips involving the need for transportation to and from the airport and/or to and from place of lodging do not justify "car rental." It is the responsibility of each department to authorize the mode of transportation most economical before travel occurs. If a taxi is more economical than a car rental due to the limited number of miles to be traveled, then that should be authorized.
  10. Any purchases made with funds that did not come from the traveler's personal account (reward/membership points, non-purchased credits, meal vouchers, etc.) will not be a reimbursable expense.
  11. Any type of dependent care.
  12. TSA Pre-Check fees 
  13. Upgrades to airfare for the personal comfort of traveler is not allowable ( i.e., upgrading to an economy plus fare for additional leg room).
  14. Personal days
    • Using University‑issued credit cards for personal travel arrangements is strictly prohibited. If a cardholder includes personal days before or after business travel, a flight cost comparison is required to obtain approval.
  15. Preferred seating on airlines is not allowed unless it meets the following criteria:
    • The only available seats on the flight are preferred seats;
    • With special authorization from OEOC and the Travel Office; or
    • When flying internationally.
  16. If utilizing an Administrative or Traveler TCard for airline purchases, the use of an Anthony Travel agent or of the Concur online booking tool is required unless you have received an exemption by the Travel Office.
  17. The purchase of non-economy level tickets is not allowed without expressed, written approval from the Travel Office.
  18. Membership fee(s) may be paid togetherwith registration fee ONLY if it cannot be paid as a separate transaction and is a requirement to purchase the registration. If it can be a separate transaction, Membership should be paid with a Procurement Card.  Membership justification form must be included with the receipt regardless of payment method