Miscellaneous Expenses

Only actual, reasonable, and necessary business-related expenses will be reimbursed, and such expenses must be properly indicated, documented, and justified on the Travel Voucher AC132-S.

Reimbursable Miscellaneous Expenses

• Telephone calls
• Internet connection fees
• Baggage transfer and storage expenses
• Supplies and materials
• Laundry expenses (for foreign travel only)
• Toll charges will be reimbursed whether paid in cash or with an employees personal E-ZPass. The employee must present original receipts or printouts of the E-ZPass charges with the amounts to be reimbursed highlighted on the form and submit this with their Travel Voucher AC132-S.
  • Tolls By Mail – Travelers who encounter cashless or automated tolls and don’t possess an E-ZPass must still provide a receipt for reimbursement purposes. Travelers should keep in mind that billing for Tolls By Mail is not instantaneous and that any late charges will not be reimbursed. Tolls by Mail charges can be searched for and paid online.
• All reasonable and necessary parking charges will be reimbursed. Valet parking will only be reimbursed if it is an unavoidable expense (e.g., when a hotel offers only valet parking).

Non-reimbursable Miscellaneous Expenses

• Speeding fines
• Parking tickets
• Laundry expenses (for non-foreign travel)
• Entertainment (e.g., theatre tickets, in-room movies)
• Hotel cancellation fees for no-shows (unless justification is approved by college’s finance officer)
• Social activities such as sightseeing and golf outings provided at a conference/seminar that incur an additional charge/fee are considered personal expenses.
• Other personal charges

Reimbursement or payment is not permitted for expenses for personal travel combined with business travel or personal expenses incurred while in business travel status. Costs attributable to personal expenses, such as extended hotel stays, auto rentals, transportation, meal costs, or other personal incidentals that are not qualified for reimbursement under the college policy for business travel, must not be submitted for reimbursement, or, if included with business expenses, must be identified and deducted from the request for reimbursement.

If you have any questions about what is considered a reimbursable expense, please contact the Purchasing and Accounts Payable office prior to your trip. If any unexpected expenses occur, always provide an explanation or justification with the original receipt and submit it with your Travel Voucher AC132-S to assist in determining if the expense will be reimbursed.