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Quick Reference Table for Business-Related Expenses

Table showing allowed travel expenses and the receipts required for each
Business Expense Allowable Costs Receipt Requirements Other

Air Travel-Domestic
  1. Coach or economy class.
  2. Upgrades at university expense are not permitted
 Original passenger receipt to include:
  1. Boarding Pass
  2. E-ticket or other proof of purchase
 Ìý
Hotel
  • Standard room rate;
  • Business telephone calls;
  • Luggage storage & tips for service;
  • Other allowable charges

Original receipt with line item breakdown

 Ìý
Automobile-Private

Mileage log submitted on a Travel Expense Form

 Ìý
Auto-Rental

Use lowest logicalÌýrates and theÌýpreferred rental companies:

  • Enterprise
  • National

Itemized rental car receipt including daily rate and other fees.

Decline Collision Damage Waiver & Liability Damage Waiver
Meals

3 meals per day (breakfast, lunch, & dinner) at most economical rate.
  • Itemized receipt,
  • Invoice, or
  • Credit card statement or
  • Front and back of cancelled checks

Alcohol will not be reimbursed on Federal awards
Phone Calls

Business calls only. Actual cost, not monthly plan fees or percentages
  • Invoice or
  • Credit card statement itemizing calls and service fees.
 Ìý
Train/Rail

Coach class, reserved/unreserved seats
  • Train/Rail ticket or
  • Coupon or
  • If e-ticket proof of purchase and boarding pass
 Ìý
International Travel

Coach class fares on international flights up to 7Ìýhours (not including layovers).

Business class fares on international flights greater than 7Ìýhours (not including layovers).
  1. Original passenger receipt or coupon;
  2. E-ticket or other proof of purchase and boarding pass.
 Ìý

Other/Miscellaneous

Reimbursed at actual cost.
  • Itemized receipt, or
  • Invoice, or
  • Credit card statement or
  • Front and back of canceled checks
 Ìý
Conference/Registration Fees

Actual costs including any educational discounts

Invoice or proposal with terms and conditions

Usually a prepayment