Miscellaneous Travel Expenses

Reimbursable expenses while on official travel status include, but are not limited to, the following:

• Airfare change fees, if change required by business needs
• Baggage handling services
• Business office expenses (copy services, postage, supplies < $500)
• Business related phone calls, faxes, and internet usage charges and fees
• Transportation costs from lodging or businesses to restaurants
• Conference/Registration fees
• Costs related to passports and travel visas when necessary to accomplish the official business purpose of the trip
• Costs related to vaccinations required and/or recommended for international business travel
• Currency conversion fees, including lost currency value associated with exchange trade-in value
• Hotel maid service tips for international lodging, when required by custom
• Insurance: Personal Accident for rental cars-international (PAI,SLI,PEP,PEI)
• Insurance: Emergency evacuation/repatriation (international destinations only)
• Insurance: Trip cancellation (only for situations where a non-refundable airfare was booked for a trip where interruption/cancellation is likely and insurance coverage is less expensive than a fully refundable airfare)
• Laundry and cleaning expenses on trips lasting seven calendar days or more

Non-reimbursable expenses include, but are not limited to, the following:

• Airline, car, and card membership dues and club fees, including daily club fees
• Air travel/TSA Pre-Check expedited security clearance memberships
• Travel upgrade fees, when fees are for personal choice rather than business need
• Alcoholic beverages
• Bank charges for ATM withdrawals, except during international travel
• Check cashing fees
• Childcare and dependent care costs
• Clothing and toiletry items
• Commuting between Residence and Primary Work Station/Headquarters
• Country Club dues
• Expenses related to vacation or personal days taken before, during, or after a business trip
• Gas/fuel charges for personal vehicles (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
• Expenses that are not paid out of pocket or paid with gift cards
• Haircuts and personal grooming
• Insurance: Personal Accident for rental cars-domestic (PAI,SLI,PEP,PEI) and other personal expenses such as rental of child car seats, additional driver (unless on official GT business), and roadside assistance (otherwise covered using state contract vendors)
• Laundry, cleaning, pressing costs for trips of less than seven days
• Lost Baggage
• Loyalty or reward points including skymiles
• Luggage or briefcases
• Medical expenses while traveling (Exceptions may be made to accommodate ADA compliance)
• Mini-bar charges
• Movies and pay-for-view entertainment
• No-show/Cancellation fees or fees related to hotel late check-out (unless business or weather related)
• Non-insured loss of cash/personal belongings
• Personal reading materials (magazines, newspapers, etc)
• Personal vehicle maintenance (the approved mileage rate includes estimated allowance for gas, wear and tear on the vehicle, and maintenance)
• Personal entertainment
• Personal pet care
• Personal business gifts (except when required by international business custom, if allowable funds are used)
• Recreational expenses including fitness center access and spa treatments
• Traffic citations, parking tickets, court fees, or other fines
• Travel accident insurance premiums
• Travel expenses for dependents that accompany employees on official business trips
• Valet services for parking, when self-parking options are available, unless there are valid security reasons