Type of Policy
Policy No
Last Revised
Review Date
Policy Owner
Accounts Payable
Contact Name
Laura Jamison
Contact Title
Accounts Payable Manager
Contact Email

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


Revision Date Author Description
11-2020 Accounts Payable Policy clarifications to address non-reimbursable expenses.
11-2014 Accounts Payable Format changes and minor verbiage updates were made to comply with the State Accounting Office official travel regulation.