♦  Airfare

Y

Receipt must include passenger name, complete itinerary, and a breakdown of expenses.

Seat Fees

Ø

Seat upgrade fees are not reimbursable without an approved accommodation on file with DSR. Use expense type – Personal/Non-Reimbursable.

Baggage Fees

N*

The cost of one checked bag is reimbursable.

*Expenses exceeding $75 require receipt

Conference Fees

Y

Use expense card to pay conference registration fees

Fuel

Gas

Y

Car Rental Fuel

Fuel - College Vehicles

Prepaid receipts are not sufficient for reimbursement.

See Mileage for personal car use.

♦  Lodging

Y

Y

Y

Ø

Ø

Ø

Itemization in Lightning and lodging folio showing breakdown of charges is required.

Room service expenses are reimbursable in accordance with the per diem allowance (see meal expense types).

Phone calls require a business purpose for reimbursement. Mark other calls as personal.

Movies are not reimbursable. Use expense type – Personal/Non-Reimbursable

Pet Fees are not reimbursable. Use expense type – Personal/Non-Reimbursable

Room Upgrades are not reimbursable. Use expense type – Personal/Non-Reimbursable

Lodging tips

N

Up to 15%

Mileage

N

Use of mileage calculator in Lightning is strongly encouraged. Mileage reimbursement requests must include date of travel, starting point, destination, and number of miles traveled.

Mileage will be reimbursed in lieu of airfare up to 500 miles.

Mileage between home and primary work location and mileage between buildings on the same campus are not reimbursable.

Moving/Relocation Expenses*

Y

Expenses reimbursed in accordance with Relocation Policy and IRS Regulations. Relocation allowance must be included in appointment letter.

*Do not submit relocation expenses in Lightning.
Email [email protected]. These expenses are taxable and are paid through payroll.

♦  Rental Car

Y

Final receipt is required for reimbursement; rental agreement is not sufficient.

Decline rental vehicle insurance for domestic rentals. This is not a reimbursable expense. GVSU’s insurance will provide primary coverage for rentals when the driver is approved, and the vehicle is used for University-related business.

Purchase full coverage insurance on international rentals. This is reimbursable.

Additional information on rental insurance.

Taxi/Ride Share

Public Transportation (Bus, Train, Subway)

N*

*Expenses exceeding $75 require receipt

Vaccines

Y

Reimbursable if required for overseas travel for University business.

Visas

Y

For international travel, this is reimbursable with receipt or proof of purchase.

Alcohol

Y

Requires AO approval

Must use designated fund. Name and title/affiliation of each meal attendee required.

Group Meals

Y

Name and title/affiliation of each meal attendee required. Per diem limits apply.

Employee-only meals for employees not in travel status are outside policy and require AO approval.

Meals per diem

(Also called “Travel Allowance”

N

Add an itinerary to your report to claim per diem.

Exclude meals that were provided at no cost to you, that have been claimed as a part of another expense (conference fee, hotel bill, group meal, etc.), and any personal travel days.

First and last day of travel are reimbursed at 75%

Does not apply to meals charged to an expense card. See Meals – Single Day Per diem and Food Service.

Food Service

Y

Use for meals charged to an expense card during travel with an overnight stay.

Use for events and other misc. food expenses.

Meals – Single Day Per Diem

N

For travel that does not involve an overnight stay, an itinerary is not needed.  Add the individual meals as needed from the following expense types:

• Single Day Meal-Breakfast (max $14)
• Single Day Meal-Lunch (max $16)
• Single Day Meal-Dinner (max $29)

Meals for travel with no overnight stay and no guests are taxable.

Over per diem

Y

Use when seeking an exception to the per diem limit. Requires AO approval

Computers, Peripherals, & Software

Y

Requires GVSU Tech Supply approval.

Purchase with an expense card or PO.

For additional information on IT purchases, see the IT Technology Supply Policy.

Internet –Work Related

Y

Only individuals with roles that require them to be connected to the internet from home are eligible for reimbursement.

Money Order

Y

Money Orders purchased for University business require a receipt AND a copy of the money order for reimbursement.

Professional Memberships

Y

Memberships that are part of your professional affiliation.

Pay with expense card, submitting invoice through Workday, or by using the check request process.

Supplies

Y

Use University expense card for purchase

Childcare

Ø

Personal expense, not reimbursable

Clothing

Ø

Personal expense, not reimbursable

Gifts for GVSU employees

Ø

Gifts purchased for employees (birthday, retirement, wedding, baby, etc.) are not reimbursable.

For additional information, see the Gift Cards, Gifts, and Prizes Policy.

Gift Cards

Ø

The purchase of gift cards using University funds is prohibited, except for the Office of the President, for student engagement/events and for Research Administration through the CSCE for research participants.

For additional information, see the Gift Cards, Gifts, and Prizes Policy.

House Hunting Trips

Ø

Personal expense, not reimbursable

Invoice

Ø

Process the invoice through Workday for payment.

Lawyer Fees

Ø

Personal expense, not reimbursable

Moving Violations & Parking Tickets

Ø

This is considered a personal expense and is not reimbursable.

Passports

Ø

Personal expense, not reimbursable

See Visas for international travel.

Payments to a Person

Ø

Payments to individuals are not reimbursable.  For current employees or students, route through payroll; for non-employees, pay via a requisition.

Personal Vehicle Maintenance

Ø

Personal expense, not reimbursable

The standard mileage rate for business use is calculated to cover fuel, wear on the vehicle, and long-term costs such as oil changes, tires, etc.

Services Rendered

Ø

Services are not reimbursable. For current employees or students, route through payroll; for non-employees, pay via a requisition. Payments to organizations can be made via expense card or by submitting an invoice through Workday.

Travel/Trip Insurance

Ø

Personal expense, not reimbursable

Also referred to as Trip Protection

Valet

Ø

Personal expense, not reimbursable