♦  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 VP or authorized delegate approval

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

Must use Spend Category SC0019 Alcohol

Group Meals

Y

Group Meals must fall within the Per Diem rate per person (tips included). If the per person rate is over Per Diem, you will need to have AO approval on your expense report.

Name of each meal attendee is required.

Employee-only meals for employees not traveling are outside policy and require AO approval.

Itemized receipts are required.

Expense Items for Group Meals:

  Meals – Group Travel: use when traveling and paying for more than one individual

  Meals – Group Non-travel: use when not traveling and paying for more than one individual

  Meals – Other: Anything that does not fall into another category OR when an Expense Card is used for an individual meal

  Team Travel: Athletic use only

  Student Recruiting: use when the meal cost is related to student recruiting and you are not claiming per diem.

  Faculty/Staff Recruiting: use when the meal cost is related to Faculty/Staff recruiting and you are not claiming individual per diem.

  Participant Support: Grant use only

Meals per diem

N

Use Expense Item ‘Meals Per Diem-Daily’ to claim Per Diem.

Current Rates can be found on the Travel and Expense Quick Guide.

Here are lists of approved High Cost Cities and High Cost Countries.

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.

Meals where more than one person is in attendance require attendees to be added.

Single Day meals (meals for travel with no overnight stay) and meals with no guests are taxable.

First and last day of travel are reimbursed at 75%

Does not apply to meals charged to an expense card. See Meals On Card.

Meals on Card

Y

For meals paid for using the GVSU Expense Card:

Group Meals: See group meals and follow those guidelines.

Single Meals: Use ‘Meals – Other’ for a meal for one individual. Meals for travel with no overnight stay and no guests are taxable.

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