Expense Type Guide

TRAVEL EXPENSES

Account Code

Expense Type

Receipt Required

Tips and Information

7090

♦  Airfare

Y

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

7090

Seat Fees

Ø

Seat upgrade fees are not reimbursable without an approved accommodation on file with DSR. Use expense type 7018 – Personal/Non-Reimbursable.

7090

Baggage Fees

N*

The cost of one checked bag is reimbursable.

*Expenses exceeding $75 require receipt

 

Conference Fees

Y

Use Pcard to pay conference registration fees

7092

7533

Fuel

Gas

Y

7092 - Car Rental Fuel

7533 - Fuel - College Vehicles

Prepaid receipts are not sufficient for reimbursement.

See Mileage for personal car use.

7091

♦  Lodging

Y

Y

Y

Ø

Ø

Ø

Itemization in Concur 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 7018 – Personal/Non-Reimbursable

Pet Fees are not reimbursable. Use expense type 7018 – Personal/Non-Reimbursable

Room Upgrades are not reimbursable. Use expense type 7018 – Personal/Non-Reimbursable

7088

Lodging tips

N

Up to 15%

7093

Mileage

N

Use of mileage calculator in Concur 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.

7124

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 Concur.
Use T&E form and email to travel@gvsu.edu. These expenses are taxable and are paid through payroll.

7092

♦  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.

More information on rental insurance click here.

7092

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.

♦ = Book in Concur; Y = Requires Receipt; N - No Receipt Required

Ø = Non Reimbursable

Questions?  Email travel@gvsu.edu or call 616-331-2203

MEAL EXPENSES

Account Code

Expense Type

Receipt Required

Tips and Information

7029

Alcohol

Y

Requires AO approval

Must use designated fund (120000). Name and title/affiliation of each meal attendee required.

7094

Meals per diem

(Also called “Travel Allowance” in Concur)

N

Add an itinerary to your report to claim per diem. GSA Per Deim Rates are used.

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%

7022

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:

  • 7022 Single Day Meal-Breakfast (max $13)
  • 7022 Single Day Meal-Lunch (max $14)
  • 7022 Single Day Meal-Dinner (max $23)

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

7022

Over per diem

Y

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

♦ = Book in Concur; Y = Requires Receipt; N - No Receipt Required

Ø = Non Reimbursable

Questions?  Email travel@gvsu.edu or call 616-331-2203

OTHER EXPENSES

Account Code

Expense Type

Receipt
Required

Tips and Information

7021

7034

7007

7008

Computers, Peripherals, & Software

Y

Requires GVSU Tech Supply approval.

Purchase with a Pcard or PO.

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

7214

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.

7024

7025

Professional Memberships

Y

Memberships that are part of your professional affiliation.

Pay with Pcard, submitting invoice to Accounts Payable or by using the check request process.

 

Supplies

Y

Use University Pcard for purchase

♦ = Book in Concur; Y = Requires Receipt; N - No Receipt Required

Ø = Non Reimbursable

Questions?  Email travel@gvsu.edu or call 616-331-2203

NON-REIMBURSABLE EXPENSES

Account Code

Expense Type

Receipt
Required

Tips and Information

 

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

Send the invoice to the Accounts Payable office 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 Pcard or by submitting an invoice to Accounts Payable.

 

Travel/Trip Insurance

Ø

Personal expense, not reimbursable

Also referred to as Trip Protection

 

Valet

Ø

Personal expense, not reimbursable

♦ = Book in Concur; Y = Requires Receipt; N - No Receipt Required

Ø = Non Reimbursable

Questions?  Email travel@gvsu.edu or call 616-331-2203