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O F F I C E O F A C C O U N T I N G
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CHART
OF REIMBURSABLE EXPENSES - APPENDIX A
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| Travel Item |
|
Receipt |
Use
of AXONE |
MU Travel Policy Section |
Comments |
| Air, Commercial Airlines | Actual expense | Yes | Yes | 4.1.1 | Least expensive fare using most logical and direct route. Passenger copy of airline ticket is required. |
| Air, State Owned | N/A | N/A | No | 4.1.2 | |
| Air, Charter Aircraft | N/A | N/A | Yes | 4.1.3 | |
| Baggage Storage | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Baggage Handling | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Bus, City | Actual Cost | No (if <$75) | No | 4.1.8 | |
| Bus, Intercity | Actual Cost | Yes | No | 4.1.8 | Least expensive fare using most logical and direct route. |
| Cash Advance Fees from an ATM | Actual Cost within guidelines | Yes | No | 9.1.3 | Must be 50 miles away for 2 or more days; $50 minimum and $200 maximum in a 7 day rolling period. |
| Currency Conversion | Actual Cost | No (if <$75) | No | 8.1.1 | Exchange rate must be provided in writing from AXONE. |
| Guides | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Interpreters | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Lodging, Multiple Occupancy with non-conference attendees | Single room rate including tax OR 80% of double room rate | Yes | "If appropriate and practical" | 5.1 | If claiming single room rate rather than 80%, written documentation must be provided. |
| Lodging, Multiple Occupancy by MU employees on business mission | Actual daily rate including tax | Yes | "If appropriate and practical" | 5.1 | It is recommended that each traveler request an individual bill and seek reimbursement separately. If one traveler is claiming full reimbursement, both traveler's expense accounts must be submitted together. |
| Lodging, Single Occupancy | Actual daily rate including tax | Yes | "If appropriate and practical" | 5.1 | |
| Meals, overnight stay | Actual
costs up to $35 in-state, $50 out-of-state (depending on departure and
return times)
Limits on international travel are provided by American Express. |
No | No | 6.1.1 | Note section for meals included in other expenses or on travel without overnight stay. Allowance for international travel must be provided in writing from AXONE. |
| Meals - included in other charges such as registration fees | Meal
allowance per day is reduced if meals are included in other expenses as
follows:
Breakfast and Lunch - $7 in-state, $10 out of state Dinner - $21 in-state, $30 out of state |
No (receipt for other expense is required) | No | 6.1.2 | Continental breakfasts and meals served on common carriers (such as airlines) are considered "snacks" in most cases and are not reduced keeping in mind that meal expense reimbursement is for actual meal expenses incurred. |
| Meals, without overnight stay AND returning 2 or more hours after the normal work day | Actual
costs for lunch up to $7 for in-state and $10 for out-of-state, AND
Actual costs for dinner up to $21 for in-state and $30 for out-of-state |
No | No | 6.1.3 | |
| Meals,
without overnight stay AND
leaving 2 or more hours before normal work day |
Actual
costs for breakfast and/or lunch up to $7 (20%) per meal for in-state
and
$10 (20%) per meal for out-of-state |
No | No | 6.1.3 | |
| Parking, Garage or Meter | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Public Transit | Actual Cost | No (if <$75) | No | 4.1.8 | |
| Rail, Intercity | Actual costs for least expensive fare using most logical routing. | Yes | Yes | 4.1.7 | |
| Rail, Commuter | Actual Cost | No (if <$75) | No | 4.1.8 | |
| Registration Fees | Actual costs | Yes | No | 7.1 | Individuals using the State Purchasing Card for payment of registration fees must submit a copy of the VISA charge receipt with the Expense Account Settlement, if applicable. |
| Taxi | Actual Cost | No (if <$75) | No | 4.1.8 | |
| Telephone Calls, Personal | Up to $3 | No | No | 8.1.1 | 1 personal call per day on overnight stays; 1 personal call on one day trips if plans are changed. |
| Telephone Calls, Business Related | Actual Cost | No (if <$75) | No | 8.1.1 | Surcharges and long distance calls can be reimbursed. A long distance telephone card should be obtained from Campus Technology. |
| Tolls, Road and Bridge | Actual Cost | No (if <$75) | No | 8.1.1 | |
| Vehicles, Rental (More than 3 but less than 5 occupants) | Actual costs - daily rate for full size car, fuel and mileage charges. | Yes | "If appropriate and practical" | 4.1.6 | See MU Travel Procedures for contracted Rental Car Agency. Questions regarding current rental car contract should be directed towards Purchasing. |
| Vehicles, Rental (3 or fewer occupants) | Actual costs - daily rate for mid-size or small car, fuel and mileage charges | Yes | "If appropriate and practical" | 4.1.6 | Use Corporate Travel Card to make arrangements and collision insurance is covered. Otherwise, See MU Travel Policies. |
| Vehicles, Privately owned | $0.445 per business mile | No | No | 4.1.5 | Effective 01/01/06 |
| Vehicles, University Owned | N/A | N/A | No | 4.1.4 | Make arrangements with university parking and transportation office. |
| Visa's required for entry to a foreign country | Actual Cost | No (if <$75) | No | 8.1.1 |
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| One
John Marshall Drive, Old Main 203, Huntington, WV 25755-4300 PH: 304/696-6488 FX: 304/696-3289 |