Reimbursable Travel Expenses

The following items are generally reimbursable. Please note that business expenses that are paid from personal funds prior to the trip will be reimbursed following the trip. We are unable to reimburse these funds beforehand due to possible cancellations.

  • Fees for purchase of traveler’s checks with receipts.
  • Gratuities are included in the per diem meal allowance and should not exceed 15% of the total bill.
  • Parking, taxi, and tolls. Receipts are only required for amount greater than $25.
  • Ground Transportation and other parking.  Travelers should use the most cost-efficient means of travel to and from airports, with due consideration for reasonable personal convenience and safety as well as USNH business concerns. Public transportation and carpooling are encouraged. If using Logan airport, travelers should use bus transportation when available.
    Travelers may use the “Park and Fly” parking lots at or near airports after consideration of the cost and convenience of alternative transportation. Cost savings of “Park and Fly” over alternative transportation should be documented for travel exceeding 10 days.
    Travelers should use complimentary shuttle service to and from the airport if provided by hotels or conferences. Lacking such service, travelers should use regularly-scheduled buses or taxis between airports and hotels. Auto rentals should be considered only in the absence of less expensive modes of transportation providing reasonable convenience. 
    Documentation of reasons why lowest-cost mode of transportation was not used is required when requesting payment for more expensive method with recognition given to the value of an employee’s time. 
    Tips up to approximately 15% of fare may be paid to taxi drivers.
  • Passports, visas, immunizations, international driving permits, and currency conversion fees are reimbursable with receipts.
  • Telephone calls necessary for university business, transportation, hotel reservations, and reasonable contact with one’s office and home.
  • Valet service and laundry charges if the travel stay is longer than five days.
  • If a PSU traveler elects to drive to a location with available air or rail service, reimbursement will be limited to an amount not to exceed the lowest airfare/rail fare available through the PSU travel agency, plus the usual cost of transportation and parking to and from the airport. Reimbursement for lodging and meals one day prior and one day after the conference dates will be allowed.
  • The standard meal allowance per diem may only be used when business related travel involves overnight stays. However, on the first and last day of travel, or when a conference includes the cost of some meals, partial day rates must be used. According to IRS Procedure 93-21, the per diem rate includes the cost for laundry, cleaning and pressing clothing, as well as fees and tips for services such as waiters and baggage handlers. If a traveler chooses to be reimbursed using the per diem rates, all reimbursement for the trip must be submitted using this method. IRS does not permit employees to mix per diem and actual expenses on any given trip.
  • As a reminder, PSU will not provide meal reimbursements for non overnight travel (day trips) unless a compelling business purpose exists and is clearly substantiated. Upon approval by a vice president, director or department head, the original receipt, the approved request for reimbursement and a Direct Pay should be submitted to Accounts Payable.
  • Also, PSU will not reimburse for overnight lodging while on day (non-overnight) business trips unless there are extenuating circumstances to warrant the lodging costs. This also requires the approval of a vice president, director or department head.
  • Receipts (such as hotel and car rental) must be in the traveler’s name. If a traveler pays for another business traveler’s costs, proof of payment (i.e. credit card statement) must be included to verify expenses claimed.
  • PSU will reimburse travelers for common fees charged by the airlines to book the flight and/or to check baggage. A handy link for baggage fees: http://www.expedia.com/daily/flights/airline-fees.asp

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