The following information is not comprehensive and is solely intended to outline common unallowable expenses for reimbursement while in travel status. Consult with your department business office, and always refer to University Travel Policies and Business Purpose for complete guidance on allowable expenses.
Personal Travel
- Expenses incurred by extending a business trip for personal time or costs associated with the personal travel are not allowed. Please note that the University PCard may not be used when personal travel is included in the trip.
Family/Friend Expenses
- Expenses incurred by a family member or friend of the traveling individual are not permitted unless there is a University business purpose in which the University benefited from the expense.
Alcohol
- Alcohol is not permitted with University funds.
Private Transportation Fees
- Reservation fees, cleaning fees, and wait time charges for taxis and rideshares (e.g., Uber, Lyft) are not allowed without a University business purpose. If a University business purpose will not be provided the charges should be deducted from the reimbursement or repaid to the University. If a PCard was used, a Self-Reporting Violation Form should be completed and included with the documentation.
Meals and Incidentals
- Meals provided during transit, either by the lodging establishment or by the meeting/conference organizer are not allowed. These should be deducted from any meal reimbursement claims.
- Meals provided while staying with friends or relatives to save money on behalf of the University are not allowed. These should be deducted from the meal reimbursement claim.
- Tips exceeding 20% are not allowed.
Airline
- Checked bag fees more than the allowable first bag are not reimbursable without a University business purpose.
- Specialty seating assignments or other special accommodations (upgrades) on common carriers are not permitted unless a medical or physical necessity.
- Travel clubs or TSA PreCheck fees/charges are not allowed.
- Some restrictions imposed upon the most economical fares may ultimately result in higher travel costs. Travelers and those arranging University travel are encouraged to review costs associated with the Basic Economy fare to determine whether this option will truly provide the most economical means of transportation for the traveler.
- Airport parking more than the most economical daily/weekly rate is not reimbursable. Refer to Policy 14.15 for State of Arizona recommended parking facilities at Tucson and Phoenix airports.
Lodging
- Lodging/room upgrades exceeding the designated lodging rates are not allowed unless supported with a University business purpose.
- Internet, Wi-Fi, or hot spot fees are not allowed unless supported with a University business purpose.
- Room service in excess of meal reimbursement rates are not reimbursable. Room service within the acceptable rates must be deducted from the lodging folio and include the meal reimbursement rate.
- Laundry/dry-cleaning expenses, and tips to bellhop, housekeeping, concierge, and other service personnel are not allowed; these are inclusive of meal and incidental reimbursements. Expenses incurred for business purposes may be reimbursed with a receipt or detailed explanation of expenditure.
- Health club charges are not permitted, unless medically required by traveler's physician.
- Resort fees that are NOT required as part of the lodging are not allowed.
- Personal phone calls, movies, or snacks are not permitted.
Insurance
- Personal accident insurance is not allowed.
- Personal medical insurance is not permitted unless recommended or advised in advance by the Risk Management International Travel Insurance Program.
- Travel insurance is not reimbursable unless there is a University business purpose (e.g., international flights).
- Collision Damage Waiver, Loss Damage Waiver, and excess liability insurance must be declined and are not reimbursable without a University business purpose (e.g., traveler is on foreign travel status). Utilizing existing University rental company contracts, which include full insurance, is strongly encouraged.
Other Unallowable Expenses
- Grooming – hairdressers, barbers, masseurs, manicurists, lavatory attendants, etc.
- Toiletries – deodorants, toothpaste, soap, toothbrushes, combs, etc.
- Spa, gym, swimming pool fees, green fees, etc.
- Passport fees
- Traffic citations or parking tickets
- Childcare, babysitting, pet sitting, and kennel charges
- Valet parking for convenience
- Expenses incurred to conduct personal business, or for the personal preference or convenience of the traveler