6.9 Miscellaneous Travel Expenses

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Update 10/1/06

General Guidelines

Telephone and Facsimile Telecommunication Charges

Expenses for official telecommunication charges which must be paid by the traveler while on official travel are reimbursable. Please see the Georgia Tech Cellular Telephone Usage Policy for further details.

Official phone calls and facsimile are reimbursable under "Miscellaneous Expenses." Individual calls over $3.00 must be identified as to business purpose. Personal phone calls are not reimbursable.

Traveler's Checks

Fees for traveler's checks are reimbursable only when travel is to a remote location and the use of a credit card is not possible or practical. The paid receipts must be attached to the Travel Expense Statement (TES) when claiming reimbursement.

Passports/Visas

Fees for obtaining passports and/or visas necessary to complete official travel outside the United States, may be reimbursed. Prior approval must be obtained for reimbursement and notated on the Travel Expense Statement (TES).

Miscellaneous

Certain other miscellaneous expenses may be reimbursed if they are related to the official purpose of a trip. These include excess baggage charges, postage charges, duplicating services, and necessary supply purchases.

Amounts should be reasonable to be allowable. Claims should be accompanied by a written explanation and invoice.

Summary of Reimbursable and Non-Reimbursable Expenses

Expense	Reimbursable	Limitation
Alcoholic Beverages Airline Club Fees	No	N/A
Baggage Handling/Porter Tips	Yes	Reasonable, generally $1/bag.
Baggage Excess	Yes	Only allowable on Institute equipment or where travel extends more than one week.
Check Cashing Charges	No	N/A
Expense associated with individual other than the traveler	No	N/A
Expenses related to personal travel taken in connection with official trip	No	N/A
Gas (for commercial vehicles)	Yes	Provided the vehicle rental has been approved.
Gratuities	Yes	Included in meal rate.
Hotel "no show" Charges	No	Except in emergency situations as determined by approving authority.
Inoculations	Yes	If required for international travel.
Insurance: Collision Damage Waiver (CDW) or Liability Damage Waiver (LDW)	Yes	Collision and liability insurance included in state contract rate with National Car Rental. (SLI, LIS, PEP, PEI is not reimbursable).
Insurance: Personal Accident Insurance (PAI, PEP, PEI, SLI)	No	International is reimbursable (Not reimbursable for Domestic)
Noninsured loss of cash/personal belongings	No	File Claim with personal insurance, hotel or common carrier.
Insurance: Trip cancellation	No	Except in situations of travel to volatile international destinations where trip interruption is likely.
Insurance: Emergency Evacuation/Repatriation	Yes	Only if travel to international destination.
Internet Connection Charges	Yes	N/A
Laundry services/valet	No	Except when overnight travel exceed 7 consecutive days
Navigation System	Yes	For Institute business only-must provide business justification on TES.
Optional assessments	No	N/A
Penalties for Airfare Change or Cancellation	Yes	According to circumstances.
Personal Memberships	No	N/A
Registration Fees	Yes	Documentation Required.
Satellite/XM Radio	Yes	For Institute business only- must provide business justification on TES.
Service Fees-Hotel Car Rental Service Fees-Airline Ticketing	No Yes	Reimbursement not provided for failure to cancel lodging or transportation reservations. If reasonable.
Taxi Fares	Yes	Reasonable; not to exceed cost of vehicle rental.
Telephone and Fax Calls	Yes	For Institute business only. Travel Expense Statement must show location from which call was originated, person contracted, and justification for call for all individual calls over $3.00. Network Calling Cards are available through Telecommunications.
Theater	No	N/A
Tips, maid service, concierge	No	N/A
Toll Charges: Bridges, Tunnels, Public Roads	Yes	Provide toll location.
Traveler's Check Charge and ATM fees; cash advance fees	No	Unless travel is to a remote location and the use of a credit card is not possible or practical.
Valet service for Parking	Yes	Unless self parking options are available.
Video or Pay-Per-View Entertainment	No	N/A
Visas for Foreign Travel/Passports	Yes	Receipt required.