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Following is a list of
expenses which are not reimbursable. Note:
The list is not all inclusive.
- Expenses which do not
show UW-business
- Items that require a
receipt and no receipt showing payment
is provided
- Alcoholic beverages
- Spouse or family
member's travel costs (Chancellor's and
President's spouse and host may be
allowable with justification and proper
approval)
- Personal telephone
calls (outside of limitations), personal
internet charges, personal fax charges
- Lost/stolen cash or
personal property
- Personal items and
services, e.g. toiletries, luggage,
clothes, haircuts, etc.
- Laundry, cleaning,
pressing costs for trips of three days
or less
- Avoidable expenses for
non-business related activities, such as
sightseeing tours, golf outings etc.
- Traffic citations,
parking tickets and other fines
- Extra fuel costs
incurred to have a vehicle rental
vendors refuel vehicles at above market
fuel rates
- Additional charges
incurred for personal reasons involving
vehicle rentals
- Locksmith charges on
either fleet, rental or personal
vehicle, except when fleet or rental
vehicles experience mechanical problems
- Excess cost of
circuitous or side trips for personal
reasons
- Parking costs at the
assigned workplace
- Repairs, towing
service, lubrication, etc., for personal
vehicles
- Meals included in the
cost of airfare, registration fees,
lodging, etc.
- Pay for view movies in
hotel/motel room
- Personal entertainment
- Extra costs for
additional person(s) in room
- Additional charges for
late checkout or un-cancelled guaranteed
reservations (unless justified)
- Lodging cost at
unlicensed facilities unless there is a
substantial cost benefit to the UW (must
attach justification)
- Lodging within 50 miles
of the headquarters city (unless
properly justified and approved)
- Extra baggage charges
for personal items, such as golf clubs,
skis, etc.
- Airline, car, hotel,
corporate card club membership dues
- Childcare costs
- Kennel fees
- Greeting Cards
- Decorative Items – The
purchase of decorative items (plants,
paintings, flowers, etc.) from
University-administered funds is
allowable only if the items are placed
in a general reception area frequented
by students and/or the general public.
Additionally, decorative items may be
purchased for an event if the
participant's fees cover payment for the
items. The purchase of items placed in
employee lounges, assigned offices or
other work areas are not allowable.
- Employee Consumables,
Appliances, and Furnishings - The
purchase of employee consumables
(beverages, food, plates, cups, etc.)
for recurring meetings with University
funds are not payable/reimbursable. The
purchase or payment of breakroom
appliances & furnishings (microwaves,
refrigerators, coffee makers, etc.)
unless part of an approved building
project are not payable through the
University. These types of expenditures
are considered personal in nature unless
they are part of a prior approved
business function or the items are
placed in a common area for use by the
general public.
- Insurance - Insurance
is not reimbursable, including flight
insurance. All insurance must be
processed through Risk Management. Trip
insurance is not normally reimbursable.
Exceptions may occasionally be granted
for foreign travel when it is cost/risk
justified and approved in advance.
- Services - Payments to
other individuals must be paid by other
mechanisms because they may be tax
reportable to the individual. Services
should not be paid by our employees and
claimed for reimbursement.
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