Number: 
03-140-408
Type: 
Rule
Policy Steward: 
Manager of Vendor Pymt Ops
Format Updated: 
University Policy & Standards Converted: 
Status: 
Current
Revision Date: 
Tuesday, April 23, 2019

* This information replaces FIS 411-09 Non-Reimbursable Expenses 

 

Permitted reimbursements are based on Oregon State University Policies which indicate applicable state statutes, regulations and administrative rules. Permitted reimbursement amounts relating to mileage, lodging, and meal/incidental expenses may be found on the Business Affairs Website. Expenses are not normally reimbursed unless specifically identified as reimbursable.  A person incurring a non-reimbursable expense is personally accountable for the expense. 

The following are some expenses not normally reimbursed:

  • Home-to-office travel
  • Deviations from the most direct and usually traveled route
  • Expenses incurred because the employee is accompanied by family member
  • Travel expenses associated with personal travel (i.e. personal travel insurance)
  • The cost of alcoholic beverages
  • Meal expenses above the per diem rates
  • Lodging expenses above the per diem rates
  • Tips/gratuity*
  • Interest on personal credit cards
  • Mileage reimbursement for non-private vehicles
  • GPS navigation units
  • Personal travel upgrades
    • Airfare (select seating preferences, early check-in, etc.)
    • Lodging (selecting a suite or king-size room instead of single room, etc.)
    • Transportation (choosing limo service, add-on services for car rentals, etc.)
  • Meals when provided with conference or lodging accommodations
  • Quotes, purchase orders, reservations, or confirmations

*Gratuities - Reasonable tips on ground transportation are reimbursable.  Other tips paid by OSU employees for services received while on travel assignments are personal expenses and/or included in the M&IE per diem, and cannot be reimbursed. An exception is made for reimbursement of group travel. In such cases, a gratuity of up to 15% of the expense may be reimbursed when supported by an itemized receipt. Some examples of where this might be appropriate are group meals and commercial ground transportation.

Loyalty Points and Programs - Because the cost of record-keeping outweighs any monetary benefit, OSU will not recapture bonuses awarded employees for loyalty programs such as frequent flyer miles or credit reward programs. The value of points, frequent flyer or other bonus plans redeemed for official University travel is not a reimbursable expense. In addition, the terms of some grants and contracts may restrict the traveler from earning frequent flyer miles.