MISCELLANEOUS EXPENSES

While traveling, you will spend money for things other than your airfare, conference registration, lodging, meals, and car rental. The University reimburses you for some of these miscellaneous expenses and for others it does not. It's usually best to be aware of what is and is not reimbursable before you spend your money and run the risk of discovering that the University, by law, cannot repay you.

Before you travel, check with your department, review the lists below, and contact the Travel Account Specialist (ext 3541 or email teresa.sale@indstate.edu) if you have particular concerns about extra expenses.

SAVE ALL OF YOUR RECEIPTS

The following lists some of the most common reimbursable expenses:

Getting around

Busses
Baggage Fees
Shuttles
Limousine
Taxis (not including tips)
Parking - Hotel parking is fully reimbursable. Indianapolis Airport parking is reimbursable up to the ISU rate offered through Indy Park, Ride & Fly at a maximum of $9.00 a day or the equivalency of the long term parking rate (rate valid as of November 2011). Airport parking for all other airports will be up to the equivalency of the long term parking rate associated with that airport.
Tolls

Communications

All calls made to the ISU prefix of 237 is fully reimbursable
Business phone calls (business phone calls made outside of the ISU prefix must include an explanation)
3 minute phone call home to say you have arrived safely
Connecting modems for laptop PC’s
Faxes for business purposes

Foreign Travel

Passport and/or Visa fees
Immunizations
Foreign currency exchange fees

NON-REIMBURSABLE EXPENSES

The following list is some examples of things the traveler might have to pay for themselves or through a Foundation account:

Entertainment Expenses

Meals for other people
Food in excess of the daily subsistence amount
Alcohol
Tobacco
Video, VCR, TV or radio rentals
Event tickets
Taxis or other transportation to and from entertainment events
Tips

Personal

Any kind of insurance
Extra boarding fees for seat assignment or early boarding check in
Medical and hospital services
Commuting expenses between your home and work station
Additional transportation, hotel or other expenses for personal travel in conjunction with University travel
Personal phone calls
Laundry
Tips