07 - 014 Non-Reimbursable Travel Expenses

The following items are generally not reimbursable. Note: This list is not all-inclusive.

  1. Alcoholic beverages
  2. Portion of per diem for conference meals paid as part of registration fee (see Procedure 7-007, Travel Meals). Any exception to this rule due to disability or medical condition(s) requires approval from the Campus ADA Compliance Officer, or equivalent.
  3. Movie rentals, theater tickets, newspapers, magazines, prescriptions, over-the-counter drugs, etc.
  4. Insurance on rental automobiles for USNH employees (see Procedure 7-010, Vehicle Rental Expenses)
  5. Trip/Flight insurance. Any exception to this rule due to disability or medical condition(s) requires approval from the Campus ADA Compliance Officer, or equivalent.
  6. Parking tickets and fines for traffic violations
  7. Personal expenses
  8. Personal portion of airfare while on USNH business
  9. Personal-use portion of a car rented for USNH business
  10. Repairs or towing of personal vehicles used for USNH business. These costs are included in the mileage reimbursement rate
  11. Expenses incurred by spouses, partners and families or rate increases occasioned by presence of spouses, partners and families (see Procedure 8-007, Business Expenditures, Spousal Expenses)
  12. Laundry service for trips of five days or less
  13. Personal aircraft usage
  14. Extra baggage charges for personal items, such as golf clubs, skis, etc.
  15. Fees to check-in or board early, fees for preferred seating, fees for expedited security check, flight change fees and any other optional fees are generally not reimbursable. Exceptions to this rule due to disability or medical condition(s) require approval from the Campus ADA Compliance Officer, or equivalent. All other exceptions to this rule require Campus VPFA approval. These costs must be charged to the appropriate "710Z" account code.
  16. Childcare or pet care costs
  17. Loss or theft of cash advance money or airline tickets
  18. Locksmith charges
  19. Lost baggage, luggage, and briefcases
  20. Souvenirs and personal gifts
  21. Health club fees
  22. Tips on meal, bellhops and chambermaids if employee is reimbursed via Federal meals & incidental expense (M&IE) per diem rate.
  23. Security deposits for temporary lodging/housing in which an employee is staying while traveling on USNH business. (See Procedure 4-008, Cash Advances (for travel and other purposes) for options regarding security deposits.)

The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version. 

This page last updated Thursday, October 26, 2017. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.