Non-reimbursable Expenses
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.
