Financial Administration

UWSA - FPPP 36 - Travel Regulations

XXIII. EXPENSES NOT REIMBURSABLE

Following is a list of expenses which are not reimbursable. Note: The list is not all inclusive.

  • Expenses which are not UW-business related

  • Alcoholic beverages except as provided under XIV.F.2

  • Spouse or family member's travel costs (Chancellor's and President's spouse and host may be allowable)

  • Telephone calls which are nonbusiness-related (for exception, see Section XIII.B.)

  • Lost/stolen cash or personal property

  • Personal items and services, e.g., toiletries, luggage, clothes, haircuts, shoeshines, etc.

  • Laundry, cleaning, pressing costs for trips of three days or less

  • Avoidable expenses for nonbusiness-related activities, such as sightseeing tours, etc.

  • Traffic citations, parking tickets and other fines

  • 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 uncancelled guaranteed reservations (unless justified)

  • Lodging cost at unlicensed facilities unless there is a substantial cost benefit to the UW

  • Lodging within 50 miles of the headquarters city (unless properly justified and approved)

  • Flight insurance

  • Trip Insurance is not normally reimbursable. Exceptions may occasionally be granted for foreign travel when it is cost/risk justified and approved in advance through the Institution Controller.

  • Extra baggage charges for personal items, such as golf clubs, skis, etc.

  • Airline, car, hotel, corporate card club membership dues

  • Childcare costs

  • Kennel fees

  • Late payment penalties and interest on corporate card