**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 



                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  TRAVEL - MISCELLANEOUS EXPENSES              POLICY: VI.B.7x

                                                                   

REIMBURSABLE TRAVEL EXPENSES INCLUDE:

LAUNDRY expenses are reimbursable as part of the meals and
incidental expense (M&IE) per diem.  These expenses are not
reimbursed separately.  

CASH ADVANCE FEES (Automatic Teller Machine access fees, traveler's
check fees) incurred in using the University travel charge card are
reimbursable.

TRAVELER'S CHECKS, PASSPORT, AND VISA EXPENSES are reimbursable. 
Traveler's checks can be obtained ONLY by using one's University
Travel Card and ONLY at the following locations:

Traveler's checks are available from:

                                               UVA Emp.  Hosp Emp.*

  The Bursar's Office,                              X
  The Newcomb Hall Branch, Jefferson National Bank, X 
  The Hospital Branch, University Credit Union.     X       X

*  Emp = Employees

The travel card DOES NOT OPERATE traveler's check machines at other
American Express locations.  For additional information, see also
Policy VI.B.10, "American Express Travel Card." 

FUNERAL ATTENDANCE expenses for one University representative are
reimbursable, if travel is required outside the local area.

PREPAID CONFERENCE REGISTRATION FEES may be paid by using a COMBO
form.  Also attach the original and one copy of the conference
registration form.  Note on the combo form that it requires an
"Attachment" to be sent with the check.  The payee will receive a
copy of the conference registration form with the check.  See also
"Registration Fees" below.

REGISTRATION FEES for functions related to University business may
be reimbursed when employees are expected to attend as part of
their job duties.  Receipts are required for reimbursement.  Fees
associated with social or non-mandatory activities at conferences
such as tours, sports activities, etc., are considered personal and
are not reimbursable.


TELEPHONE CALLS, TELEGRAMS, AND FACSIMILES for official University
business paid by the traveler can be claimed.  For business related
calls, state on the voucher the points and parties between which
the calls/wires were made and the reasons.  PERSONAL CALLS are
reimbursed as part of the meals and incidental expense (M&IE) per
diem, and are not reimbursed separately.

BUSINESS TRAVEL AND VACATION LEAVE.  The University reimburses only
those expenses related to official business.  The University is not
responsible for any expenses for accidents or injuries when the
employee is not on official business.


NON-REIMBURSABLE TRAVEL EXPENSES INCLUDE:

     -Lost or stolen articles,
     -Alcoholic beverages (never allowable from state funds),
     -Excessive meals and lodging,
     -Damage to personal vehicles, clothing, or other items,      
     -Charges to gain entry to a locked vehicle,
     -Movies charged to hotel/motel bills, 
     -All expenses related to the personal negligence of the        
      traveler, such as fines (including parking fines, speeding
      tickets, etc.),
     -Entertainment expenses,
     -Towing charges, 
     -Travel expenses related to family members or companions,
      (including babysitting), unless approved by the President     
      (or designee), prior to the expenses being incurred. In rare  
      circumstances, it may be appropriate to seek reimbursement    
      for the travel expenses of one's spouse.  REIMBURSEMENT FOR   
      A SPOUSE'S TRAVEL EXPENSES MUST BE APPROVED BY THE PRESIDENT  
      PRIOR TO THE EXPENSES BEING INCURRED AND CAN ONLY BE PAID     
      FROM LOCAL ACCOUNTS (LEDGER 4,6,8, and 9).

See also "Entertaining Prospective Employees" on page 6.2.6.2.


ISSUED BY:                                                07/01/95 

Associate Comptroller for
Accounting Operations         6.2.7.1