Quick Reference Table for Business-Related Expenses

Table showing allowed travel expenses and the receipts required for each
Business Expense	Allowable Costs	Receipt Requirements	Other
Air Travel-Domestic	Coach or economy class. Upgrades at university expense are not permitted	Original passenger receipt to include: Boarding Pass E-ticket or other proof of purchase	听
Hotel	Standard room rate; Business telephone calls; Luggage storage & tips for service; Other allowable charges	Original receipt with line item breakdown	听
Automobile-Private		Mileage log submitted on a Travel Expense Form	听
Auto-Rental	Use lowest logical听rates and the听preferred rental companies: Enterprise National	Itemized rental car receipt including daily rate and other fees.	Decline Collision Damage Waiver & Liability Damage Waiver
Meals	3 meals per day (breakfast, lunch, & dinner) at most economical rate.	Itemized receipt, Invoice, or Credit card statement or Front and back of cancelled checks	Alcohol will not be reimbursed on Federal awards
Phone Calls	Business calls only. Actual cost, not monthly plan fees or percentages	Invoice or Credit card statement itemizing calls and service fees.	听
Train/Rail	Coach class, reserved/unreserved seats	Train/Rail ticket or Coupon or If e-ticket proof of purchase and boarding pass	听
International Travel	Coach class fares on international flights up to 7听hours (not including layovers). Business class fares on international flights greater than 7听hours (not including layovers).	Original passenger receipt or coupon; E-ticket or other proof of purchase and boarding pass.	听
Other/Miscellaneous	Reimbursed at actual cost.	Itemized receipt, or Invoice, or Credit card statement or Front and back of canceled checks	听
Conference/Registration Fees	Actual costs including any educational discounts	Invoice or proposal with terms and conditions	Usually a prepayment

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