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Quick Reference Table for Business-Related Expenses

You are here: American University Finance Procurement & Contracts Business-Related Expenses

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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

  1. Coach or economy class.
  2. Upgrades at university expense are not permitted
Original passenger receipt to include:
  1. Boarding Pass
  2. E-ticket or other proof of purchase
 
Hotel
  • Standard room rate;
  • Business telephone calls;
  • Luggage storage & tips for service;
  • Other allowable charges

Original receipt with line item breakdown

 
Automobile-Private

Current IRS rate

Mileage log submitted on a Travel Expense Form

 
Auto-Rental

Use lowest logical rates and the 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.
 
Train/Rail

Coach class, reserved/unreserved seats

  • Train/Rail ticket or
  • Coupon or
  • If e-ticket proof of purchase and boarding pass
 
International Travel

Coach class fares on international flights up to 7 hours (not including layovers).

Business class fares on international flights greater than 7 hours (not including layovers).

  1. Original passenger receipt or coupon;
  2. E-ticket or other proof of purchase and boarding pass.
 

Other/Miscellaneous

Reimbursed at actual cost.

  • Itemized receipt, or
  • Invoice, or
  • Credit card statement or
  • Front and back of canceled checks
 
Conference/Registration Fees

Actual costs including any educational discounts

Invoice or proposal with terms and conditions

Usually a prepayment

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