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
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 compact rates and the following preferred rental companies: Enterprise Avis	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 or business class airfare when any leg of the flight is longer than 5 hours	Original passenger receipt or coupon; 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