Accounts Payable

201 Carter Drive, Suite 200
West Chester, PA 19383

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Allowable and Reimbursible Expense Matrix

Type of Expense

Allowable Travel Card Charge

Reimbursable expense

Transportation (airline, train, tolls, parking, rental vehicles)

Yes

Yes

Gasoline—System vehicles

Yes

Yes, receipt required

Gasoline—Executive vehicles

Yes

Yes, receipt required

Gasoline—Personal vehicles

No

Employees are reimbursed the per mileage rate

Lodging

Yes

Yes, see Travel Reimbursement Guidelines.

Meals

Yes

Yes, see Travel Reimbursement Guidelines.

Incidental business expenses incurred while in travel status (copies, faxes, business phone calls, postage, etc.)

Yes

Yes

Conference/Registration Fee

Yes

Yes

Reference materials (books, tapes, and videos) available only at the Conference. 

Yes

Yes

Business meeting expenses (equipment rental and meeting room charges)

No- Use Purchasing Card

No - See Purchasing

Personal hotel costs (movie charges, personal phone calls, safe fees, etc.)

Yes

No

Conference related costs (spouse/guest registration fee, meals, and entertainment/evening events specifically associated with the conference)

Yes

No

Laundry and dry cleaning (e.g. > 5 days official travel).

Yes

Yes, see Travel Reimbursement Guidelines.

Movies or other entertainment not part of the hotel bill or conference charge

No

No

Gifts and souvenirs

No

No

Professional development and credit-bearing courses (Payment method does not change the current practice of obtaining the necessary ADVANCE approvals for reimbursement of these courses.)

Yes

Yes

Traffic Violations/ Parking Citations of any kind, regardless of the type of vehicle used.

No

No