Travel Reimbursement Quick Reference Guide

Please use this guide a quick reference. If you have in depth questions around a specific expenses including dollar limits and how to request reimbursement, please refer to our full Travel Reimbursement Procedures page.

Transportation

Expense Type	Reimbursable Expense?	Gift in Kind Credit?	Notes
Ticket	Yes	Yes	Air, rail, bus
En route costs	See list below

Rental Car

Expense Type	Reimbursable Expense?	Gift in Kind Credit?
Point of public transport arrival in IA to Grinnell	Yes	Yes
Home in IA to Grinnell	Yes	Yes
Home outside IA to Grinnell	Yes	Yes

Personal Car

Mileage reimbursement rate includes fuel, insurance, and maintenance.

Expense Type	Reimbursable Expense?	Gift in Kind Credit?	Notes
From home in IA to Grinnell	Yes	Yes	$.14/mile for gift in kind and tax deduction. Standard mileage rate found on the College accounts payable web page for reimbursement.
From home outside IA to Grinnell	Yes	Yes

Lodging

Expense Type	Reimbursable Expense?	Gift in Kind Credit?	Notes
En route	No	No
In Grinnell	No	Yes	Provided by the College. Can be paid by volunteer for gift in kind recognition. If a volunteer elects to find housing outside of that provided by the College, it may not be reimbursable.

En route Costs

Expense Type	Reimbursable Expense?	Gift in Kind Credit?	Notes
Baggage fee (1 bag per trip, both ways)	Yes	Yes
Parking fee for personal car at public transport terminal	Yes	Yes
Mileage for use of personal car to/from home to public transport terminal	Yes	Yes	$.14/mile for tax deduction and gift in kind. Standard mileage rate found on the College accounts payable web page for reimbursement.
Taxi, ferry, subway, train, shuttle from home to terminal	Yes	Yes
Tolls	Yes	Yes
Rental Car Fuel	Yes	Yes
Trip cancellation insurance	No	No
Food/drink	No	No
Wi-Fi and Cell Phone Charges	No	No