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?

Notes

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. $.535/mile 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. $.535/mile for reimbursement but no tax deduction.

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