NON-Allowable Employee Travel Expenses & Reimbursement

    • Airline club membership fees
    • Airline amenities (blankets, pillows, headphones, snacks, advance check-in fees, etc.)
    • Annual fees or late charges for personal credit cards
    • Barbers, manicurist and shoe shine
    • Expenses related to vacation or personal days taken before, during or after a business trip unless they resulted in the reduction of the total cost of the trip
    • Golf fees, ski lift tickets, etc.
    • Early Bird Check-in fees
    • Frequent flyer purchases/upgrades
    • Purchases made with personal rewards points (i.e. hotel, airline, credit card rewards)
    • Health club facilities
    • Laundry and dry cleaning service (unless gone for  > 6 days)
    • Limousines
    • Loss or theft of airline ticket
    • Loss or theft of personal funds or property
    • In-room video rentals
    • Meal per diem and a business meal expense (should be one or the other – not both)
    • Mini-bar refreshments
    • “No show” charges for hotel or rental car services
    • Optional travel (including trip cancellation) or luggage insurance
    • Parking tickets
    • Personal entertainment (i.e. sporting events, theater, etc.)
    • Personal telephone calls except to report changes in schedule or to talk with family members once a day (for a reasonable period of time for a max of $10)
    • Personal reading materials (magazines, newspapers, etc.)
    • Pet care fees
    • Registration fees (requires use of procardpayment request to supplier, or UofL Travel Card; employee reimbursement is not allowed
    • Rental car options such as LDW, PAI, and liability insurance for domestic trips only
    • Rental car upgrades above mid-size/intermediate class
    • Saunas, massages
    • Souvenirs or personal gifts
    • Taxis to restaurants for personal meals
    • Traffic violations and court costs
    • Towing charges
    • Expenses more than one fiscal-year old without approval from the appropriate Dean/VP/Chair

The Office of Finance and Administration serves all eligible faculty, staff, and students regardless of race, color, national origin, sex, disability, or age.

Budget & Financial Planning

Grawemeyer Hall
Rm LL14
Louisville, KY 40292

Phone: 502-852-6503
Houchens Building
Suite 101
Louisville, KY 40292

Phone: 502-852-6164
Service Complex
2nd Floor
Louisville, KY 40292
Accounts Payable & Travel

Service Complex
2nd Floor, Rm 212
Louisville, KY 40292
Payroll Services

Phone: 502-852-2978
Service Complex
2nd Floor, Rm 223
Louisville, KY 40292


Grawemeyer Hall
Louisville, KY 40292