W. Va. Code R. § 133-29-9

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 133-29-9 - Other Expenses

9.1. Travelers may incur other business related expenses for which reimbursement may be made if appropriate. Receipts are not required unless reimbursement is in excess of current Internal Revenue Service limits for miscellaneous expenses, or unless otherwise required by the institution. Such expenses and reimbursement may include, but are not limited to:

a. Baggage handling and gratuities when using public transportation or conveniences (i.e., taxi, limousine, air porter services, or airport/rail curbside check-in), or when using a lodging facility that has porterage (i.e., "bell person") services rather than a facility where the traveler is expected to carry her or his own luggage;

b. Baggage storage between appointments, and between hotels and meeting places;

c. Tolls, garage and parking fees, including gratuities;

d. Communication expenses such as:

(1) local calls which may include a surcharge;

(2) long distance calls which may include toll charges and surcharges;

(3) surcharges for long distance calls when the toll charges are direct billed;

(4) cellular telephone charges; and

(5) facsimiles, cablegrams, or telegrams which may include toll charges, surcharges, or delivery charges.

e. Currency conversion;

f. Guides, interpreters, and visa fees; and

g. Trips involving multiple days of travel or for single day travel where the traveler is unexpectedly delayed for business reasons, the traveler may be reimbursed for one personal telephone call home per day. Reimbursement shall be made at actual cost, not to exceed the maximum amount established by the Governing board, provided the call is not charged to the telecommunications card issued by the state or the Governing board.

9.2. Non-reimbursable travel related expenses include the cost of passports (not as a travel expense, but may be considered as a direct charge to the institution), interest on late payment of individually held credit cards, laundry fees, and personal flight or baggage insurance. Exceptions may be approved by the Chancellor, Chief Executive Officer or designee.

9.3. Persons traveling in foreign countries should report their expenditures in United States dollars. The total expenditure in foreign currency must be converted into United States dollars at the rate or rates at which the foreign money was obtained. The rates of conversion and the commissions charged must be shown.

W. Va. Code R. § 133-29-9