UNLV employees are reminded of travel and expense reimbursement policies for lodging, vehicle use, international travel, and hosting events. See details below.
Lodging and Short-Term Rentals
Invalid AirBnB, VRBO or other short-term lodging receipts will not be accepted for reimbursement. Please refer to the Receipt Policy.
Employees choosing short-term rentals must complete a Short Term Rental Agreement when required. Refer to Lodging policy for instructions on the short-term rental agreement. A Lodging Exception Form must also be completed when required.
Employees who choose short-term rentals are not eligible for reimbursement of lost deposits. Payments made via Venmo, personal check, or other means to an individual for lodging are not eligible for reimbursement.
Personal Vehicle Use
To use your own personal vehicle while on travel, please obtain documented supervisor approval prior to your trip. A rental car quote (standard sedan) should also be included to confirm that using a personal vehicle is the most cost-effective option.
Adding Personal Time to Travel
When adding Personal Time to Travel, Supervisor approval is required prior to making the travel arrangements. An economy-class airfare quote reflecting only the business portion of the trip (based on its specific dates and times) must be provided.
Rideshare Receipts
Please obtain valid Uber, Lyft or other rideshare receipts and attach to the expense report. This must include a valid method of payment. For detailed information on acceptable receipts, please refer to the Receipt Policy.
International Travel
Spend Authorizations are required for all International Travel prior to the trip. If the international travel has already been completed without a Spend Authorization, please request Dean's approval for reimbursement.
Car Rentals
Please use the approved car rental agencies under the Nevada State Car Rental Contract. Currently Enterprise, National, and Hertz (domestic travel only). Please do not use Fleet Services.
Other Expense Report Reminders
Payments for services are not eligible for reimbursement. Suppliers paid for services must be processed through a Requisition and Purchase Order.
Service subscriptions should go through Requisition/PO and OIT to ensure the correct license is purchased. Licenses must comply with HIPAA, accessibility, data confidentiality, and security standards.
Conference and training fees are not eligible for reimbursement until the event has occurred. Please also include an agenda or official announcement that shows the dates of the conference or training.
Hosting expenses must be documented on the Hosting Explanation Form, and must include the business purpose. Approval must be obtained from the Vice President, Dean, or Athletic Director of the respective department. Signature authority for hosting cannot be delegated below this level.
Suppliers providing catering or hosting event services may not be paid out of pocket. The vendor must be registered as a UNLV supplier and a Purchase Order submitted before the event. Out-of-pocket payments will not be reimbursed.
Moving expenses are not eligible for reimbursement for either incoming or departing UNLV employees. For assistance with expense reports, please contact the TDX portal.
For any questions please contact Racquel Rodriguez.