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Guidelines for Travel Reimbursement

Expenses that apply to APS employee out of pocket expenses incurred in connection with approved District business.

What is Reimbursable?

Find reimbursable and non-reimbursable expenses listed by category below. This list applies to APS employee out-of-pocket expenses incurred in connection with approved District business.

  • Expenses that are of a personal nature are not eligible for reimbursement.
  • Expenses that incur whether or not the employee was on District business are not eligible for reimbursement.

This list is not all-inclusive. Other items may be deemed as reimbursable or non-reimbursable for travel by APS Accounts Payable Staff.

Conference Expenses

Reimbursable Expenses With Approved Travel

  • Conference Fee, when paid by employee and approved in advance.

Non-Reimbursable Expenses

  • Educational Materials. Purchase of educational materials while attending a conference are not reimbursed thru travel. Reimbursement may be considered once a requisition has been entered and approved upon return to work site.

Meals, Lodging, and Incidental Expenses

Reimbursable Expenses With Approved Travel

  • Meals must have itemized receipts.
  • Tips are not to exceed 20% pre-tax.
  • Lodging, when paid by employee and approved in advance.

Non-Reimbursable Expenses

  • Food or snacks that do not include overnight travel.
  • Meals upon return to home base.
  • Excessive tipping that exceeds 20% pre-tax.
  • Alcohol: Receipts showing the purchase of alcohol will not be accepted for reimbursement of any item on the receipt.
  • Non-itemized meal receipts. Credit card only receipts are not reimbursable.
  • Miscellaneous items such as hotel mini bar, magazines, toiletries, medicine, souvenirs.
  • Entertainment expenses such as entrance fees to tourist attractions, sporting events, etc.
  • In-room movies, if additional charges are incurred.
  • Room service or delivery charges.
  • Life or baggage insurance.
  • Loss or theft of personal funds or property.

Travel and Transportation Expenses

Reimbursable Expenses With Approved Travel

  • Airport parking, parking fees, and baggage fees
  • Airline ticket, when paid by employee and approved in advance
  • Travel to and from destination airport, hotel, conference venue or other location necessitated by the business trip.
    • Pickup and drop off locations must be identified.
    • Street addresses (i.e. as show on Uber receipts) without being identified will not be accepted for reimbursement. Street address can be written in next to the taped receipt.

Non-Reimbursable Expenses

  • Airline Fees such as seat upgrades and early boarding
  • Life or baggage insurance
  • Travel from home residence to airport and back
  • Spouse or guest travel
  • Pet sitting, child care, home care expenses
  • Travel for personal trips to malls, restaurants, sporting events, etc.
  • Bike sharing or electric scooter rentals
  • Parking tickets or traffic violations

Rental and Personal Vehicle Expenses

Reimbursable Expenses With Approved Travel

  • Rental car.
  • Car rental insurance, only if required and approved by the District as indicated on the Request for District Travel.
  • Fuel, when rental car is approved.
  • Toll fees, when rental car is approved.
  • Out-of-town parking fees, when rental car is approved.
  • In-state mileage – Current mileage rate per State guidelines, reimbursement for personal vehicle
  • Out-of-state mileage – For personal vehicle, cannot exceed common carrier most economical fare, will be reimbursed the lesser amount (airfare or mileage)

Non-Reimbursable Expenses

  • Repairs to personal vehicle when on District approved travel

How am I Reimbursed?

Illegible receipts will not be reimbursed.

Complete the following for reimbursement immediately after travel.

The Traveler should: 

  1. Visit Employee Travel Document Downloads to download the Employee Reimbursement Form.
  2. Complete an Employee Travel Reimbursement Voucher form for the applicable “actual costs” of Transportation Fees, Parking, Baggage Fees, Mileage calculations if applicable, and Meals. The Employee and the Site Administrator Signatures must be on the form. 
  3. Enter a “Travel Requisition Entry” in Lawson for the total amount of the reimbursement. Tape all applicable ORIGINAL ITEMIZED receipts “IN DATE ORDER” to 8 ½ by 11 sheets of paper. Attach the Reimbursement Voucher and receipts in “Attach” on the requisition. Write the TAN #, Requisition Number, and the Travelers Vendor Number on the Reimbursement Voucher in the box at the top right corner of the form. 
  4. Attach the papers with the receipts to the Original Employee Travel Reimbursement Voucher. Do not write on receipts. Illegible receipts will not be reimbursed.
  5. Forward the completed Employee Travel Reimbursement Voucher form to the "Accounts Payable office, Attention: A/P Travel", to review the amounts for compliance with the New Mexico State Guidelines and for final processing. 

The A/P Travel Technician will: 

  1. Match the Employee Reimbursement Voucher to the Request for District Travel form on file. Change any items not within compliance with the State of New Mexico guidelines, APS Non Reimbursable list and with the pre-approval assumptions concerning “actual or per diem”.
  2. Account Payable will process a payment to the traveler with the designated home address on the Employee Reimbursement Voucher and in Lawson.