Expense Categories Explained
Expense Categories
Understanding expense categories helps ensure your submissions are approved quickly.
Travel Expenses
Costs related to traveling for work:
Expense Type
Reimbursable
Details
Mileage
Yes
At the IRS standard business rate stated in our Expense Policy (/legal/expense-policy)
Airfare
Yes
Economy class; business class requires pre-approval
Rental car
Yes
Standard class; upgrades require pre-approval
Rideshare/Taxi
Yes
When personal vehicle not practical
Parking
Yes
Must be work-related
Tolls
Yes
Must be work-related travel
Public transit
Yes
Bus, train, subway fares
Lodging
Hotel and accommodation expenses:
- Allowed: Hotels, motels for overnight work travel
- Limit: Actual cost up to the GSA lodging rate for the location, as our Expense Policy (/legal/expense-policy) sets out
- Receipts required: Itemized hotel folio showing room rate
- Not allowed: Personal mini-bar, movies, room upgrades
Meals
Meals during work travel are covered by the M&IE (meals and incidental expenses) per diem at the GSA rate for the location, as our Expense Policy sets out. The per diem needs no receipts.
Notes:
- Alcohol is not reimbursable
- Tips are included in the per diem
- Check your contract for any per diem it states
Equipment & Tools
Work-related equipment purchases:
- Pre-approval required for items over $100
- Must be necessary for contract work
- Receipts must itemize each item
- May need to return equipment at contract end
Materials & Supplies
Consumable work materials:
- Project-specific materials
- Office supplies
- Safety equipment
- Shipping/postage for work items
Professional Development
Education and training expenses:
- Certifications (if contract-required)
- Training courses (pre-approved)
- Professional memberships
- Technical books/resources
Was this article helpful?
Still have questions?
Contact Support