Often bundled travel packages appear to be a cost savings. However, the documentation and receipts typically do not itemize what is included in the purchase price, so the receipts are insufficient per IRS rules for substantiating the business-related nature of what is being paid for. Unless the traveler confirms with the package provider that an itemized receipt for all included expenses (airfare, hotel, car rental, etc.) will be provided, it is best to avoid purchasing a package. Insufficient documentation could result in the denial of a reimbursement.
The university will reimburse you for mandatory fees assessed by hotels, such as a resort fee or charge for valet parking. An explanation that the fee was not discretionary should be included on the expense report.
In general, if the service obtained with the extra fee is considered ordinary and necessary to meet a business need, then paying the fee is permitted.
A business justification should be noted on the expense report. For example:
Extra baggage for research supplies Seat assignment to ensure boarding On-board internet for connectivity to work emails Change fees for a later flight because a meeting ran late
