Travel expenses are limited to only those costs identified as necessary to transact official college business. The Travel Reimbursement Form with appropriate receipts and invoices are used to process payments against the encumbrance.
Note: The use of public funds for the purchase of alcohol is prohibited by law.
Reimbursement requests for extraordinary expenses that could not have been anticipated prior to traveling are subject to approval before reimbursement. A letter explaining the circumstances and the appropriate supporting documents should be attached to the travel reimbursement request for approval.
Registration fees for conventions, conferences, and staff training are fully reimbursable if approved by the appropriate supervisor. Original receipts must be submitted to receive reimbursement. If advanced payment is required, you may use your Departmental Purchasing Card or the College will process advance payment of registration fees. Request to make the advance payment should be indicated on the Travel Authorization Request as prepaid.
Staff Reimbursement Procedures
In order to insure prompt payment, employees should submit the Travel Expense Reimbursement Form within ten (10) working days after the completion of any authorized travel. The reimbursement cannot exceed the approved amount of the Travel Request authorization unless accompanied by appropriate justification and are in compliance with the travel procedures as outlined in this manual.
Meals will be reimbursed for actual reasonable costs, not to exceed the Federal Reimbursement Rate for that location. Receipts are required for reimbursement.
Reimbursement in excess of these allowable rates: original receipts are required accompanied by a written explanation and subject to the prior approval of the appropriate supervisor, but cannot exceed the Federal Reimbursement Guidelines for that location (http://www.gsa.gov/portal/category/21287).
|Breakfast||Overnight Trips||Extended Work Day|
|Conference/official meeting meals||$ 8.00||$ 6.00|
|Lunch||Overnight Trips||Extended Work Day|
|Conference/official meeting meals||$ 8.00||No reimbursement|
|Dinner||Overnight Trips||Extended Work Day|
|Conference/official meeting meals||$ 20.00||$ 16.00|
|Daily Travel Per Diem Allowance||Overnight Trips||Extended Work Day|
|Allowable (no receipts required)||$ 36.00||$ 22.00|
Allowance for required meals (including tips and sales tax)
|Hotel||Hotel Incidentals||Telephone Calls|
|See Federal Guidelines||$ 3.00/day||one personal call per day|
Mileage and Ground Transportation
|Day trips and overnight lodging||Mileage||Ground Transportation|
|Reimbursement rates||$ 0.545||$ 10.00|
Tolls and other transportation costs in excess of $10.00 require original receipts
|Philadelphia International||JFK Airport||Newark International|
|For reimbursement rates click here|