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 Travel Card or request payment via check request. Request to make the advance payment should be indicated on the Travel Authorization Request as prepaid.
Staff Reimbursement Procedures
All travelers should complete and submit their Travel Expense Report within 30 days of the conclusion of the expense or trip. The traveler will be personally responsible for any purchase(s) not related to official College business. Out of pocket expenses incurred prior to travel will NOT be reimbursed until after the travel is complete.
Meals will be reimbursed at the GSA Per Diem rate for the particular travel destination. Refer to GSA Travel Resources for both domestic and international rates. The GSA Per Diem for meal allowances includes incidentals such as tips and applicable sales tax. The payment of GSA per diem does not require the submission of supporting receipts.
Meals included as part of the registration fee or in the cost of lodging will not be reimbursed even if the employee chooses not to accept the included meal. Included meal(s) cannot be claimed under the per diem.
Group meals are not subject to the GSA per diem and will be reimbursed at actual cost. Itemized receipts must be submitted with the Travel Expense Report for reimbursement.
For day trips lasting longer than seven hours, meals will be reimbursed at 75% of the GSA per diem rate for the particular travel destination. Meal costs will not be reimbursed for day trips under 7 hours (standard work day).
Note: The College will not reimburse the cost of alcohol under any circumstances.
Lodging will be reimbursed at the GSA Per Diem rate for the particular travel destination. Refer to GSA Travel Resources for both domestic and international rates. The GSA Per Diem for lodging includes incidentals such as tips but does not include tax which may be reimbursed separately. Itemized receipts must be submitted with the Travel Expense Report for reimbursement.
If the official College business travel is related to a conference and selected hotels are offering discounted conference rates, reimbursement will be allowed at that rate.
If necessary and approved, the College allows reimbursement for one night prior to the start of the event and/or one night after the end of the event.
Telephone and Internet Charges
Telephone charges, such as long-distance and fax expenses, and charges for internet access which are necessary to conduct official College business while traveling will be reimbursed. When necessary for official College business a temporary international phone plan added to a personal mobile account will be reimbursed. Justification and itemized receipts must be submitted with the Travel Expense Report for reimbursement.
International Travel Expenses
When traveling internationally, certain expenses including Passport, Visa, and immunization fees will be reimbursed. Itemized receipts must be submitted with the Travel Expense Report for reimbursement.