TRAVEL POLICIES AND PROCEDURES

Transcription

1 SPRINGFIELD TECHNICAL COMMUNITY COLLEGE TRAVEL POLICIES AND PROCEDURES This document is the official Travel Policy of Springfield Technical Community College and must be followed by all employees (including grant funded and part-time employees. Grant funded employees are also subject to restrictions of the applicable grant.) November 2005 (Revised January 2015)

2 TABLE OF CONTENTS 1) Traveling on College Business 2) STCC Travel Policies and Procedures 3) Preparing To Travel and the On-Line Purchase Requisition and the Travel Request Form 4) Reimbursement for travel expenses and the Travel Expense Voucher 5) Instructions on how to properly fill out the Travel Expense Voucher. 6) STCC Meal Reimbursement Rate 7) Examples of travel expenses that WILL NOT be reimbursed. 8) College policy regarding the use of vehicles. 9) Audits 10) Forms

3 1. TRAVELING ON COLLEGE BUSINESS: It is the responsibility of the traveling employee to conduct business in a cost efficient and business like manner, which is both safe and comfortable. All should be done with the educational mission of the College in mind. At all times the employee should remember that he/she is representing the college and to act and dress in an appropriate manner. An employee should take advantage of all discounts that are available to him/her. 2. STCC TRAVEL POLICIES AND PROCEDURES The following travel policy and procedures have been written to assist you in understanding the processes that are involved and procedures that are required when you travel on College business for any reason. These procedures have been designed to comply with state travel regulations recommended or mandated by the Office of the State Comptroller, the Office of the State Auditor and the Department of Higher Education. The College has attempted to keep the procedures as simple and consistent as possible to relieve you of unnecessary paperwork or documentation. 3. PREPARING TO TRAVEL and the ON-LINE PURCHASE REQUISITION and the TRAVEL REQUEST FORM All employee travel requests (In-State and Out-of-State) should now be submitted via the Datatel requisition process (REQM) or via WebAdvisor. It is not necessary to submit the paper Travel Request Form in addition to creating the requisition online. All travel requests must include the following information: Vendor Employee that is traveling

4 Line Item Description Destination (city and state), Date(s) of travel Estimated Price Amount to be reimbursed to the employee GL Account Number Last five characters of account number should be 51B02 for In-State travel and 51B01 for Out-of-State travel

5 Printed Comments Describe purpose of travel and outline total cost of trip with reference to other requisitions submitted and/or items charged to a College charge card: Mileage, Airfare, Fares, Hotel, Meals, Reg. Fee.

6 Approvals In-State travel approvals are the same as other requisitions (two names). Out-of-State travel approvals require a third approval name (rajablonski).

7 This Alert has been set as a reminder that all Out-of-State travel must be approved by the President s Office. Following all approvals, a Purchase Order will be created on Datatel. This Purchase Order Number must be noted on your Travel Expense Voucher. The Travel Expense Voucher (along with all necessary receipts and signatures) can be forwarded to Accounts Payable for processing. Requisitions for travel may also be submitted using Web Advisor. Select Enter a Requisition for Goods and Services from the Financial Information Menu. Enter the employee name or the 7-digit employee identification number. Select employee and submit. Enter the same required information as indicated in the Datatel requisition for travel process.

8 NOTE: The paper Travel Request Form must continue to be submitted for the following scenarios: 1. No Cost to the College 2. All expenses will be charged to a College credit card 3. Employee is not requesting reimbursement

9 4. REIMBURSEMENT FOR TRAVEL EXPENSES and the TRAVEL EXPENSE VOUCHER Upfront expenses for Conference Registrations, TRAVEL AGENCIES/AIRFARE AND HOTELS CAN ONLY BE DONE ONCE YOU HAVE AN APPROVAL TO TRAVEL. (Expenses that should be paid in advance and should not be incurred by you) Conference Registrations: For these types of expenses it is best to use a college pro card. If a pro card is unavailable you will need to submit a separate on-line Purchase Requisition for the registration site. (The procedure for the on-line requisition is done in the same as in step 3 above) Send any paperwork (registration forms, etc.) that must be mailed to the company to the Purchasing Department. When the Purchasing Department created the Purchase Order the forms will be attached and then forwarded to Accounts Payable for payment and mailing. Air Travel: All air travel should be booked to through website. PanAm Travel will give you the flexibility when you choose a "PanAm rate". These rates give you flexibility in changing flights and canceling flights without any additional costs if made within twenty-four (24) hours before departure. They are private fares, and fully refundable and fully changeable In order to get a login and access please go to their website and send them an for access (website: ), and follow instructions attached. All college travel will be charged to the college pro card once approved (NO AIRFARE WILL BE APPROVED WITH OUT APPROVED TRAVEL REQUISITION) After traveling on College business an employee will be reimbursed for reasonable and proper out-of pocket expenses related to the trip. These expenses should not exceed the amount listed on the Travel Request Form under Reimbursement to Employee not to exceed. The employee should fill out and submit a properly completed Travel Expense Voucher. (See Appendix 9b) On this form an employee will document vehicle mileage, fares

10 (plane, train, taxi, etc.)(employees should use the least expensive mode of transportation available and they should also take advantage of all MHEC contract savings i.e. Bradley Airport Parking can be found at meals and other travel related expenses that he/she incurred. Complete documentation/receipts should be attached or the employee will not be reimbursed and reimbursement cannot exceed the total approved on the original Travel Request. If you encounter any problems please contact PAN AM travel immediately at They will assist you in all issues that come up while traveling. 5. INSTRUCTIONS FOR COMPLETION OF THE TRAVEL EXPENSE VOUCHER 1. Fill in name and mailing address. 2. Department to be charged. 3. Purchase Order number(s.) 4. Date the travel expenses were incurred. 5. Description of the travel event. 6. Enter the mileage traveled in column 6. The exact mileage can be calculated by using the internet with a free online directions program. If the internet is not available. 7. The form will automatically calculate your monetary mileage amount in column 7 after you enter your mileage in column 6. Mileage is reimbursed at $.575 cents per mile. Mileage traveled will be calculated from STCC or home, whichever is closer to your travel destination and from your destination back to STCC if you return. 8. If you are traveling by Plane you are allowed to claim mileage to and from the airport and for airport parking. If you are being dropped off you may only claim the expense once (to and from the airport) (without prior approval). 9. Enter any expenses for Plane/train or bus 10. Enter any expenses for Tolls 11. Enter any fares that were incurred (i.e. Taxi to and from airport, etc). 12. Hotel expense that was incurred. 13. Meal allowance meals will only be reimbursed for travel that includes an overnight stay and if meals were not part of the function attended 14. Registration Fees

11 15. Any other expenses not listed (i.e. Hotel tips, Internet charges, etc). 16. Total expense will be automatically totaled adding lines 7 through 14). 17. Enter any prepaid/pro-card expenses in section 16. These will also be automatically totaled (this should include any items paid with your Pro Card) (Any purchases with the Pro Card need to have receipts attached). 18. All travel expenses will automatically be totaled. This will be compared to the amount(s) on the Purchase Order. 19. Employee signs that all travel expenses are true and correct 20. Employee s supervisor or Vice President must approve employees travel expenses. 21. The properly completed Travel Expense Voucher should be submitted to your immediate supervisor for approval and then forwarded to Accounts Payable in the Business Office within 60 days after incurring the travel expenses. NOTE: If no problems are encountered with the Travel Expense Voucher and its associated receipt backup, it will be submitted for processing in the next weekly check warrant. Employees are encouraged to take advantage of the College s electronic check (direct deposit into your account) option for these reimbursements. Pro cards are not to be used for meals while traveling. Internet Service will be reimbursed for fair and reasonable expenses not to exceed per day. 6. S.T.C.C. MEAL REIMBURSEMENT RATE MCCC/MTA and AFSCME Meal expenses will be reimbursed per the allowances as established by and in accordance with the applicable collective bargaining agreement. (This rate is to be inclusive of any room service charges, tips, snacks, etc.). Receipts will not be required for the reimbursement of meals, and no meals may be charged on the College Pro Card. Any expenses over the established allowance will be the sole responsibility of the individual traveling.

12 Non-Unit Professional and Contract Employees Reimbursement has established at a rate of $40.00 per day ($10.00 for breakfast, $10.00 for lunch and $20.00 for dinner)for individuals traveling for more than one day (This rate is to be inclusive of any room service charges, tips, snacks, etc.) Receipts will no longer be required for reimbursement of meals and no meals may be charged on the College Pro Card. Any expenses over the established allowance will be the sole responsibility of the individual traveling. All Employees Meals for travel for less than 24 hours are generally not allowed. Reimbursement for AFSCME and MCCC/MTA unit members shall be consistent with their respective collective bargaining agreements. Reimbursement for individuals traveling as part of a conference, training, meeting or workshop should include the agenda with their documentation request. Individuals should not be submitting reimbursement requests for meals provided as part of this training. 7. EXAMPLES OF TRAVEL EXPENSES THAT WILL NOT BE REIMBURSED Expenses that are personal, unreasonable or excessive will not be reimbursed. The following are some examples: a.) Personal phone calls b.) Personal entertainment videos, movies c.) Fines for traffic or parking violations d.) Insurance for a personally owned car e.) Articles stolen from a personal or rental car f.) Articles stolen at any time during travel g.) Luggage or contents of luggage h.) Expenses in conjunction with personal business i.) Any unidentified, unexplained expenses j.) Valet Parking

13 k.) Any changes/cancellations for Air Fare not booked through Pan Am travel l.) Travel that is over 60 days old. m.) Overnights stays for conferences within a two hour driving distance and that start at 8:00 am or later. 8. COLLEGE POLICIES REGARDING THE USE OF VEHICLES Rental Program STCC has a rental agreement in place. To rent a vehicle, follow the steps below: A corporate account has been set-up with Enterprise Rent-A-Car, where the vehicle can be picked up at their locations or will be dropped off at the College or your home. When making your reservation please refer to corporate number 48A1379. Please self identify as an employee of Springfield Technical Community College. Payment to the rental companies will be charged to the appropriate budgets. Return the invoice and rental agreement to Purchasing. It is the driver s responsibility to return with a full tank of gas. Attach your gas receipts to your completed Travel Request Form to the Business Office for reimbursement. MHEC contracts and corporate accounts are provided for the best rental rates. Rental vehicles can be also be booked when booking airlines through the PANAM website.

14 Other Rental Programs The rental companies and websites are listed below for information on hours, locations, fees and additional responsibilities. Company Driver Age Website Alamo Rent-A-Car 25 *Enterprise Rent-A-Car 21 Merchants Rent-A-Car 25 National Car Rental 21 North Amherst Auto Rental 21 Thrifty Car Rental 21 Use of Personal Cars Employees will be reimbursed by the College, all parking fees, MA Tolls and the posted rate by the IRS for mileage (currently at $.56 cents/mile) when they use their personal vehicle while on college business. You must complete the College s Travel Expense Voucher and return the completed form to the Business Office. 9. AUDITS The College s Business Office will conduct audits on a periodic basis. If the audit reveals any discrepancy, the Business Office will notify the individual of the finding and allow the employee to respond. This audit may require the employee to pay back any money reimbursed erroneously. 10. FORMS a. Travel Request Form (to be used only for No Cost Travel expense, all travel expenses charged to a college credit card, travel being paid through an outside agency, or employee not requesting reimbursement) b. Travel Expense Voucher

15 c. Standard mileage table From Springfield To..