TRAVEL POLICIES AND PROCEDURES

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "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..

MSTC ADMINISTRATIVE POLICY

MSTC ADMINISTRATIVE POLICY Policy Title: TRAVEL AND EXPENSE REIMBURSEMENT MSTC ADMINISTRATIVE POLICY Policy Section: FISCAL MANAGEMENT This administrative policy identifies the essential activities and responsibilities of the employees

More information

OUT-OF DISTRICT EMPLOYEE TRAVEL DEE

OUT-OF DISTRICT EMPLOYEE TRAVEL DEE Employees shall be reimbursed for reasonable travel expenditures according to the policies and procedures outlined in this document. Prior approval for all out-of-district travel shall be obtained before

More information

University Students Council of the University of Western Ontario TRAVEL POLICY

University Students Council of the University of Western Ontario TRAVEL POLICY EFFECTIVE: November 1, 2011 SUPERSEDES: AUTHORITY: Council RATIFIED BY: Council October 26, 2011 Executive Council November 1, 2011 PAGE 1 of 7 1.00 APPLICATION 1.01 This policy applies to all USC travel

More information

BF TRAVEL OVERVIEW

BF TRAVEL OVERVIEW BF 300.1 Travel Overview BF 300.1 TRAVEL OVERVIEW PURPOSE To provide Morehouse College employees with the information that governs traveling on official College business. SOURCE College Policy Related

More information

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY Effective Date: January 1, 2011 Prepared by: Business Office Policy Number: VPFA-02-2011 Approved by: Bishop s Executive Group November 2010 Revised: January

More information

BOARD TRAVEL AND EXPENSE POLICY

BOARD TRAVEL AND EXPENSE POLICY BOARD GOVERNANCE POLICY BOARD TRAVEL AND EXPENSE POLICY Introduction System assets, including operating funds and property, must not be left unprotected, inadequately maintained or exposed to unnecessary

More information

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Overview The purpose of this policy is to provide guidelines for fair and consistent travel and business expense practices for all staff

More information

Contents. General Information.Page 2. Check Requests.Page 3. Purchase Requisitions.Page 4. Travel Authorizations.page 6. Travel Advance.

Contents. General Information.Page 2. Check Requests.Page 3. Purchase Requisitions.Page 4. Travel Authorizations.page 6. Travel Advance. Contents General Information.Page 2 Check Requests.Page 3 Purchase Requisitions.Page 4 Travel Authorizations.page 6 Travel Advance.page 7 Transportation-Air page 9 Transportation-Ground page 10 Lodging.page

More information

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made

More information

Disbursement Services Travel Expense Procedures

Disbursement Services Travel Expense Procedures Disbursement Services Travel Expense Procedures For NC State Budget Travel Policies, use address below: https://ncosbm.s3.amazonaws.com/s3fs-public/documents/files/budgetmanual.pdf Completing the Travel

More information

Lincoln Public Schools Lincoln, Nebraska. Travel. and. Expense Guide. Revised August 2004. Travel and Expense Guide, August 2004, Page 1 of 13

Lincoln Public Schools Lincoln, Nebraska. Travel. and. Expense Guide. Revised August 2004. Travel and Expense Guide, August 2004, Page 1 of 13 Lincoln Public Schools Lincoln, Nebraska Travel and Expense Guide Revised August 2004 Travel and Expense Guide, August 2004, Page 1 of 13 TABLE OF CONTENTS Foreword...3 Purpose of the Guide...3 Travel

More information

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15 College Policy SUBJECT: Travel and Business Related Expenses Policy NUMBER: ORIGINAL DATE OF ISSUE: REVISED: 6.11 5/19/71 3/21/79 1998 9/16/15 Purpose The purpose of the Travel and Business Related Expenses

More information

Receipts must be itemized Receipts must list names of all students and the sponsor (or attach list) Any unused cash must be returned with this form

Receipts must be itemized Receipts must list names of all students and the sponsor (or attach list) Any unused cash must be returned with this form 2300 -- Travel It is understood that College business may require employees to travel. Employees must conduct all travel with integrity, in compliance with applicable laws, policies, and procedures, and

More information

North Dakota State University Policy Manual

North Dakota State University Policy Manual North Dakota State University Policy Manual SECTION 515 TRAVEL - EMPLOYEES SOURCE: NDSU President North Dakota Century Code (NDCC) North Dakota Office of Management and Budget Policy 1. GENERAL PROVISIONS

More information

BLOOMSBURG UNIVERSITY. Travel Card Policy and Procedures

BLOOMSBURG UNIVERSITY. Travel Card Policy and Procedures BLOOMSBURG UNIVERSITY Travel Card Policy and Procedures Subject: Travel Card Policy and Procedures Authorized By: ACCOUNTS PAYABLE OFFICE Date: Revised Sept. 30, 2011 The travel card is a charge card issued

More information

ARMA HOUSTON TRAVEL EXPENSE GUIDELINES

ARMA HOUSTON TRAVEL EXPENSE GUIDELINES ARMA HOUSTON TRAVEL EXPENSE GUIDELINES Claiming reimbursement of expenses 1. Expense reimbursement forms for all expenses are required to be submitted within 45 days of the date the expense was incurred.

More information

The following types of receipts are NOT acceptable: (Please see pages C and D for examples of unacceptable receipts.)

The following types of receipts are NOT acceptable: (Please see pages C and D for examples of unacceptable receipts.) 1 P age Expense The following information is being provided to assist you with preparing your ESU #3 expense reports for reimbursement of business expenses. Refer to Board Policy 3.71 Reimbursement of

More information

Florida Department of Education TRAVEL REIMBURSEMENT GUIDELINES

Florida Department of Education TRAVEL REIMBURSEMENT GUIDELINES Florida Department of Education TRAVEL REIMBURSEMENT GUIDELINES State law requires that travelers use the most cost-effective method of travel. Travelers will not be reimbursed using a third party for

More information

Conference Request Claim (CRC) 2. Mileage Reimbursement (MRC) 7. Request for Check (RFC) 9. Travel Advances 11. Blanket or Open Purchase Orders 13

Conference Request Claim (CRC) 2. Mileage Reimbursement (MRC) 7. Request for Check (RFC) 9. Travel Advances 11. Blanket or Open Purchase Orders 13 Table of Contents Conference Request Claim (CRC) 2 Mileage Reimbursement (MRC) 7 Request for Check (RFC) 9 Travel Advances 11 Blanket or Open Purchase Orders 13 FAQ s 14 Conference Request Claim Do I need

More information

Non Employee Travel Policy Version 5.0 08/21/2015

Non Employee Travel Policy Version 5.0 08/21/2015 Non Employee Travel Policy Version 5.0 08/21/2015 Introduction This policy applies to all Non Employees Travelers (Travelers) who travel on behalf of Zimmer Biomet (Company) and expect to be reimbursed

More information

All travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines.

All travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines. Title: Travel and Business Expense Reimbursement Policy Code: 5-200-050 Date: 1-18-06rev Approved: WPL Policy General The Boston College Travel and Business Expense Reimbursement Policy provides guidelines

More information

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES The purpose of this document is to establish and communicate equitable standards and effective procedures for reducing travel costs while complying with

More information

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control Travel Policy Philosophy Travel and entertainment related expenses will be paid by the Association if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines

More information

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy This policy sets general guidelines for acceptable types and levels of reimbursable or chargeable expenses and

More information

TRIAL JUDGE TRAVEL REIMBURSEMENT POLICIES Revision 11/1/2013

TRIAL JUDGE TRAVEL REIMBURSEMENT POLICIES Revision 11/1/2013 TRIAL JUDGE TRAVEL REIMBURSEMENT POLICIES Revision 11/1/2013 GENERAL Receipts... 1 Reimbursable Events... 1 Travel Vouchers... 1 Unallowable Travel Expenses... 2 IN-STATE TRAVEL Meals... 2 Meal Tips...

More information

ADMINISTRATIVE PROCEDURE San Mateo County Community College District

ADMINISTRATIVE PROCEDURE San Mateo County Community College District CHAPTER 8: Business Operations ADMINISTRATIVE PROCEDURE NO. 8.55.1 (AP 7400) ADMINISTRATIVE PROCEDURE San Mateo County Community College District Subject: AP 8.55.1 Domestic Conference and Travel Expenses

More information

Alabama A&M University

Alabama A&M University Alabama A&M University Procedure Procedure #: 3.4 Title: Travel Effective Date: August 1, 2013 Revised Date: June 1, 2014 Responsible Office: Comptroller s Office Accounts Payable I. PURPOSE/OBJECTIVE

More information

In-State Travel (NOTE: No receipts are used for In-State travel; only per diems are applied; See below)

In-State Travel (NOTE: No receipts are used for In-State travel; only per diems are applied; See below) Section 20 Page 1 Travel Expense Report (Yellow Form) (see exhibit B25) and PeopleSoft Travel and Expense Module (see appendix A23) Mileage! Mileage rate effective as of January 1, 2015 is $.575. This

More information

National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses

National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses National Association of State Boards of Accountancy and Related Organizations Reimbursement Policy for Business Expenses Guiding Principles This policy is structured to comply with the Internal Revenue

More information

Archdiocese of Galveston-Houston - (Chancery Only)

Archdiocese of Galveston-Houston - (Chancery Only) Archdiocese of Galveston-Houston - (Chancery Only) Revision Date: February 24, 2010 Effective Date: March 1, 2010 Employee Expense and Travel Reimbursement Policy POLICY The Chancery reimburses employees

More information

Listowel Wingham Hospitals Alliance

Listowel Wingham Hospitals Alliance Listowel Wingham Hospitals Alliance =============================================================== TITLE: Business & Travel Expense Reimbursement Policy Statement: The Business Expense & Travel Reimbursement

More information

This document outlines the travel and reimbursement policy for Adrian College employees.

This document outlines the travel and reimbursement policy for Adrian College employees. TRAVEL POLICY This document outlines the travel and reimbursement policy for Adrian College employees. Travel Expenses Institutional related travel expenses will be reimbursed to Adrian College employees

More information

Riverside Community College District Policy No. 6900 Business and Fiscal Affairs TRAVEL AND ITEMIZED EXPENSE REIMBURSEMENT

Riverside Community College District Policy No. 6900 Business and Fiscal Affairs TRAVEL AND ITEMIZED EXPENSE REIMBURSEMENT Riverside Community College District Policy No. 6900 Business and Fiscal Affairs BP 6900 TRAVEL AND ITEMIZED EXPENSE REIMBURSEMENT References: Education Code Sections 72423 and 87032 The Riverside Community

More information

CKHA POLICY. Document Number: FIN-1-009. Guidelines for Hospital Expense Reimbursement Personal Business Expense

CKHA POLICY. Document Number: FIN-1-009. Guidelines for Hospital Expense Reimbursement Personal Business Expense Title: CKHA POLICY Guidelines for Hospital Expense Reimbursement Personal Business Expense Document Number: FIN-1-009 Chatham-Kent Health Alliance expects discretion to be applied with any expenses incurred

More information

UMBC TRAVEL POLICY AND PROCEDURES

UMBC TRAVEL POLICY AND PROCEDURES UMBC TRAVEL POLICY AND PROCEDURES UMBC #VIII-11.00.01 Directory Pre-Approvals Expense Reimbursements Ticketing Hotel Reservations Meals Travel by Car Travel by Private Airplane Travel Advances Recruiting,

More information

Travel Policy 1. INTRODUCTION

Travel Policy 1. INTRODUCTION Page 1 of 6 1. INTRODUCTION It is the policy of the Diocese of the West (DOW) to reimburse travel expenses of those clergy and laity who are conducting business on behalf of the diocese. The diocese strongly

More information

IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES

IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES IEEE CIRCUITS AND SYSTEMS SOCIETY TRAVEL AUTHORIZATION AND REIMBURSEMENT POLICIES These guidelines are intended to establish the travel policies and to assist IEEE CASS volunteers with the proper procedures

More information

SOUTH TEXAS COLLEGE EMPLOYEE TRAVEL GUIDE Table of Contents. Chapter 1-General Travel Provisions, Travel Authorization and Travel Voucher

SOUTH TEXAS COLLEGE EMPLOYEE TRAVEL GUIDE Table of Contents. Chapter 1-General Travel Provisions, Travel Authorization and Travel Voucher SOUTH TEXAS COLLEGE EMPLOYEE TRAVEL GUIDE Table of Contents Chapter 1-General Travel Provisions, Travel Authorization and Travel Voucher Summary of Travel Procedures 1.0 Associated timelines and deadlines

More information

CSM Guideline for Completion of TA s and TE s

CSM Guideline for Completion of TA s and TE s CSM Guideline for Completion of TA s and TE s Table of Contents Page Introduction... 2 Travel Authorization Form (TA).. 2 Airline Tickets. 4 Rental Cars.. 5 US Bank VISA Card (CSM Travel Card). 7 Activity

More information

Job Placement and Candidates for Department Executive and Professional Positions

Job Placement and Candidates for Department Executive and Professional Positions SECTION: 8.1 AUTHORIZED TRAVEL POLICY: Travel is performed and reimbursed only as provided by law (Section 112.061, Florida Statutes), the Rules of the Department of Financial Services (Chapter 69I-42,

More information

Eastern Michigan University

Eastern Michigan University Eastern Michigan University TRAVEL PROCEDURES Page 1 TABLE OF CONTENTS I. Administration 2 A. Authorization to Travel B. Travel Reimbursements C. Travel Advances D. Sponsored Travel E. Student Travel II.

More information

Travel and Expense Reimbursement Policy

Travel and Expense Reimbursement Policy Travel and Expense Reimbursement Policy Scope of Policy & Rationale Temple University is a state-related institution whose primary mission is to serve its students. As such, the University strives to ensure

More information

POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements

POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements POST HOLDINGS, INC. VENDOR EXPENSE POLICY (Updated 7/28/2015) Section 1 Expense Reimbursements 1.1 - General This policy provides guidelines to be followed by all vendors of Post Holdings, Inc. and its

More information

BUSINESS SECTION COLLEGE TRAVEL AND Cabinet Approval: 02/11/2009 REIMBURSEMENT POLICY Board of Trustees Approval: 02/11/2009 CHAPTER # 2 POLICY # 9.

BUSINESS SECTION COLLEGE TRAVEL AND Cabinet Approval: 02/11/2009 REIMBURSEMENT POLICY Board of Trustees Approval: 02/11/2009 CHAPTER # 2 POLICY # 9. REIMBURSEMENT POLICY Board of Trustees Approval: 02/11/2009 CHAPTER # 2 I. PURPOSE To provide uniform guidelines and standards for the reimbursement of official travel and related expenses incurred by

More information

BUSINESS TRAVEL POLICY

BUSINESS TRAVEL POLICY BUSINESS TRAVEL POLICY POLICY STATEMENT Medica pays for travel-related costs when there is a clear business need for such travel. Travel outside of Medica s service area or involving overnight stays must

More information

Fort Bend Independent School District. Employee Travel and Expense Reimbursement Policy DEE (R)

Fort Bend Independent School District. Employee Travel and Expense Reimbursement Policy DEE (R) Introduction Fort Bend Independent School District Employee Travel and Expense Reimbursement Policy DEE (R) Persons authorized to travel for business and educational purposes on behalf of Fort Bend ISD

More information

ADMINISTRATIVE REGULATION AND PROCEDURE

ADMINISTRATIVE REGULATION AND PROCEDURE ADMINISTRATIVE REGULATION AND PROCEDURE Title: TRAVEL AND EXPENSE REIMBURSEMENT Code: BB0901 Policy Reference: B0901, Travel and Expense Reimbursement The following procedures for travel will be consistently

More information

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY Revised September 15, 2015 POLICY STATEMENT Employees of Berea College may charge against appropriate College accounts normal and reasonable

More information

Travel and Expense Guidelines

Travel and Expense Guidelines Travel and Expense Guidelines Jim Casey Youth Opportunities Initiative Travel The Initiative reimburses staff for reasonable business travel expenses incurred while on assignments away from the office.

More information

Travel, Transportation & Mileage Expense Guidelines. Authorized by: Joan Arruda, CEO

Travel, Transportation & Mileage Expense Guidelines. Authorized by: Joan Arruda, CEO Policy: Category: Travel, Transportation & Mileage Expense Guidelines Operations Pages: 5 Date effective: Oct. 7, 2010 To be revised: Oct. 7, 2013 Revised: Authorized by: Joan Arruda, CEO POLICY This policy

More information

[name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY. When incurring business expenses, expects Personnel to:

[name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY. When incurring business expenses, expects Personnel to: [name of organization] TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY 1. Purpose. The Board of Directors of (name of organization) recognizes that board members, officers, and employees ( Personnel ) of

More information

Failure to comply with these policies and procedures may result in disciplinary action.

Failure to comply with these policies and procedures may result in disciplinary action. POLYTECHNIC INSTITUTE OF NYU POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy It is the purpose of this policy to set general guidelines for acceptable types and levels of reimbursable

More information

Travel, Transportation Modes and Transportation-Related Expenses

Travel, Transportation Modes and Transportation-Related Expenses Authority: History: Source of Authority: Related Links: Responsible Office: 05.179 Travel, Transportation Modes and Transportation-Related Expenses Vice Chancellor of Business Affairs Effective June 1,

More information

TRAVEL AND EXPENSE REIMBURSEMENT POLICY

TRAVEL AND EXPENSE REIMBURSEMENT POLICY TRAVEL AND EXPENSE REIMBURSEMENT POLICY POLICY The Santa Margarita Water District ( District ) takes its stewardship over the use of the District s limited public resources seriously. The District s public

More information

You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes.

You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes. Canisius College Travel and Business Expense Reimbursement Policy General It is understood that College business may require staff/faculty to travel. Individuals should conduct their travel with an awareness

More information

TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE

TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE TRAVEL POLICY FOR THE U.S. SCIENCE SUPPORT PROGRAM (USSSP) OFFICE Table of Contents TRAVEL AUTHORIZATION 2 AIR TRANSPORTATION GENERAL 2 EXPEDITION-RELATED TRAVEL 3 AIR CARRIER SELECTION 3 SATURDAY NIGHT

More information

TRAVEL & EXPENSE REIMBURSEMENT POLICY

TRAVEL & EXPENSE REIMBURSEMENT POLICY TRAVEL & EXPENSE REIMBURSEMENT POLICY PURPOSE The purpose of this policy is to bring awareness to everyone s responsibilities relative to submitting and approving travel and business expenses incurred

More information

Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES. Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011

Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES. Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011 Arlington Soccer Association (ASA) GOVERNING AND OPERATING POLICIES Section: Finance Policies Number: Subject: Business Travel Date: revised 8/9/2011 1.0 PURPOSE As employees of Arlington Soccer Association

More information

Travel Manual. Pima County Community College District. January 2015. Administered by District Finance Office Accounts Payable 206-4569

Travel Manual. Pima County Community College District. January 2015. Administered by District Finance Office Accounts Payable 206-4569 Travel Manual Pima County Community College District January 2015 Administered by District Finance Office Accounts Payable 206-4569 https://mypima.pima.edu > Home > Finance > Accounts Payable Table of

More information

BUSINESS EXPENSE REIMBURSEMENT POLICY (Replaces Travel and Entertainment Expense Reimbursement Policy) Updated 8/29/12

BUSINESS EXPENSE REIMBURSEMENT POLICY (Replaces Travel and Entertainment Expense Reimbursement Policy) Updated 8/29/12 BUSINESS EXPENSE REIMBURSEMENT POLICY (Replaces Travel and Entertainment Expense Reimbursement Policy) Updated 8/29/12 Purpose of the Policy This policy has been established to ensure the best possible

More information

Corporate Travel Policy. Proposed January 30, 2010

Corporate Travel Policy. Proposed January 30, 2010 Corporate Travel Policy Proposed January 30, 2010 TABLE OF CONTENTS Statement of Purpose... 1 JRC-DMS Travel Policies... 1 Responsibilities and Enforcement... 1 Travel Arrangements... 2 Air Travel... 2

More information

When incurring business expenses, the Seminary expects Personnel to:

When incurring business expenses, the Seminary expects Personnel to: SHMS Business Policies and Procedures Manual Travel and Expense Reimbursement Overview Employees and independent contractors ( Personnel ) of Sacred Heart Major Seminary ( the Seminary ) may be required

More information

The purpose of this policy is to set expectations for a system for reimbursing employees for qualifying business expenses.

The purpose of this policy is to set expectations for a system for reimbursing employees for qualifying business expenses. Adopted: July 13, 2009 School Board Review August 25, 2014 (No Change) Contact Person: Executive Director of Finance and Support Services POLICY 412 I. PURPOSE The purpose of this policy is to set expectations

More information

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY Revised January 1, 2015 POLICY STATEMENT Employees of Berea College may charge against appropriate College accounts normal and reasonable

More information

TRAVEL EXPENSE POLICY

TRAVEL EXPENSE POLICY TRAVEL EXPENSE POLICY PURPOSE To establish policies and procedures for the City of Mercer Island business-related out of town travel approval, reimbursement of authorized travel expenses, and the payment

More information

HOWARD UNIVERSITY Travel and Business Reimbursement Policy

HOWARD UNIVERSITY Travel and Business Reimbursement Policy HOWARD UNIVERSITY Travel and Business Reimbursement Policy Introduction This policy is intended to provide guidance for travel and business expenses at Howard University for all employed faculty, staff,

More information

It encompasses all expenses related to travel, external professional development activities and other related business expenses.

It encompasses all expenses related to travel, external professional development activities and other related business expenses. Policy TITLE: TRAVEL AND RELATED EXPENSES POLICY STATEMENT: Red Deer College (RDC) recognizes the need for employees to travel on College business in the performance of their academic or administrative

More information

UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY

UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY UNIVERSITY OF LETHBRIDGE GRADUATE STUDENT ASSOICATION (GSA) EXPENSE REIMBURSEMENT POLICY It is the responsibility of every Executive/Board Member to be fully versed in their portfolio budget and its breakdown

More information

ADMINISTRATIVE PROCEDURE

ADMINISTRATIVE PROCEDURE ADMINISTRATIVE PROCEDURE ADMINISTRATIVE PROCEDURE NO: AP 611.01 RELATED TO POLICY NO. 611 BUSINESS & TRAVEL TITLE: BUSINESS & TRAVEL EXPENSE Purpose and Introduction This procedure sets forth the requirement

More information

Table of Contents for Travel and Entertainment Guidelines

Table of Contents for Travel and Entertainment Guidelines Number of Pages Number 16 201 Title: Best Practice Guidelines Originator: Vice-President, Corporate Services & Chief Financial Officer Approved By: Travel and Entertainment Guidelines Effective Date President

More information

Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES. AP 6310.1 District Travel

Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES. AP 6310.1 District Travel Page 1 of 11 Administrative Procedure CHAPTER 6 BUSINESS AND FINANCIAL SERVICES AP 6310.1 District Travel Office(s) of Primary Responsibility: Vice Chancellor of Business Services Controller Vice Presidents

More information

Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational

Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational Policy Title Expense Reimbursement: Travel, Meals, Hospitality and Other Expenses Policy Type Organizational Division Corporate Services Department Finance Topic Expense Reimbursement Approved By Senior

More information

1. Commercial Air Travel

1. Commercial Air Travel Page 1 of 8 Policy ID: ADM-PUR-7 Title: Travel Policy Description: Accountability and the use of budget for university business travel Category: Purchasing Applies to: staff,faculty,department Contact:

More information

SUBJECT: TRAVEL. This policy establishes guidelines for business travel arrangements and travel expense reimbursements.

SUBJECT: TRAVEL. This policy establishes guidelines for business travel arrangements and travel expense reimbursements. SUBJECT: TRAVEL 1.0 SCOPE This policy establishes guidelines for business travel arrangements and travel expense reimbursements. 2.0 IMPLEMENTATION This policy shall be adhered to by the staff of all Authority

More information

UNIVERSITY TRAVEL POLICIES AND PROCEDURES

UNIVERSITY TRAVEL POLICIES AND PROCEDURES UNIVERSITY TRAVEL POLICIES AND PROCEDURES Policy Title: University Travel Policies and Procedures Policy Type: Administrative Policy Number: 41-01 (2014) Approved: 09/24/2014 Responsible Office: Office

More information

Section 1. Reimbursement Policy TRAVEL EXPENSES

Section 1. Reimbursement Policy TRAVEL EXPENSES Orthotics Prosthetics Canada (OPC) Travel & Expense Policy Dec. 2015 Policy It is the policy of the Corporation to reimburse employees and other officials and volunteers of the Corporation for certain

More information

Policy on Travel. This policy is applicable to the following auxiliary corporations:

Policy on Travel. This policy is applicable to the following auxiliary corporations: AUXILIARY SERVICES Policy No. 1001 Policy on Travel This policy is applicable to the following auxiliary corporations: Agricultural Foundation Association Associated Students, Inc. Athletic Corporation

More information

PHILADELPHIA UNIVERSITY

PHILADELPHIA UNIVERSITY PHILADELPHIA UNIVERSITY Policies and Procedures Travel & Business Expense Reimbursement Policy ISSUE DATE: September 2006 INITIATED BY: Treasurer s Office PURPOSE: To provide Philadelphia University faculty

More information

ATB Financial Travel & Entertainment Policy

ATB Financial Travel & Entertainment Policy ATB Financial Travel & Entertainment Policy Table of Contents 1. Purpose... 1 2. Scope... 1 3. General... 2 4. Definitions... 2 5. Travellers Responsibilities... 3 6. Booking Travel... 3 7. Accountability

More information

Accounts Payable Policies and Procedures

Accounts Payable Policies and Procedures Accounts Payable Policies and Procedures In order to aid the campus community in understanding Accounts Payable policies and in the prompt and effective processing of forms/requests, the following policies

More information

Pasadena City College Foundation, Inc. Reimbursement Expense Plan

Pasadena City College Foundation, Inc. Reimbursement Expense Plan Pasadena City College Foundation, Inc. Reimbursement Expense Plan Approved by Executive Committee on August 27, 2009 Ratified by Foundation Board on September 22, 2009 These procedures apply to all directors,

More information

Guidelines for Business Traveling

Guidelines for Business Traveling Guidelines for Business Traveling Background The University understands that travel is essential to the teaching, research, public service missions, etc. and is committed to meeting the needs of the traveler

More information

State of New York Office of the State Comptroller Travel Manual. Prepared by: Division of Contracts and Expenditures Bureau of State Expenditures

State of New York Office of the State Comptroller Travel Manual. Prepared by: Division of Contracts and Expenditures Bureau of State Expenditures State of New York Office of the State Comptroller Travel Manual Prepared by: Division of Contracts and Expenditures Bureau of State Expenditures Revised: 09/01/2008 TABLE OF CONTENTS TRAVEL POLICY STATEMENT...

More information

Reimbursement of Travel and Lodging Expenses

Reimbursement of Travel and Lodging Expenses Reimbursement of Travel and Lodging Expenses A. Travel and Lodging Reimbursement Policies 1. The following students are eligible to receive reimbursement for travel and lodging expenses incurred when attending

More information

University Policy: Travel Policy

University Policy: Travel Policy University Policy: Travel Policy Policy Category: Operational Policy Subject: Expenses related to University travel. Office Responsible for Review of this Policy: Office of Finance and Treasurer Procedures:

More information

Sample Corporate Travel Policy

Sample Corporate Travel Policy Sample Corporate Travel Policy Purpose This document defines the specific policy to be followed when traveling on Company business, as well as employee accountability for Company funds. Scope This corporate

More information

A guide for understanding how to arrange travel and be reimbursed for travel expenses

A guide for understanding how to arrange travel and be reimbursed for travel expenses A guide for understanding how to arrange travel and be reimbursed for travel expenses UW College of Education Travel PowerPoint November 2104 v.1 Table of Contents 2 Before You Travel 3 Paying for Travel

More information

Governance & Policies

Governance & Policies Governance & Policies Effective: July 1, 2009 Administrative Policy TRAVEL EXPENSE REGULATIONS Approved: September 1, 2009 President s Cabinet General Policy These travel expense regulations are applicable

More information

Effective. 10/01/2000 Rev. 01/01/2001. The establishment of guidelines for travel and expense reimbursement.

Effective. 10/01/2000 Rev. 01/01/2001. The establishment of guidelines for travel and expense reimbursement. DELAWARE COUNTY Subject Employee Travel and Expense Reimbursement Effective 10/01/2000 Rev. 01/01/2001 Supersedes 01/01/1996 Rev. 03/30/1998 This Sheet 1 Total 5 1.0 Purpose The establishment of guidelines

More information

CORPORATE POLICY, STANDARDS and PROCEDURE POLICY TITLE TRAVEL AND BUSINESS EXPENSES NUMBER TBA. CURRENT VERSION DATE February 2015

CORPORATE POLICY, STANDARDS and PROCEDURE POLICY TITLE TRAVEL AND BUSINESS EXPENSES NUMBER TBA. CURRENT VERSION DATE February 2015 Page 1 of 9 APPROVED (S) REVISED / REVIEWED SUMMARY Version Date Comments / Changes 1.0 Initial Policy Released 2.0 February 2003 Policy Revised 3.0 September 2003 Policy Revised 4.0 August 2004 Policy

More information

NEW AGE FASTENING SYSTEMS, INC. NEW AGE FASTENING SYSTEMS, INC. 512 Business Travel Expenses

NEW AGE FASTENING SYSTEMS, INC. NEW AGE FASTENING SYSTEMS, INC. 512 Business Travel Expenses Travel Expense Policy: Detailed Introduction Overview It is the policy of New Age Fastening Systems, Inc. to reimburse staff for reasonable and necessary expenses incurred in connection with approved travel

More information

Travel Reimbursement Instructions

Travel Reimbursement Instructions P.O. Box 11992 Lynchburg, VA 245061992 T 434.386.3190 F 434.386.3192 www.vaawwa.org Travel Reimbursement Instructions Please use the Travel Reimbursement Form when requesting reimbursement for all travel

More information

TRAVEL POLICIES & PROCEDURES. Ramapo College of New Jersey

TRAVEL POLICIES & PROCEDURES. Ramapo College of New Jersey TRAVEL POLICIES & PROCEDURES Ramapo College of New Jersey December 2013 This page is intentionally left blank Introduction... 4 Policies... 5 Travel Approvals...5 Allowable Expenses...5 Extraordinary Expenses...6

More information

E D M O N T O N ADMINISTRATIVE PROCEDURE

E D M O N T O N ADMINISTRATIVE PROCEDURE DEPARTMENT DELEGATED AUTHORITY CONTACT FINANCIAL SERVICES CHIEF FINANCIAL OFFICER, FINANCIAL SERVICES DEPARTMENT TRAVEL COORDINATORS DEFINITIONS Account Coding A defined list of SAP cost elements used

More information

TRAVEL & REIMBURSEMENT INFORMATION

TRAVEL & REIMBURSEMENT INFORMATION Finance & Administration Contacts Accounts Payable Cindy Westphal 394-1209 (Dawn Miller 394-1216; secondary contact) Cindy.Westphal@sdsmt.edu Travel David Mettler 394-5153 (Dawn Miller 394-1216; secondary

More information

TABLE OF CONTENTS. Purchasing Department. Accounts Payable

TABLE OF CONTENTS. Purchasing Department. Accounts Payable TABLE OF CONTENTS Purchasing Department a. Purchasing Policies b. DPS-Distributed Purchasing System c. Internet Purchases d. Purchase Orders e. Vendors f. Damaged Goods g. Contracts h. Principles i. Budget

More information

RONALD McDONALD HOUSE CHARITIES ( RMHC ) Travel and Entertainment Reimbursement Policy (the Policy )

RONALD McDONALD HOUSE CHARITIES ( RMHC ) Travel and Entertainment Reimbursement Policy (the Policy ) RONALD McDONALD HOUSE CHARITIES ( RMHC ) Travel and Entertainment Reimbursement Policy (the Policy ) PURPOSE As a non-profit organization dedicated to improving the lives of children, stewardship of our

More information

Travel by Authorized Personnel

Travel by Authorized Personnel POLICY: 6Hx28:5-08 Responsible Official: Vice President, Business Operations and Finance Specific Authority: 112.061, F.S. Law Implemented: 1001.64, F.S. Effective Date: 5-17-2007 Travel by Authorized

More information

SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures

SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures I. PURPOSE The Suffolk Community College Association, Inc. ( Association ) believes that the students of Suffolk County

More information