(For faculty PPDC travel, please see Professional and Program Development Guidelines.)

Transcription

1 Plicy Statement Belit Cllege pays fr the reasnable dcumented expenses actually incurred by staff and faculty traveling n fficial administrative Cllege business. All fficial travel shall be prperly authrized in advance, reprted, and reimbursed in accrdance with the guidelines set frth by the Office f the Vice President fr Finance and Planning. Travel guidelines apply t all surces f funding, including grants, unless the grant agency cntractually requires special r alternative travel rules. (Fr faculty PPDC travel, please see Prfessinal and Prgram Develpment Guidelines.) Air Travel Emplyees are expected t bk the lwest-priced, cach-class airfare available. The Cllege will nt reimburse business-class and first-class dmestic travel. Fr internatinal travel, premium class in cach airfare is allwed. Reservatins shuld be made after cnsidering the fllwing guidelines: Advance Bking: Airfare tickets shuld be bked at least 15 days in advance whenever pssible t help secure the best pssible pricing. Frequent Flyer Miles: Emplyees are encuraged t use their frequent flyer miles fr Cllege business purpses. The Cllege will reimburse the emplyee the lesser f the flight s nrmal ecnmy ticket cst r $200 fr flights purchased with persnal frequent flyer miles. Less Traveled Airprts: Emplyees shuld btain price qutes fr departures and arrivals at less ppular airprts since they generally ffer lwer fares (e.g., fly frm Akrn-Cantn r Clumbus instead f Cleveland; fly t Oakland instead f San Francisc, Orange Cunty instead f Ls Angeles, etc.). Saturday Stay: When Cllege travel includes air transprtatin during the week, emplyees may extend their stay thrugh a Saturday night if the air transprtatin savings is greater than the cst f an additinal night s ldging. Split Tickets: The prcess f btaining split tickets is increasingly cmplex; please cntact the Office f the Vice President fr Finance & Planning at extensin 2250 fr assistance and clarificatin n this prcess. When a trip des nt include a Saturday night stay, it may be in the Cllege s best interests t purchase tw ne-way tickets n different airlines. Fr example, instead f buying ne $800 rund trip ticket which des nt include a Saturday night stay, the Cllege wuld purchase tw $250 tickets n different airlines.

2 Internet Travel Sites: Emplyees are encuraged t search fr the best ticket prices available thrugh internet travel sites such as Orbitz, Travelcity, Expedia, Priceline, etc. Emplyees shuld be willing t chse flights which have at least ne cnnectin if such flights are less expensive than a direct flight. Emplyees shuld use the infrmatin gained frm these sites t search fr flights n identified airlines (e.g. if the best price ffered by Orbitz is a flight via Nrthwest, visit the website f Nrthwest airlines and search fr the flight specified by Orbitz). The Cllege will reimburse assciated fees fr tickets purchased n the internet (e.g. handling fees, bking fees, delivery fees). Receipts fr tickets secured thrugh the internet must meet the Electrnic Receipt Guidelines. Cautin: Purchasing tickets thrugh internet travel sites may result in highly restrictive refunding and ticket change prcedures. Transprtatin t/frm Departing Airprt: The Cllege des nt prvide airprt shuttles fr emplyees; this service is reserved fr fficial guests f the Cllege. Airprt transprtatin is the respnsibility f the traveler. The Cllege will reimburse mileage at $.42 per mile. If the cst t the Cllege wuld be less t use rund-trip cab service rather than leave a car in airprt parking fr the duratin f the trip, the traveler may exercise this ptin and seek reimbursement. Transprtatin t/frm Arriving Airprt: The Cllege will reimburse ne cab ride frm the airprt t the htel and ne return ride t the airprt. Passprt Fees: When internatinal travel is required fr Cllege business, the Cllege will reimburse emplyees fr expenses invlved in btaining r renewing a U.S. passprt ( Allw 8 weeks fr gvernment prcessing.

3 Meals T qualify as a nn-taxable business meal, the business trip must last "lnger than a regular wrking day (but nt necessarily 24 hurs) and require time ff t sleep (nt just t rest) befre returning hme." This is called the vernight-sleep test. Breakfasts will be reimbursable withut taxatin n the first day f an vernight business trip nly if the trip begins earlier than 6:30 a.m. Exceptins t vernight-sleep test One-day business trips which cause the participant(s) t be away frm their residence at "nrmal" evening meal time shuld be reimbursed fr any actual meal expenses incurred n the way hme. Fr a day business trip t qualify fr evening meal reimbursement, the participant(s) must be at least ne (1) hur frm their hme r Cllege, whichever is clser, at the end f the nrmal wrk day. Lunches d nt qualify fr nn-taxable reimbursement n ne-day business trips. One-day business trips t attend seminars r educatinal presentatins that last ver the lunch hur may have lunch reimbursed. Meal Expense, even if rdinary and necessary, is nt allwable by IRS unless yu can establish that the "expense is directly related t the active cnduct f his trade r business. Meals with campus clleagues during the business day t discuss tpics where ther times and places are available fr this activity d nt qualify fr nn-taxable reimbursement. Taking a prspective emplyee r dnr r even a current student ut t lunch as part f a recruitment, cultivatin r retentin effrt, fr example, will qualify fr reimbursement if prperly dcumented. If a meal expense directly precedes r fllws a substantial and bna fide business discussin (including a business meeting at a cnventin), then it must be established that the expense is assciated with the active cnduct f a trade r business." Daily Allwance: Unless entertaining fr a legitimate business purpse, emplyees shuld try t limit daily meal expenses t $50 in large urban areas and $30 in nn-urban areas. Tip Guidelines: Typically, the Cllege will reimburse tips up t 15% f the meal value. If the service is exceptinal, reimbursement f tips up t 20% is permitted. Lcal Meals: Belit Cllege encurages the patrnage f lcal restaurants, in additin t utilizing campus facilities, fr business r business-entertainment purpses.

4 Plicy Statement Business Entertaining Lcal Entertainment: Belit Cllege encurages the patrnage f lcal restaurants, in additin t utilizing campus facilities, fr business r business-entertainment purpses. Tip Guidelines: Typically, the Cllege will reimburse tips up t 15% f the meal value. If the service is exceptinal, reimbursement f tips up t 20% is permitted. Alchl Guidelines: When entertaining fr a legitimate business purpse, the Cllege will reimburse fr reasnable alchl cnsumptin based n guidelines determined by each Vice President; please cntact the ffice f the apprpriate Vice President fr details. Plicy Statement Telephne Cell Phne/Electrnic Device Allwance: Belit Cllege may prvide an allwance fr emplyees whse jb duties require the frequent access t cellular r electrnic devices. Please see The Cellular Phne/Electrnic Device Allwance Guidelines.

5 Plicy Statement Vehicle Rental Fr lcal and reginal travel, emplyees are expected t use a privately wned vehicle and receive mileage reimbursement. When business travel requires a rental vehicle, emplyees are expected t bk the lwest-priced vehicle rental available. Internet Travel Sites: Emplyees are encuraged t search fr the best nn-lcal rental rates available thrugh internet travel sites such as Orbitz, Travelcity, Expedia, Priceline, etc. Receipts fr rental vehicles secured thrugh the internet must meet the Electrnic Receipt Guidelines. Cautin: Reserving vehicles thrugh internet travel sites may result in highly restrictive refunding r change prcedures. Car Class: Unless traveling with three r mre peple, emplyees shuld rent cmpact r smaller vehicles. Exceptins must be apprved in advance by the apprpriate Vice President. Insurance Cverage: Emplyees shuld decline/waive the insurance cverage ptin n rental car agreements, and sign the rental agreement as "Belit Cllege, by: [emplyee name]" t enable the Cllege s insurance plicy t prvide cverage. The Cllege will nt reimburse emplyees fr unnecessary insurance expenses. If the rental agency specifically requires a certificate f insurance, cntact the Business Services Office at extensin A certificate f insurance will typically take 1-3 days. Refueling Optins: Emplyees shuld select the ptin that requires the emplyee t fill the gas tank just prir t returning the car t the rental agency and submit the receipt fr reimbursement. Parking: The Cllege will nt reimburse fr valet parking if a self-park ptin is available. Car Rental: Use f Cllege wned vehicles must be arranged thrugh the Cllege s Security Department.

6 Plicy Statement Nn-Reimbursable Expenses The fllwing list f nn-reimbursable expenses is meant t be representative, nt cmprehensive. Exceptins can nly be granted by the apprpriate Senir Staff member. Wiscnsin Sales Tax Airline/car rental upgrades Airline Club r scial club membership dues Babysitting r childcare csts Car repairs/rutine maintenance r lcksmith charges Clthing, luggage, briefcases Credit card delinquency fees/finance charges/annual fees Duplicate insurance n rental vehicles Expenses fr travel cmpanins/family Health club facilities, saunas, massage Helicpter services fr airprt transfers Kennel fees and pet care fr pets while n travel status Lss/theft f cash Lss/theft f persnal prperty (lst baggage, etc.) Magazines, bks, newspapers, r mvies Optinal travel r baggage insurance Parking r traffic vilatin tickets Persnal accident r prperty insurance Persnal entertainment/grming/gifts/suvenirs Trip cancellatin insurance (except fr develpment and admissins staff)

7 Plicy Statement Student Grups/Athletic Teams Travel with student grups and athletic teams must be apprved in advance by the apprpriate manager. The fllwing guidelines shuld be fllwed when planning travel: Meals On Campus/Lcal: When student grups/athletic teams are n campus during cllege breaks, meals shuld be arranged thrugh Bn Appetit. Off-Campus: When student grups/athletic teams are ff-campus during cllege breaks r are traveling t/frm cmpetitin, meal csts shuld be calculated in advance. Any unused funds must be returned t the Accunting Office. Cash Advances: A Belit Cllege Advance Vucher shuld be submitted t the Accunting Office when requesting a cash advance fr student grup/athletic team travel. In rder fr an advance t be available n Friday, the Advance Vucher must be received the previus Wednesday by nn. In the event that a per diem is received fr a student wh des nt travel, the per diem amunt must be returned t the apprpriate accunt (e.g. if a cash advance is received fr 20 students but nly 19 g, the per diem amunt fr ne student must be returned t the Accunting Office fr credit t the apprpriate accunt). Entertainment: The Cllege will reimburse reasnable entertainment expenses if they are (1) intended t benefit the entire student grup r team and (2) apprved by the apprpriate manager (e.g. mvies fr the bus trip are acceptable, mvies/incidentals charged t the rm are nt). Other entertainment expenses are the respnsibility f the individual participants. Unusual entertainment expenses (e.g. amusement parks, theme parks, museums, theatrical perfrmances) must be apprved in advance by the apprpriate Vice President. NCAA Pst-Seasn Turnament Travel: The Cllege recgnizes that travel fr NCAA pst-seasn cmpetitin must be arranged thrugh an NCAA travel agent and that exceptins t the abve guidelines may be necessary fr team travel.

8 Plicy Statement Receipts Receipts must be included fr all reimbursable expenses n the Emplyee Expense Reimbursement Frm. Business Meals: Receipts must be the riginal, itemized, detail receipts stating what items have been paid. Receipts fr business meals must include a ntatin indicating the peple hsted. The business purpse shuld be listed n the Emplyee Expense Reimbursement Frm. It is nt necessary t include accunt numbers r emplyee name n all receipts. Missing Receipts: If a receipt is nt available, a Missing Receipt Affidavit (MRA) must be submitted with the Emplyee Expense Reimbursement Frm. MRAs shuld nt be used in lieu f riginal receipts n a regular basis. Electrnic Receipts: Supprting dcumentatin fr n line bking r purchases must be a receipt and nt a cnfirmatin r reservatin. Detailed belw are the minimum requirements fr an electrnic receipt t be acceptable as prf f purchase: E-TICKETS: Passenger name Issue date Ticket number ** A ticket number n the receipt indicates that a ticket has been purchased. Ttal payment Itinerary r ruting Payment Type REGISTRATIONS: Name f attendee Name f cnference Amunt paid Dates Type f Payment

9 Plicy Statement When Bad Things Happen... Accident in Rental Vehicle: Seek necessary medical attentin and then alert the Cllege. Please nte the differences in reprting accidents which ccur lcally and thse which ccur utside f Belit. Lcal: Immediately reprt any accidents r damage yu incur while driving a Cllege vehicle t the Belit plice department and Belit Cllege Security. Lcal Plice: Dial 911 fr emergency assistance. Cllege Security: The Belit Cllege Security Department can be reached at Explain t the peratr that yu are affiliated with the Cllege and that yu have been invlved in an accident while perating a Cllege vehicle. Out f Twn: Immediately reprt any accidents r damage yu incur while driving a rental vehicle t the lcal plice department (by dialing 911), the rental cmpany (cntact infrmatin shuld be included with yur rental agreement), and yur supervisr. Injuries: In the event yu are injured while traveling fr Belit Cllege r while using a vehicle wned r rented by Belit Cllege, yu must reprt yur injury t Human Resurces at Nn-emergency injuries shuld be reprted as sn as pssible, and emergency injuries shuld be reprted after receiving medical treatment. Stlen/Lst Belngings: Please d nt travel with expensive persnal items as they will nt be replaced by the Cllege in the event they are stlen r lst. When traveling, yu shuld have with yu cpies f bth sides f any credit cards yu are carrying. If the cards are misplaced, all infrmatin needed is available (e.g. card number, telephne numbers). Stlen/Lst Cllege Credit Card: Call the number listed belw fr yur type f Crprate Credit Card in additin t ntifying the Accunting Office at BMO Harris Crprate Visa Card The tll-free number t reprt a missing card is

10 JP Mrgan Chase Crprate Master Card The tll-free number t reprt a missing card is Yu will need t prvide the Security Identifier (4 digits) frm yur JP Mrgan Chase Master Card Applicatin. Lst Luggage: Lcate yur airline service desk and seek assistance. The airline may prvide cmpensatin at their discretin. The Cllege will nt reimburse travelers fr lst luggage. Stuck in Airprt: If there are n available flights, lcate yur airline service desk and seek htel accmmdatins. If the airline refuses t prvide accmmdatins, seek an affrdable htel near the airprt. Any expenses incurred frm such an arrangement shuld nt be expensed. Instead, yu may apply fr reimbursement thrugh the Accunting Office. Cntact the Cntrller upn return fr details. Pr Driving Cnditins: When severe weather makes driving unsafe, seek shelter/ldging. D nt risk yur wn (r students ) persnal safety. The Cllege will reimburse expenses incurred under such circumstances with the apprval f yur supervisr. Severe Illness: Shuld yu becme severely ill while traveling, seek medical assistance. Mst htels will refer yu t a hspital/dctr. Cntact yur supervisr immediately fr supprt regarding appintments and travel arrangements. Extreme Family Emergency: Cntact yur supervisr immediately with the details f the emergency. Yur supervisr may then assist yu in making any necessary arrangements. Canceling a Trip: A trip may nly be cancelled in extreme circumstances and with the authrizatin f the supervisr wh apprved the trip.