Expense Reimbursement Policy

Transcription

1 Expense Reimbursement Plicy TRAVEL AND OTHER ITEMS A. Business Travel Plicies, Advances and Reimbursement. 1. General The intent f the Travel Plicy is t apprpriately reimburse emplyees fr ut-f-pcket expenses incurred while perfrming qualified, Cllege business activities. All necessary and reasnable expenses fr authrized Cllege travel will be paid r reimbursed in accrdance with the fllwing guidelines in this sectin XI. Assuming a reasnable level f cmfrt and cnvenience fr the traveler, effrt shuld be made t keep Cllege expenses t a minimum. This travel plicy fllws the IRS guidelines in Publicatin 463, Travel, Entertainment, Gift and Car Expenses. Reimbursement Upn cmpletin f a trip, a travel reimbursement disbursement vucher (DV) must be submitted t the Business Office, alng with all supprting dcumentatin fr the business related expenses. Prper supprting dcumentatin includes: the riginal itemized receipt/invice shwing the date, amunt and prf f purchase. (The signed credit card receipt that is nt itemized r detailed may be insufficient n its wn); brief descriptin f the business travel purpse (e.g. prfessinal cnference, meeting with a dnr, research trip); meals dcumentatin must include the names f ther attendees, if any, when the Cllege is reimbursing such. Faculty meal reimbursements als fllw Prvst Office plicies; and, receipts in freign currency must be cnverted t US dllars shwing the exchange rate used n the date f the expenditure r as therwise cnverted n credit card statements r ther applicable transactin date. Reimbursement requests shuld be made within 60 days. In the rare case f missing/lst receipts, a descriptin and explanatin f the expense alng with a credit card statement r cancelled check, if pssible, r sme type f prf f purchase must be included with the reimbursement. Credit card statements are prf f purchase but are nt typically cnsidered itemized receipts and are usually insufficient dcumentatin standing alne. The Cllege des nt reimburse fr travel expenses using a per diem basis. Reimbursements are made fr reasnable, usual and custmary expenses incurred n an actual basis. Travel expenses must be apprved by the immediate supervisr r department head. The Senir Vice President apprves all senir staff members as well as the President f the Cllege. The President apprves travel expenses fr the Senir Vice President. The Senir Vice President will peridically prvide expense infrmatin regarding the President t the Chair f the Bard. The Prvst, r the Prvst s designee, apprves all faculty travel expenses. Please als cnsult the Faculty Handbk regarding faculty travel. When administrative staff travels tgether, the mst senir persn shuld typically pay fr shared meals, taxis, tlls, etc., unless the business prtcl suggests therwise.

2 Expense Reimbursement Plicy Travel expenses paid by a Cllege credit card must be dcumented via the mnthly credit card statement alng with the required supprting dcumentatin. (See Credit Card Plicy at 2. Transprtatin Airplane and Train All effrts shuld be made t btain the mst ecnmical mde f transprtatin that meets the requirements f bth the traveler and the event schedule. Exceptins may be made fr upgraded travel nly fr a cmpelling reasn, such as length f trip r temprary health cnditin, r if ecnmical accmmdatins are nt available, and apprpriate justificatin must be prvided with the travel reimbursement request. If there is nt a cmpelling reasn fr upgraded travel, prir apprval must be given by the President, Prvst r Senir Vice President. It may be apprpriate t travel and stay ver a Saturday night if it reduces the verall cst f the trip and is cnsistent with a reasnable level f cnvenience and security. Autmbile Travelers using their persnal vehicle will be reimbursed at the current IRS mileage rate in effect at the time f travel. A simple printut frm Map Quest, Ggle Maps r any ther similar site is sufficient as dcumentatin fr mileage reimbursement. The mileage rate cvers all perating csts f the persnal vehicle including, depreciatin, repairs, fuel, and insurance. The mileage rate can be fund at Separate gas purchases are nly reimbursable fr rental cars. It is nt reimbursable fr persnal aut usage. If the emplyee travels directly t r frm an ff-campus business event frm their hme, nly the difference between the cmmuting distance frm hme t campus and the event lcatin is reimbursable per IRS regulatins. Cmmuting mileage is nt reimbursable and lcal travel shuld be shwn as a net distance against the emplyee s standard cmmuting mileage, if any, fr standard wrkdays. The Cllege cannt reimburse emplyees fr parking tickets, mving vilatins fines r vehicle twing charges. Expenses fr parking fees and tlls are eligible fr reimbursement in additin t the mileage rate. Rental Autmbiles Rental auts may be used when such travel is mre advantageus t the Cllege than the use f taxis r ther means f transprtatin. Within the US, ptinal cllisin damage insurance shuld nrmally be declined since the Cllege's autmbile insurance includes this cverage. Hwever, utside the US, the emplyee is strngly encuraged t accept and purchase the autmbile insurance and this cst will be reimbursed by the Cllege. Taxi and Limusine Service Taxi fares, including reasnable tips (e.g. 15%-20%), are allwable and reimbursable.

3 Expense Reimbursement Plicy 3. Meals, Ldging and Other Expenses. Meals Reasnable and custmary expenses fr meals and gratuities (15%-20%) are reimbursable. Depending n the lcatin, ut-f-pcket meal expense shuld nrmally be limited t n mre than $75 per day fr three meals r as therwise directed by the IRS. All riginal receipts must be submitted when requesting reimbursement. If an emplyee is claiming reimbursement fr meals purchased fr thers, detail must be prvided cncerning the names and affiliatins f ther diners and the business purpse fr hsting the meal. Lcal meals are reimbursable if they are a business meal. A business meal must have a clear business reasn and substantial discussins relative t the Cllege must ccur, per IRS guidelines. Off-campus meals that nly include ther Cllege emplyees will typically nt be reimbursed, as mst Cllege business shuld be able t be accmplished during nrmal business hurs. If it is unavidable that the meeting be held during meal times, then that shuld be dcumented n the expense reimbursement request. Per IRS guidelines, such meetings shuld be infrequent. If nt, reimbursement will be cnsidered taxable cmpensatin. Ldging Reasnable htel/mtel expenses when supprted by receipts are reimbursable. While n maximum is established since it is recgnized that reasnable expense differs accrding t size f twn and area f the cuntry, "deluxe" and ther expensive htels shuld be avided. When staying in New Yrk, Flrida, Massachusetts r Illinis please nte that as a nn-prfit educatinal rganizatin the Cllege is nt subject t their htel ccupancy tax. Please btain the State Exempt Organizatin Certificatin frm the Business Office. Other Necessary Miscellaneus Expenses Reimbursement is prvided fr such items as custmary gratuities, parking, business telephne calls, faxes, internet fees, special fees fr freign travel csts f btaining passprts when needed fr Cllege travel and registratin fees at cnferences and cnventins. Persnal entertainment and ther persnal expenses are nt eligible fr reimbursement. 4. Travel Insurance Ntes The Cllege carries insurance cverage fr emplyees f the Cllege against accidental death during travel n Cllege business. Details f the cverage amunts and limitatin are available frm the Human Resurces Office. The mileage rate fr reimbursement f persnal autmbile use is a full-cst rate and assumes that the emplyee carries his r her wn autmbile insurance. 5. Travel Advances The Cllege will prvide travel advances fr emplyees traveling n Cllege business in rder t cver reasnable ut-f-pcket expenses. The advance must be apprved by yur department head. In mst cases the advance is limited t $250- $300. Upn cmpletin f the travel, an accunting f the funds alng with apprpriate receipts shuld be sent t the Business Office within 60 days. All unused travel advance mney must be returned t the Business Office within the 60 day time limit als. Accrding t IRS Publicatin 463, travel expense advances nt adequately accunted fr within 60 days f yur return must be included in yur taxable wages n yur year-end W-2. The Cllege reserves the right t decline additinal requests fr travel

4 Expense Reimbursement Plicy advances fr emplyees wh have an utstanding advance r frequently d nt submit timely expense recnciliatins. 6. Entertainment Expenses Reasnable and necessary expenses t entertain fficial Cllege visitrs (such as speakers and emplyment candidates) r dnrs must be apprved by the President, Prvst s Office, Distinguished Visitrs Office, Institutinal Advancement, the Senir Vice President, r ther department head as apprpriate. Grup meals ff-campus shuld be kept t a minimum and gratuities shuld nt exceed 20%. Csts f alchlic beverages shuld als be kept t reasnable amunts, and cannt be charged t federal grants. Entertainment expenses fr emplyees are generally nt allwed, except fr the ccasinal event such as a hliday lunchen r retirement party. As mentined, lcal business meals attended by nly Cllege emplyees shuld be the exceptin meaning that they are infrequent in nature and there was n reasnable pprtunity fr the business t be cnducted during standard business hurs. Entertainment csts are prhibited n federal grants. 7. Cmpanin Travel In general, travel expenses incurred n behalf f a cmpanin, such as a spuse, are nt eligible fr reimbursement and the emplyee is expected t pay all incremental csts assciated with the cmpanin s travel including transprtatin and any additinal ldging csts, meals, r ther expenses directly assciated with the cmpanin s travel. In accrdance with IRS regulatins, fr cmpanin travel expenses t be eligible fr tax free reimbursement t the emplyee, the emplyee must fully dcument hw the cmpanin s purpse fr traveling is fr a bna fide business purpse and critical t the achievement f the Cllege s business. T be eligible fr reimbursement, this bna fide business purpse must be fully dcumented fr each trip, and, with rare exceptins, prir apprval is required. Faculty shuld cntact the Prvst and staff shuld cntact the Senir Vice President in advance f the trip fr any cmpanin travel where reimbursement might be requested. 8. Nn Reimbursable Items The fllwing is nt an exhaustive list but a general guideline fr what wuld typically be deemed ineligible fr a qualified reimbursement. Persnal laundry and dry cleaning fr trips f less than ten days Persnal identificatin dcuments, including driver s license Persnal entertainment and recreatin expenses Tickets t theater shws r sprting events nt directly related t the academic prgram Health clubs Mini bar purchases Airline and ther travel club fees Cst f barbers and/r hairdressers Cst f luggage (please nte: airline baggage fees are reimbursable) Persnal care items such as clthing r tiletries items Magazines, bks, newspapers, r ther persnal reading material Expenses fr the care f dependent child r family member Kennel r pet-sitting expenses Traffic vilatins, parking fines, persnal vehicle repairs r maintenance

5 Expense Reimbursement Plicy Cntributins, including thse t religius, plitical r ther charitable rganizatins Other items, nt listed abve, but f a predminately persnal nature Travel and ther expenses attributable t a spuse, partner, cmpanin r family member wh are nt directly assciated with Cllege business are very rarely reimbursable and typically require prir apprval. See Sectin 7 abve. 9. Gifts Cllege funds shuld nt be used t give gifts t anther Cllege emplyee r grup f emplyees. Gifts between emplyees fr such events as birthdays, Hlidays, shwers are persnal in nature and shuld be paid with persnal funds r thrugh a cllectin in the department. Reasnable retirement r length f service gifts r awards may be a reimbursable expense. Please cnfirm with the Business Office in advance. While travelling n Cllege business, if an emplyee stays at the hme f friends r family, a mdest gift r meal in return fr such hspitality is reimbursable.