A.POLICY
It is the policy of the College to grant permission to employees to travel to off-campus teaching locations, attend conferences, professional meetings and make public presentations when it is felt that such participation will contribute to their professional development, enhance the College’s reputation, and serve its students.
Absence from the campus under these circumstances is not considered as a leave of absence but rather as a part of the individual’s regular College activities. Reimbursement of the expenses incurred for these activities will be considered in advance of the travel.
B.POLICY GUIDELINES
Reimbursement Guidelines
All travel, in-state or out-of-state, must be authorized and preapproved by the Business Office Administrator via the Professional Visitation Approval form. Additionally, budget restrictions may require additional approvals by the President’s Senior Staff.
The traveler is obligated to select the most appropriate transportation available within the requirements of the trip.
Advance payment for personal expenses and travel, except for preregistration and transportation reservations when payment is required, is not allowed in accordance with ruling of the State Auditor’s Office.
Unless otherwise approved by the Business Office Administrator, if an employee chooses to provide their own transportation instead of traveling with a group, they will do so at their own expense.
Authorization for Travel
The head of a department and/or Business Office Administrator may require any reasonable form of verification of an expense, in addition to or in lieu of the receipts, which they determine necessary.
Total reimbursement shall not exceed the expenses for the days of the convention, meeting, or business involvement plus a maximum of one day’s travel each way.
Penalties and charges resulting from the cancellation of airline or other travel reservations shall be the College’s obligation if the employee’s travel has been canceled or changed at the direction and convenience of the College. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee’s obligation to pay the penalties and charges. However, in the event of accidents, serious illness or death within the employee’s immediate family, or other critical circumstances beyond the control of the
employee, the College will be obligated to pay the penalties and charges. The reason for the cancellation or change must be provided.
Claims for reimbursement for travel expenses other than meal per diem exceeding $10 must be accompanied by receipts.
Working retreats involving only College employees require prior written approval by the appropriate Administrative Officer. When requesting approval, documentation should be attached explaining the benefit to be derived from the retreat as well as an agenda of planned activity. A copy of prior approval should be attached to any requisition for payment of expenses of the retreat.
Personal Automobile
Personnel shall be reimbursed for use of privately owned automobiles when traveling on official business. Mileage is payable to only one of two or more individuals traveling on the same trip and in the same vehicle. The names of all persons traveling together on the same trip and in the same vehicle must be listed on the travel report.
Mileage will be paid to the extent their daily mileage exceeds their normal commuting miles, or in full if conference travel is not on a workday.
The mileage reimbursement rate is set and adjusted as appropriate by President’s Cabinet and should not be less than 50% of the IRS rate for business miles or higher than the full IRS rate for business miles.
No traveler may be reimbursed for expenses on a mileage basis unless the traveler has a valid driver’s license and carries personal motor vehicle insurance. In addition, College and State regulations require that seat belts be worn by College travelers while on authorized status.
Same day travel mileage is submitted monthly via the daily mileage expense report.
Rental Car
Personnel will be reimbursed for rental of automobiles when traveling on official business provided such mode of transportation is advantageous to the College over other means of transportation.
Travel by Common Carrier
Travel by common carrier (airplane, train, bus, etc.) is authorized. Reimbursement is authorized at the reasonable available rate.
Employees are to reserve flights with the most economically priced carrier and not with a specific carrier that would generate frequent flier miles. Airline tickets that are paid for or reimbursed by the College for the purpose of conducting College business represent an expenditure of College funds, and any benefit that accrues, such as frequent flier miles,
must accrue to the College and not to the traveler.
Meals
Meals will be reimbursed without receipts at the U. S. General Services Administration Meals and Incidental Expense Breakdown per diem rates, obtainable at www.gsa.gov.
To qualify for per diem reimbursement, IRS regulations require that an employee must be away from home substantially longer than an ordinary day’s work and during the time away from home, need sleep or rest (the so-called “overnight rule”) to meet the demands of the employee’s duties. Therefore, for same day trips, College travelers will not qualify for any per diem meal reimbursements.
For partial days travel preceding or following an overnight stay, the traveler must be on authorized travel status within the following time frames:
Breakfast: departure prior to 7:00 a.m. or return after 9:00 a.m. Lunch: departure prior to 12:00 p.m. or return after 1:00 p.m. Dinner: departure prior to 5:00 p.m. or return after 6:00 p.m.
If a meal is included in the price of the conference or provided by the hotel the per diem must be reduced by the per diem of the provided meal.
Lodging
Lodging will be reimbursed for the actual reasonable cost plus taxes per night supported by original receipts.
Cost of travel for members of the employee’s family is not reimbursable. In the event a member of an employee’s family accompanies the traveler and no evidence is furnished indicating the room rate for single occupancy, the employee will be reimbursed at no more than 2/3 of the lodging charges for double occupancy.
No allowance for lodging may be claimed (1) within Muskingum or Guernsey County, (2) within the county of residence from which the employee commutes to the College, or (3) within thirty miles of the employee’s residence.
Registration
Registration fees for conferences or meetings may be paid directly by the College. Expenses associated with golf outings, fun runs, etc. cannot be prepaid or reimbursed by the College. To prepay a registration fee, a requisition form should be completed and forwarded along with the completed registration materials to the Business Office. A copy of the registration form should also accompany the request for reimbursement for other expenses of the trip.
Deviations from Policy
This policy is applicable to all College related travel, including all operating budgets, construction funds, and Federal, private and other grants (unless grantor specifically
authorizes in writing that a different policy shall apply).
Any deviations from this policy must have the prior written approval of those persons authorized to approve reimbursement. A copy of the prior approval should be submitted with the request for reimbursement.
POLICY HISTORY
- Policy adopted June and effective July 1, 2005
- Policy revised January 2006
- Policy revised April 2009
- Policy revised January 2015
- Policy reformatted June 2017
- Policy revised April 2019
- Policy revised March 2024
D.INITIATING DIVISION
Business Services
E.POLICY REVIEWERS
Business Services
F.POLICY REFERENCES
- Professional Visitation Approval Form; Daily Mileage Expense Report Form
- No codified rules
- No connecting policies
