Finance/Treasurer's Office: Procurement - Travel Policy -
Domestic & Foreign Air Travel
DOMESTIC & FOREIGN AIR TRAVEL (continued)
Lodging
Choose lodging that has reasonable single room rates.
Note: Lodging costs incurred for companion travel is not reimbursable;
and single room rates will apply if double room rates are higher
Hotel Selection Guides
When applicable, you are encouraged to use properties that:
- Offer a state or federal business rate;
- Offer senior citizen rates;
- Offer special promotion/conference rates
Hotel Cancellation Policy
You are responsible for canceling hotel room reservations. You
should request and record the cancellation number in case of billing
disputes.
Hotel payment procedures
Hotel costs (overnight room and tax only) should be paid using
one of the following methods:
- Purchase order (preferred method)
- Personal credit card (when purchase order is not accepted)
All hotel bills must be original, itemized, and indicate a zero
balance. If your hotel bill says there is a balance due, we must
have original proof of payment. (i.e.; original credit card statement,
original cancelled check, original credit card charge slip)
Please ensure you obtain this documentation, even when staying
in a hotel with quick checkout. Bed and Breakfast receipts must
be original itemized invoices on letterhead. They cannot be generic
receipts.
Note: You will not be reimbursed for alcohol, room service, movies,
laundry, personal phone calls and any other items of this nature.
If business phone calls, business fax charges, or business Internet
connection charges are incurred on your hotel bill, you must provide
a detailed written explanation.
Telephone Usage
You can be reimbursed for telephone calls related to conducting
college business. You must identify all calls and provide a detailed
explanation of all reimbursable calls on your Travel Expense Voucher.
Proof of payment and an itemized call invoice must be submitted.
Hotel Telephone Usage
When staying at a hotel, you should avoid making phone calls that
have a surcharge.
Meals
Meal Expense Guidelines:
- Each meal (breakfast, lunch, and dinner) must be tracked separately.
- You will not be reimbursed for a meal if it is included in a
registration fee.
- You will be reimbursed for meals while traveling on college
business in accordance with your union contract agreement or college
policy for non-union employees. You must include departure and
return times when requesting reimbursement, per contract agreement.
Documentation for College Business Meal Meetings
You must submit an original detailed meal receipt. Alcoholic beverages
are not reimbursable.
In addition, the following documentation is required:
- Names of individuals present, their titles and college/company
name
- Name and location of where the meal or event took place
- Exact amount and date of expense
- Business topic discussed
Note: Tips must be reasonable and customary amounts. You will not
be reimbursed for more than a 20% tip
Restaurant tear tabs and credit card receipts are not considered
acceptable documentation. You must have a detailed meal receipt.
Mileage
|
