College travel policy



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COLLEGE TRAVEL POLICY

[approved 4/2012; supersedes policies dated 1.2003]


Travelers are expected to travel by the method most conducive to achieving the objectives of the trip while balancing cost, time, and safety. Added costs incurred for the convenience of the traveler, such as travel by circuitous routes or travel schedules that require nonessential sleeping accommodations, must be pre-approved by the employee’s manager.

I Allowable transportation

I.1 Common Carrier
a) Reimbursement for travel by air, rail, bus, or other common carrier shall not
exceed the cost of coach fare or the economy rate in the chosen method of travel.
b) The traveler shall be personally liable for any charges assessed due to his/her
failure to cancel reservations within the time limit specified by carriers, unless the
failure is due to circumstances beyond his/her control.
c) Expenses claimed under this section must be supported by an original receipt

I.2 Personal Automobile

a) A traveler may be reimbursed for the use of a privately owned automobile at the


federal government rate then in effect. The current mileage rate can be found at the GSA web site (http://www.gsa.gov/portal/content/100715b) Reimbursement for use of a privately owned automobile shall not exceed the round trip coach air fare of all persons traveling in the car or the mileage allowance, whichever is the lesser.

b) Mileage is payable to only one of two or more persons traveling on the same trip in


the same vehicle. The names of all persons traveling on the same trip and in the
same vehicle must be listed in the Expense Report.

c) The mileage rate provided for in subparagraph (a) of this section is meant to cover


all expenses incurred in using a privately owned vehicle for College business
except parking charges, ferry and taxi fares, and bridge, highway and tunnel tolls.

d) When a traveler is away from PMC’s campus for the entire day, the total number


of business miles driven that day may be reimbursed.

e) When a traveler is on PMC’s campus part of the day, reimbursement will be for the


total number of business miles driven, less the traveler’s round-trip daily commute.

f) Mileage while commuting to and from work will not be reimbursed.

g) Non-refundable expenses: citations / Violations and the related towing charges for illegal parking, or speeding.

(page 1 of 3)



I.3 Rented Automobile

a) With prior approval, the traveler may be reimbursed for the rental of an automobile


used for official College business; and for gasoline purchased for the rented
automobile. Original receipts must be submitted.

b) The traveler must read and comply with the rental agreement’s provisions covering


driver eligibility, use of seat belts, and other restrictions.

c) Reimbursement for use of a rented automobile shall not exceed the round trip


coach air fare for all persons traveling in the car.

d) Non-refundable expenses: citations / Violations and the related towing charges illegal parking, or speeding



II. ALLOWABLE LODGING EXPENSE

In order to be reimbursed for lodging, a traveler must be a distance greater than 60 miles from both PMC and the traveler's place of residence. If travel conditions are unsafe, the traveler may use his/her own judgment to determine if unplanned overnight accommodations are needed.

2.1 The employee will be reimbursed for the actual reasonable expense for lodging in a hotel or motel. Reimbursement is for room and applicable taxes only. Reasonableness is determined by the appropriate supervisor.

a) Original itemized receipts are required to support the reimbursement claim for the expense of lodging.

b) Cost of lodging of members of the traveler's family is not reimbursable.

III. MEALS AND INCIDENTAL EXPENSES
Option I

Per Diem Rates from the GSA (www.gsa.gov/mie)  are based on the location to which one is traveling


Meals and Incidental Expenses (M&IE) for MA


The following table shows the breakdown of breakfast, lunch, and dinner components of the maximum daily reimbursement (per diem) rates for meals and incidental expenses while on travel in MA.  NOTE: The first and last calendar day of travel is calculated at 75 percent.  If the travel returns after dinner, it may be calculated at 100%

M&IE Total

$51

Breakfast

$8

Lunch

$12

Dinner

$26

Incidentals

$5

First & Last Day of Travel

$38.25

3.1 The traveler will be reimbursed for meals and incidental expenses according to the Federal Standard Meal Allowance (FSMA) then in effect. Receipts are not required. When one or more meals are provided, the FSMA reimbursement must be adjusted accordingly.

3.3 Generally, there will be no reimbursement for meals unless the traveler is away from home overnight.  However, with supervisory approval, when the traveler is away from home for more than 12 hours and lunch is not provided, the traveler may be reimbursed for the lunch portion of the applicable FSMA (indicate times of departure and return on the Travel Approval and Expense Report).
3.4 Reimbursement for the day of departure and the day of return is equal to 75% of the FSMA.

3.6 There will be no reimbursement for alcoholic beverages.

3.7 Tips and gratuities are included in the FSMA.

3.8 Actual and reasonable expenses for a qualified business meal may be claimed for the traveler and non-college guest(s). The traveler must submit an original itemized receipt along with an explanation of the business purpose of the expense. An overnight stay is not required.

IV. MISCELLANEOUS EXPENSES
4.1 Expenses incurred for conference registration fees, stenographic fees, storage of baggage, fax or telephone calls for official College business, and rental of equipment or temporary meeting facilities necessary for the conduct of official College business may be reimbursed.

4.2 Miscellaneous expenses must be itemized separately on the Travel Approval and Expense Report. Original receipts must be submitted for all miscellaneous expenses.



Another option on meals (option 2)

The College’s meal allowance is not a per diem; it assumes actual expenses per meal have been incurred. When claiming reimbursement on an actual cost basis including gratuity, the original itemized receipt must be submitted with the statement of travel expense

• Breakfast will be reimbursed whenever the traveler is out of town the previous night. Also, breakfast reimbursement is permitted if the incurred travel begins before 6:00 a.m.

• Lunch will be reimbursed on all out-of-town assignments, provided that the trip begins before the lunch hour.


• Dinner reimbursement will be made when the traveler is away from home for the evening meal or does not return home until after the normal dinner hour.

• Expenses per meal will include tip



Breakfast

$8-10

Lunch

$12-15

Dinner

$ 26

 
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