Travel and Entertainment

1.500 TRAVEL AND ENTERTAINMENT

1.510 General Travel and Entertainment Policies

It is the College's intent to allow for adequate, comfortable accommodations for employees who are required to travel on College business. It is expected that employees will use discretion and good judgment in the spending of College funds.

Examples of items which will be reimbursed include: automobile mileage at the College reimbursement rate (The College reimbursement rate is equal to the IRS allowable rate), plus tolls; train, plane or bus accommodations; meals and lodging; reasonable tips, and registration fees. Meal costs must be reasonable.

Examples of expenses which will not be reimbursed include: valet or other services of a personal nature; personal items purchased while traveling on College business; personal recreation including in-room movies; alcoholic beverages; and first class air-fare. Personal items that are not described are also ineligible for reimbursement.

Expenses for entertainment must be accompanied by the names of the people or group entertained and the business purpose of the entertainment. There will not be any reimbursement for alcoholic beverages. This applies to both travel and local entertainment.

Employees are expected to use good judgment in selecting cost-effective transportation. Personal auto use will be reimbursed at the per mile rate noted above and is intended to include gasoline and all other costs of operating a vehicle. It should be calculated on the basis of the shortest route from Greensboro to the destination.

Reimbursements must be handled in the following manner:

  1. Requests for reimbursement of travel expense shall be made on forms available from the Business Office. Forms must be signed by the head of the department or senior administrator to indicate that the travel was made on College business, and then submitted to the Business Office for payment as soon as possible after the trip has been concluded.
  2. Describe each item to be reimbursed. Items described only as "miscellaneous" or "incidental" will not be reimbursed. The miscellaneous heading is intended for described items such as baggage tips, registration fees, and other appropriate items which do not belong under other headings. Use the appropriate headings to allow for efficient processing.
  3. Attach receipts for each significant item. If an expense report is missing several receipts or a receipt for one item over $10, it will not be reimbursed and will be returned for correction. For entertainment purposes, write the name(s) of the person(s) or the group entertained and a brief purpose of the entertainment on the receipt. For taxicab fares, include tips in the total fare and explain the purpose of the trip (e.g., " from airport to conference").
  4. Show each meal separately (breakfast, lunch, dinner). Include related tips in the cost of the meal. Meal costs must be reasonable.
  5. Submit hotel bills in their entirety. Deduct any personal charges (movies, snacks, etc.,) from the total.

1.520 Moving Expenses

The College pays one-half of the expenses of moving household goods for newly-appointed faculty and administrators up to a maximum of $1,500.00 (50% of $3,000.00 costs). Any deviation from this policy must be approved by the President in advance of the employment offer. The following items will be considered as reimbursable by the College: moving van company charges; truck rental charges; miscellaneous moving equipment rentals such as hand trucks, boxes and tape; storage of household items; meals and lodging in route to Greensboro and mileage for one's private car in traveling to Greensboro . Requests for reimbursement by faculty should be submitted to the Academic Dean and must be accompanied by expense vouchers. Reimbursement requests from administrative staff should be submitted to the Director of Human Resources and must be accompanied by expense vouchers.