Guilford College will reimburse employees for reasonable expenses incurred in connection with approved travel on College business.
Purpose/Reason for Policy: To outline regulations relative to securing authorization and reimbursement of expenditures for College-sponsored travel.
Scope/Covered Persons: This policy applies to employees of the College who travel on authorized College business or who incur other pre-authorized expenses on behalf of the College.
It is the College's intent to allow for adequate, comfortable accommodations for employees who are required to travel on College business. Examples of items which will be reimbursed include: Automobile mileage at the IRS allowable rate, plus tolls; train, plane or bus accommodations; reasonable meals and lodging; reasonable tips, and event registration fees.
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; first class airfare, other personal items not required for performing the job. Entertainment expenses incurred as part of performing the job must be accompanied by the names of the people or group entertained and the business purpose of the entertainment. Alcoholic beverages will not be reimbursed under any circumstances.
Instructional Travel: As part of the instructional program, faculty members may plan departmental field trips or may be asked to accompany students on off-campus seminars. In such cases, faculty expenses are reimbursed. Normally, however, the expenses of only one faculty member will be covered for either a field trip or an off-campus seminar unless the student enrollment exceeds twenty.
Off-campus seminars and departmental field trips are charged to either institutional or departmental budgets. The process by which faculty seek reimbursement utilizes the same form used for reimbursement of expenses for travel to professional meetings (see “Procedures” below), and receipts for expenses must be attached. Reasonable out-of-pocket faculty expenses for meals, lodging, and travel are eligible for reimbursement. In the case of travel, it is assumed that faculty will accompany the students rather than use more expensive transportation. On a field trip or an off-campus seminar, the supervising faculty member shall make every reasonable effort to maintain the safety and well-being of students.
Roles and Responsibilities:
Employees: Use good judgment in selecting cost-effective transportation; submit expenses for reimbursement as soon as possible after the conclusion of the trip.
Supervisors: Manage and approve travel expenses of their employees in a judicious and cost effective manner.
Compliance: Failure to comply may result in denial of reimbursement request, denial of future travel requests, and/or disciplinary action up to and including termination of employment.
- 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 for College business, and submitted to the Business Office for payment as soon as possible after the trip has been concluded.
- 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.
- 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").
- Show each meal separately (breakfast, lunch, dinner). Include related tips in the cost of the meal. Meal costs must be reasonable.
- Submit hotel bills in their entirety. Deduct any personal charges (movies, snacks, etc.,) from the total.
- Reimbursement of mileage for personal use of an employee’s automobile is calculated to include gasoline and all other costs of operating a vehicle. Mileage should be calculated on the basis of the shortest route from the College to the destination. Note that for trips greater than 500 miles the College will reimburse the employee on the basis of either round trip airfare or the per mile automobile reimbursement, whichever is less (exceptions are approved by the supervisor (for staff) or the Academic Dean (for faculty).
- Employees who travel frequently in the course of their employment may be issued an American Express card. The College will not make travel advances to employees with a corporate card except in special circumstances.
Approval Authority: The Guilford College President
Responsible Office: Jimmy Wilson, associate vice president of Finance, Hege Library, Lower Level L-13, 336.316.2132, firstname.lastname@example.org
Revision History: Updated in the Employee Handbook revision of 2018