Guidance and Procedures for
Travel and Related Expenses

Purpose: The purpose is to provide guidance and set forth requirements for the conduct of all official College travel.

General Guidance:

The basic objective governing travel expense reimbursement at Dickinson College is that an individual traveling on College business should neither gain nor lose personal funds as a result of official travel.

Assuming a reasonable level of comfort and convenience for the traveler, every effort should be made to make business travel arrangements which keep College expenses to a minimum. When itineraries are altered to accommodate personal reasons, the traveler is expected to pay any additional costs incurred.

The College reimburses only those travel expenses reported by faculty, staff and other employees which are incurred for the performance of authorized College business activities.

Reimbursement is on the basis of actual and reasonable expenses incurred for transportation, local travel, meals, lodging and other necessary business expenses. These expenses must be supported by original receipts for all individual transactions.

These guidelines conform to “Accountable Plan” requirements published by the IRS.

Authorization:

Vouchers for travel reimbursement (and for travel advances, when they occur) must be signed by the recipient's department head or by the person immediately responsible for the budget area. Authorization by oneself for one's own reimbursement or advance is not acceptable under any circumstances. If a department head is the recipient of the reimbursement or the advance, approval by the senior officer of the division is required. The President or another senior officer approves vouchers for senior officers.

Travel Reimbursements:

Travel expense reports, completed and properly authorized as described above, must be presented to receive reimbursement. Original receipts must accompany the report. Receipts and complete documentation of the purpose of the trip, people in attendance, dates and locations as requested on the Travel Expense Reimbursement Report must be provided for all transactions.

Original receipts are requested for reimbursement of all expenses and are required for expenses greater than $10.00.

Travel Expense Reimbursement Report forms are available on the web at: www.dickinson.edu/departments/finops/travelinformation.html .

An approved E xpense Report must be presented before reimbursement will be issued. Reimbursements for employee travel expenses that are less than $100.00 can be processed through the Cashier's Office. Reimbursements in excess of $100.00 will be paid by College check through the Accounts Payable Office.

The College reimburses the travel costs of students and non-employees (such as job applicants, lecturers, consultants and other individuals) when required by authorized contractual agreement or where approval is given in advance by a department head or senior officer.

Tips and gratuities while on College business should conform to normal standards and should not exceed 20%. The cost of alcoholic beverages with dinner will be reimbursed by the College if that cost does not exceed 20% of the dinner bill. Note that federal regulations prohibit the purchase of any alcoholic beverage if reimbursement is to be made from federal funds. Those traveling on federal grant support must ask for a separate bill for alcoholic beverages and charge those costs to a non-federal general ledger account.

Employees whose travel is funded by a sponsored grant or contract must check in advance of the trip with the department chairperson or the Dean's Office to ensure that all College and granting agency procedures and restrictions are followed. Sponsors may impose procedures which are more restrictive than those of the College.

One personal telephone call home per day is reimbursed to a maximum of $10.00 per day.

Expenses incurred by spouses or others who accompany employees on College business are not reimbursed unless they have been specifically approved prior to the trip by a senior officer.

All travel expense reimbursement requests are subject to audit.

Travel Advances:

The college strongly encourages the use of credit cards and discourages the use of travel advances.

When circumstances make it necessary to obtain a cash advance, the guidelines and procedures outlined below are intended to establish a minimum administrative procedure for documenting the use of funds advanced and spent in the course of conducting College business.

Travel advances given to directors of short term (up to six weeks) Dickinson study-abroad and domestic programs constitute an exception to the travel policy listed. Accounting for these advances, including any foreign currency wired in advance to the program site, is part of the program director's final budget report submitted to the Office of Global Education and reviewed by the Financial Operations Office at the conclusion of the program. For further information regarding travel through the Off-Campus Studies programs refer to the Overseas Study Program Policies and Procedures Manual . Copies of this manual can be obtained through the Office of Global Education.

The College does not provide travel advances or reimbursements for the travel expenses of spouses or dependents who accompany College employees on official travel.

“Free” tickets derived from group travel bookings are the property of the College, not of the individual or department making the travel arrangements.

Travel advances are made only to employees of the College. Cash travel advances are limited to $100.00 per trip per person. An open $100.00 travel advance must be reconciled (receipts approved, submitted and reimbursed) prior to receiving a second $100.00 for a second trip. Travel advances must be approved by the recipient's department head or by the person immediately responsible for the budget area.

Requests for travel advances in excess of $100.00 per trip are made only under extraordinary circumstances for programmatic reasons. These are paid through the Accounts Payable Office by check. Approved vouchers received by Friday are paid by the following Friday.

Travel advances by cash or by check will not be processed more than three weeks before the travel expense is expected to be incurred. All unused travel advance funds must be returned to the Cashier's Office (located in the lower level of the H.U.B.) within fifteen (15) days of the completion of a trip. The completed travel report and the appropriate accounting must accompany the funds.

New advances will not be made to an employee from whom reports and unused funds are overdue, i.e., after (15) days. Any person who fails to settle an advance may not receive any future advances. The authorized approver will also be notified of non-receipt of funds. Further, in accordance with the Internal Revenue Code, the amount of any unsettled advance is considered to be taxable income to the employee, and will be added to the employees W-2 Form at the end of the calendar year.

Travel Costs--Transportation

Air Travel

The class of air travel is expected to be the least costly consistent with a reasonable level of comfort and convenience for the traveler. This means that standard accommodations should be used unless exceptional circumstances exist. The College Travel Agencies have been instructed to provide the lowest fare consistent with this guideline. On-line travel services may be used if rates are more economical. The cost of any deviation from the original itinerary for personal reasons is the traveler's personal responsibility. This includes student round-trip ticket exchanges while traveling abroad, as discussed below.

After the reservation is made and confirmed, any student-initiated change in the return date and associated costs are the student's responsibilities. The student is also responsible to negotiate the change directly with the airline. Neither the College nor the College travel agent may be made responsible for dealing with or paying the cost of student-initiated (or, parent-initiated) changes in the return date. Air transportation, including air charter or air taxi service, is restricted to regularly scheduled, certified and licensed airlines.

Flight insurance purchased by employees is not a reimbursable expense.

The College's standard travel accident insurance benefits for employees on College business are listed on the Human Resource Services Office website. For further information, contact the Human Resource Services Office at Ext. 1503.

Rail Travel

Coach accommodations must be used for trips shorter than 150 miles. First class accommodations may be used for longer trips or for overnight travel, when necessary.

Private Automobile

Reimbursement for use of a private car on College business is at the mileage rate announced annually by the Treasurer's Office. The College uses the rate consistent with IRS standards for an accountable travel plan. The mileage rate includes reimbursement for use of the vehicle and includes gas, depreciation, insurance, and other expenses of ownership and operation. Additional reimbursement is made for tolls and parking fees. The College does not reimburse employees for parking tickets, fines for moving violations, vehicle towing charges, or damages to the private car for any reason.

Frequent business use of personal vehicles is not encouraged. Again, no reimbursement is made for the cost of repairs to personal vehicles used for College travel even if those repair costs result from business travel. Further, it is the personal obligation of the owner of a vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers.

The use of the College's fleet vehicles can be scheduled through the Department of Public Safety (Ext. 1349).

Commercial Rental Vehicles

Auto Rentals

Airport or Hotel limousine, bus or taxi service is to be used in lieu of car rental whenever it is less costly to do so. When required, rental cars are to be obtained at the rental agency suggested by the College travel agency. The travel agency will publish corporate rental discount rates available to College travelers periodically. On-line car rental may be used if rates are more economical.

Rental car expenses are to be paid with the traveler's Visa Corporate Card whenever possible. Reimbursement for vehicle rental expenses not on the credit card must be claimed on the Travel Expense Reimbursement Report. A receipt must be submitted with the expense report.

P.A.I. (personal accident insurance) is not reimbursed, as employees are covered under Workers' Compensation and other Dickinson College insurance when renting automobiles for business purposes. For further information contact the Vice President of Campus Operations at Ext.1943. As to the Collision Damage Waiver:

Domestic Travel - Do not accept Collision Damage Waiver

Foreign Travel - Accept Collision Damage Waiver

Rental vehicles may be driven only by an authorized renter. An authorized renter is the person signing the rental agreement, the traveler's spouse or a person who has appeared at the time of the rental and has signed the vehicle rental agreement. All authorized renters and drivers warrant that they are at least 21 years of age or the minimum age required by the rental agency, and that they each have a valid driver's license.

The College expects all travelers to read, understand and abide by the vehicle rental agreement terms.

Taxis and Shuttle Services

Local taxi fares and shuttles to and from airports and railroad stations are reimbursable (including a reasonable tip, not to exceed 20%), to the extent that such service is not included in the air or rail fare.

Lodging, Meals and Other Expenses

Lodging

Except in instances in which hotel arrangements have been obtained at group rates by the sponsor of a conference or other event, arrangements for lodging can be made through one of the College Travel Agencies. The College (through its travel agencies) has arranged for corporate discounts at certain hotels in most major cities. Unless, through special arrangements lower rates are available elsewhere, travelers are encouraged to stay at these establishments when in these locations, if accommodations are available.

If accommodations are not available, or if the travel is at a location in which no discount is available, the lodging chosen is expected to be the least costly available consistent with a reasonable level of comfort and convenience for the traveler.

Meals

Reimbursement for meals will be on the basis of actual and reasonable cost. All original meal receipts should be submitted when completing the travel expense reimbursement form original receipts for meals greater than $10.00 are required. When the traveler is claiming reimbursement for meals purchased for others, detail must be provided concerning the names of the other diners and the business purpose for hosting the meal. Recall that the costs of alcoholic beverages when taken with dinner are reimbursable to the extent they constitute 20% or less of the dinner bill and are not to be funded by federal monies.

Other Expenses

Other reimbursable expenses may include, but are not limited to, tips, business telephone calls, luggage storage, or valet and laundry service (for trips of more than five days). All such expenses must be itemized. Original receipts should be furnished whenever possible. Original receipts are required for all expenses greater than $10.00. Other expenses which are strictly of a personal nature such as childcare, personal entertainment, and recreational expenses, are not eligible for reimbursement.

Lost Items

Loss of luggage, clothing or other personal items is not the responsibility of the College. Each traveler is personally responsible for such items. Recovery of personal losses may be possible through the individual's homeowner's insurance. The College is not responsible for the loss of any of these items.

Employees are required to notify immediately both Wachovia Visa (1-877-543-4453 OR online at www.wachoviacards.com) and the Office of the Treasurer at (717) 245-1383 when a College credit card is lost or stolen.

College Travel Agencies:

Travel Time Travel Agency, Inc.
525 Greenfield Road
Lancaster, PA 17605-1115
717-299-6600
800-343-9594
FAX 717-299-7330

AAA Travel Agency
701C S West St
Carlisle, PA 17013
Contact: Deb
717-243-1846
800-800-3785

On-line travel services may be used if rates are more economical.

Revised August 2006.

Financial Operations | 717.245.1383
Dickinson College, PO Box 1773, Carlisle, PA 17013