BS5812 - Travel Expense Reimbursement

1. Institutional Regulations:

   1. When an employee is required to travel for College business, the travel must be pre-approved and the employee will be reimbursed for expenses incurred.
2. Approval Process:
   1. Approval:
      1. If required by Human Resources Procedures, an employee must have business travel authorized through the use of a “Request for Leave for Conferences and Meetings.”
      2. Expense reimbursement must be requested from the Business Office by using an “Employee Expense Report.”
   2. Expenses to be Reimbursed:
      1. Mileage:
         1. College vehicles shall be used whenever available.
         2. Mileage will be reimbursed for the use of a privately owned vehicle as follows:
            1. The per mile rate will be the standard mileage rate as determined by the Internal Revenue Service.
            2. Mileage will be paid from the employee’s principal place of employment to the authorized destination.
            3. Employees temporarily assigned to another location may be reimbursed for only the increase in mileage.
         3. Standard Mileage:
            1. The following number of miles (round trip) is established as a standard distance for travel reimbursement purposes from the Ankeny Campus. These amounts must be reported on expense reports when applicable. Any mileage resulting from travel within the localities noted may also be claimed for reimbursement; however they should be listed separately on the Expense Report

1. When a distance is driven by private vehicle whereby travel by airline would be less expensive than the mileage reimbursement total, the amount of reimbursement will be limited to the amount of the airline cost.

   1. Lodging
      1. The cost of lodging will be reimbursed if an employee is required to stay overnight.
      2. Employees are expected to use discretion in selecting a moderately priced motel or hotel, when possible, and will be reimbursed actual costs for such accommodations.
      3. Original receipts for all lodging must be attached to the Expense Report.
      4. Employees shall request the state employees’ rate for lodging.
      5. When motels/hotels require an advance deposit, the employee may pay such deposit and request reimbursement on the Expense Report or the Business Office may make the deposit directly.
      6. Motel/hotel reservations may be made through a travel agency with payment made directly to the travel agency.
   2. Meals
      1. Meals may be reimbursed under the following instances:
         1. If out of town for the entire day (involving an overnight stay), breakfast lunch and dinner will be reimbursed.
         2. If leaving before 6 AM for an overnight stay, breakfast, lunch and dinner will be reimbursed for that day.
         3. If leaving before noon for an overnight stay, lunch and dinner will be reimbursed for that day.
         4. If leaving after noon for an overnight stay, dinner will be reimbursed for that day.
         5. If returning from an overnight stay and arriving home before noon, breakfast for that day will be reimbursed.
         6. If returning from an overnight stay and arriving home after noon, breakfast and lunch for that day will be reimbursed.
         7. If returning from an overnight stay and arriving home after 8 PM, breakfast, lunch and dinner will be reimbursed for that day.
         8. If leaving and returning on that same day, breakfast will be reimbursed if the employee is required to leave before 6 AM and dinner will be reimbursed if the employee returns home after 8 PM. In no instance will lunch be reimbursed on these days.
      2. Receipts are not required for meal reimbursements up to the daily limit of $30.
      3. When less than three meals are involved, the maximum meal allowance is:
         1. $6.00 for breakfast
         2. $8.00 for lunch
         3. $16.00 for dinner
      4. If the actual cost of meals exceeds the daily limit or the maximum meal allowance, an employee may be reimbursed the actual amount provided original itemized receipts (copies will not be accepted) are attached to the Expense Report
      5. No reimbursement will be made for expenses for alcoholic beverages.
   3. Air Travel:
      1. Transportation by air will be on Standard or Coach Class rates on scheduled airlines.
      2. Private air travel requires prior written approval from the President.
      3. Airline tickets may be purchased through a travel agency and payment for the tickets made directly to the travel agency.
      4. Payment for air travel may be made directly by the Business Office or made by the employee and reimbursed by the College.
      5. Employees are required to reimburse the College for any unused air travel cost unless the travel not being used was the result of a College directive or as approved by a Senior Vice President.
   4. Taxis and Buses or Vans:
      1. Employees are expected to use discretion in selecting a mode of transportation while traveling.
      2. Employees will be reimbursed actual expenses for these types of transportation provided an original receipt is attached to the Expense Report.
   5. Rental Cars
      1. Use of a rental car must be approved in advance by the employee’s immediate supervisor.
      2. Employees will be reimbursed actual expenses for rental cars provided an original receipt is attached to the Expense Report.
   6. Toll Fees:
      1. Toll Fees will be reimbursed at the rate of $10 maximum per Expense Report. Fees in excess of this amount must be supported with original receipts.
   7. Parking Fees
      1. Parking Fees for temporary parking (less than one day) up to $5 will be reimbursed to employees without documentation. Fees in excess of this amount will be reimbursed provided an original receipt is attached to the Expense Report.
      2. Parking Fees for long-term parking (one day or longer) will be reimbursed only if an original receipt is attached to the Expense Report.
   8. Telephone, Telegraph, Fax, etc.:
      1. All charges for business related correspondence will be reimbursed provided the charge is explained showing location, parties contacted and business purpose.
      2. Employees may be reimbursed for one reasonable (not to exceed $10 per call) call home for each two nights of overnight stay.
   9. Spouse’s expenses may be reimbursed with the approval of the President. If only meals are involved, the approval of the President may be noted on the “Documentation for College Business Meals.”
   10. The President must approve deviations from these procedures.

July 1, 2000

July 1, 2007