Policy # 6424:00
Subject: MCCS Travel Advances & Reimbursements
Section: Business Operations
Effective: Ongoing
The following outline the policies and rationale for travel advances and meal reimbursements as set forth by the MCCS.
CLARIFICATION OF TRAVEL POLICIES
Transportation – Authorized travel for employee owned vehicles will be reimbursed at the IRS rate. In order to obtain reimbursement for use of a rented vehicle, authorization from the President or Director of Finance must be made prior to renting the vehicle.
Meals – In-state maximum of $28 will be reimbursed. Out-of state is $31 per day. The meal allowance includes tips. There is no provision to carry over any unused daily meal allowance to the following day. Receipts are required for all meals.
Travel Advances and Reimbursements
Travel advances and reimbursements for travel expenses will be paid to employees of the MCCS for travel related expenses directly related to the operation and benefit of the MCCS. Due to the nature of travel expenses, including transportation, meals and lodging, guidelines must be adhered to in order to prevent abuse of funds appropriated for travel related costs.
Administrative Policy
All required travel advance/reimbursement forms must be completed along with necessary supporting documentation and provided to the business office for proper approval before the payment will be processed. Travel should be planned fourteen (14) days in advance to allow time to process check advances. The campus business office or the System Office reserves the right to disallow any travel advance request or travel expense reimbursement not in conformity to these policies and procedures.
Guidelines
The following guidelines and limitations must be adhered to when incurring travel related expenses:
Transportation – transportation cost will be reimbursed for air, bus or train fare based on the lowest feasible rates available for the time of travel and duration of the stay. Campus locations may delegate transportation reservations to select staff members who are most familiar with current available rates. Automobile travel, detailing point of departure, vicinity travel and destination, will be reimbursed at a rate not to exceed the IRS standard mileage rate. Mileage reimbursement is limited to the lesser of the distance between the employees’ headquarters and destination or employees’ residence and destination. Privately owned vehicles shall not be used whenever MCCS owned vehicle are assignable and available.
Travel expenses incurred for purposes of commuting and/or personal pleasure will not be reimbursed. Actual expenditures for parking and tolls incurred while on official travel status are reimbursable. No reimbursement for the use of rented vehicles will be allowed unless it is clearly demonstrated to the campus President/Director of Finance that such rental is necessary. Prior approval is required except in emergency situations. In such an instance when vehicle is rented, rental insurance is to be purchased.
Lodging – lodging costs incurred during business travel must be fully documented. Any costs in excess of typical cost of lodging must be explained in detail. An attempt must be made to obtain the most reasonable rates available with consideration given to the location of the business travel stay. Lodging expense will not be reimbursed for extended personal stays.
Meals – costs of travel related meals will be reimbursed up to the limits of current collective bargaining agreements. Necessary documentation for all meals would include the time, place, names and business purpose of the meal.
Other – other miscellaneous travel related expenses will be reimbursed only upon proof of the necessity of the expenditure. Reimbursement of costs of items of a personal nature, including but not limited to laundry, valet service, video movies, alcoholic beverages, etc. will not be allowed.
In order to be in conformity with IRS regulations, documentary evidence must support all lodging expense while away from home, and any other expenditure of $25 or more, except transportation charges if documentary evidence is not available. All travel advances must be settled and travel expense reports submitted within fifteen (15) days after the completion of the travel.
Request for Travel Advance/Receipt and Travel Expense Report Forms – These forms are required to initiate the travel advance and travel reimbursement process. A separate form must be completed prior to each trip which requires overnight or non-automobile travel. Prior to approval, the Finance Director should ascertain that the individual traveler does not have any other travel advance outstanding. No advances will be issued to an individual with an outstanding advance. Upon completion of the travel, the Travel Expense Reimbursement form should be completed and returned to the business office for approval by the campus Finance Director. The form should detail all expenses incurred with necessary supporting documentation. Any balance due the employee or refund of unused advance should be identified and settled within fifteen (15) days of the completion of the form. Last changed: Feb 25 2008 at 3:32 PM
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