Travel & Business Expense Policy

This document establishes policies governing travel, entertainment and other business expenses incurred during the normal and ordinary course of College business. Expenses must be necessary, reasonable and directly related to business of the College.

Directly related means:

  • There is the expectation of deriving some current or future benefit for the College
  • The employee is actively engaged in a business meeting or activity necessary to the performance of the employee’s job duties
  • There is a clear business purpose for the entertainment
    • Attaching receipts in Oracle is recommended for all expenses but are required for all expenses greater than $25.00. The absence of receipts for expenses over $25.00 will result in completion of the missing receipt form and will be flagged for audit.
    • Supporting documentation must be in compliance with IRS regulations, which require that all business expenses be substantiated with adequate records. This substantiation must include information relating to:
      • The amount of the expenditure
      • The time and place of the expenditure
      • The business purpose of the expenditure
      • The names and the business relationships of individuals other than yourself for whom the expenditures were made.
    • Supervisors approving expense reports are responsible to ensure the following:
      • The expenses are reasonable and necessary
      • There is budget sufficient to cover the expenses
      • Receipts are attached
      • Supporting documentation is complete
      • General ledger accounting is correct
    • Lodging and related tips
    • Travel expenses including airfare, train fare, bus, taxi and related tips
    • Meals, including tips between 15-20%
    • Laundry and/or dry cleaning expenses during trips in excess of 5 days
    • Car rental
    • Personal mileage?at the current IRS mileage reimbursement rate related to the personal use of autos for business purposes
    • Gasoline for College owned, leased or rented vehicles
    • Tolls, Parking
    • Conference and convention fees
    • Travel expenses for someone other than the employee must include written approval (obtained in advance) from their VP and the President.
    • Other reasonable and necessary business expenses, not specifically excluded by the following section
    • Baby-sitter costs
    • Airline club dues/memberships
    • Barber/hairstylist
    • Traffic fines
    • Tips in excess of 20%
    • In-flight movies/refreshments
    • Hotel room movies and other forms of personal entertainment
    • Luggage, briefcases
    • Alcohol, unless consumed during legitimate entertainment activities with or for others beyond the College community
    • Meals including only College employees, including student employees, unless traveling on College business
    • Parties and gifts for College employees, including student employees
    • First class airfare
    • Sales tax from which the College is exempt
    • Tuxedo rentals
    • Firearms and related paraphernalia