PRO 2.035 Travel and Expense Reporting and Reimbursement

1. All reasonable requests for reimbursement for travel, meals, lodging, miscellaneous expenses, etc. shall be made on an expense report form. Supporting receipts should be submitted for all expenses.
2. Advances for conference travel expenses may be requested using an advance authorization form. The completed form needs to be received in the accounting office no later than five working days prior to the general fund check issue date. Within 10 days of returning from the conference, an expense report form with supporting receipts must be filed to reconcile the advance.
3. Employees are expected to utilize the most cost efficient means of transportation. Employees electing to utilize a significantly (20% or more) expensive means of transportation than is necessary may do so, work schedule permitting, but will be reimbursed travel expenses at the calculated lesser amount.
4. Employees are also expected to utilize the most timely means of transportation.  If travel time additional to that otherwise necessary to make the trip requires the absence of the employee for an additional work day or more, and is permitted by the supervisor, vacation or business leave must be taken.  The college will provide assistance in calculating the most cost efficient and timely means of travel.  In case of doubt, the Human Resources office will make the determination.
5. Reimbursement of travel expenses from residence to place of work will only be in extenuating circumstances and with prior approval from the appropriate administrator. In the rare instances when it may be necessary for the administration to authorize travel expenses from the employee’s residence to the college, reimbursement will be taxable and processed through the payroll department. Refer to POL 2.020 for additional information regarding use of private automobiles.
6. For hourly employees on required college business other than their home-to-work commute, travel between the hours of 8:00 a.m. and 4:30 p.m., or the normal work period of the employee if different, on any day of the week and except for lunch breaks exceeding 20 minutes, is compensable, as is travel from worksite to worksite.  Any time, other than occasional brief moments (de minimus – roughly 7 minutes or less) spent working outside of normal working hours, including work-related communications, the review of work-related materials, acting as driver for other employees, or other work of benefit to the college is compensable.  Hourly staff are expected to exercise appropriate judgment, subject to verification by their supervisor, whether work done outside of their normal working hours is necessary and appropriate.  All non-de minimus work for the college shall be reported and compensated, but repeated unnecessary or inappropriate work may initiate corrective action up to and including discipline if prior directives have been disregarded.
7. Employees traveling on required college business are neither advised nor expected to exceed a 12-hour day, and especially if the end of the day would include driving.  For any combination of required work and driving that would exceed 12 hours in a day, an overnight stay would be authorized.  Travel time in excess of one hour may be taken during the hours of 8:00 a.m. and 4:30 p.m., business schedule permitting.  For required college business lasting more than one consecutive day, requiring a normal travel time in excess of one hour one way, employees are authorized an overnight stay between the days of business.
8. “Reasonable and appropriate” meal charges are related to the circumstances in which the employee is working – the college neither expects the employee to purchase the least expensive fare, nor the most, at where the employee is conducting business.  Unusually high expenses may be questioned, and may be reduced or disallowed.  The college does not prohibit the purchase and consumption of alcoholic beverages, except prior to the operation of a motor vehicle or as otherwise restricted by law or board policy, but does not reimburse for alcoholic beverages.  An itemized receipt must therefore be provided for meal reimbursement.
9. At the option your supervisor and division Vice President, use of the per diem meal rates while traveling for conferences or professional development trainings that include an overnight stay may be required.  Kirtland will pay per diem rates based on the published gsa.gov rate of $51.00/day.  If travel is to a major metropolitan area please contact the accounting department as rates may be higher in these areas.
   A copy of your meeting agenda and registration must be submitted with your expense report. Per Diem will not be paid for meals that are included in your registration fees.

First day of travel guidelines:

Leaving before 9:00 a.m. – $51.00
Leaving between 9:00 a.m. and 3:00 p.m. – $38.00
Leaving after 3:00 pm. – $26.00

For days that include one or more meals, please deduct the following amounts from the daily rate of $51.00: $8.00/Breakfast – $12.00/Lunch – $26.00/Dinner.

Last day of travel guidelines:

Returning before 12 noon – $8.00
Returning 12 noon until 6:00 p.m. – $20.00
Returning after 6:00 p.m. – $51.00

If utilizing the per diem option please do not submit your meal receipts with your expense reports.

Requests for expense reimbursement shall be made within 10 working days of return from travel.

Revised November 2015

To view the policy, go to POL 2.035 Travel and Expense Reporting and Reimbursement