Business Travel And Other Expense

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Colby College Travel Reimbursement and Other Expense PoliciesCOLBY COLLEGE TRAVEL REIMBURSEMENT ANDOTHER EXPENSE POLICIESHANDBOOKColby CollegeOffice of Financial ServicesDepartmental Contacts:Ruben Rivera, rlrivera, x4127Scott Smith, sdsmith, x4123Kelly Pinney-Michaud, kjpinney, x4125Dawn Genest, dgenest x4126Cheryl Gould, cjgould x412801/17/141

Colby College Travel Reimbursement and Other Expense PoliciesTABLE OF CONTENTSI.II.GENERAL OVERVIEWPurpose .5General Policies .5Reporting Requirements .7SPECIFIC EXPENSE POLICIESTransportation and InsuranceTravel Arrangements .9Air TransportationClass .Airline .Frequent Flyer Plans and Other Incentives Ground Transportation and Parking Early Departure or Late Return Accident Insurance . .Lost Items .10101010111111Automobile TravelPersonal Automobiles .Rental Cars Taxis and Shuttle Service .121213Foreign/Sabbatical Travel 13General .14Cancellations .14Gratuities for Hosts 14Lodging01/17/142

Colby College Travel Reimbursement and Other Expense PoliciesMeals and EntertainmentGeneral 15Business Meals and MeetingsEmployee-Only Business Meals Occasional Employee Banquets and Functions Other Business Meals .151616Business Entertainment/Dining Cards 16Miscellaneous Travel Costs .17Personal and Non-College (Travel) ExpensesGeneral .18Personal Business Conducted During Period of Travel .18Accompanying Spouses and other Companion Travelers .18Illustrative Examples of Non-Reimbursable Personal Expenses .19Political Activity and Contributions .19Other ExpensesProfessional Development .20Memberships, Dues and Subscriptions .20Relocation of New EmployeesIII.General .What Will Be Reported On The New Employees W-2For Tax Purposes .Cell Phone Policy Independent Contractors20Domestic Contractors Foreign Contractors .22222122PAYMENT AND REIMBURSEMENT OF EXPENSESWright Express Corporate Card Program01/17/14General .25Responsibility for Payment .25Termination of Participation 263

Colby College Travel Reimbursement and Other Expense PoliciesCash AdvanceGeneral .27Procedures for Obtaining A Cash Advance 27Cash Advance Settlement 28Unsettled Cash Advance (Including Payroll Reporting) .28Travel Settlements and Reporting Of ExpensesGeneral .29Required Documentation and Receipts 29Itemizing Expenses .30Signature Authority .30Travel and Entertainment Expense Voucher Form Completion Instructions 31Travel and Entertainment Expense Voucher –Sample Form 33Cash Advance Voucher –Sample Form 35Employee Reimbursements Direct Deposit Authorization –Sample Form 36Independent Contractor Memorandum Agreement Sample Form 37Chartered Flight Request FormSample Form Colby College Gift Card Policy/Form .Spousal Travel/Reimbursement Form Reimbursed Moving Expenses 39404142Exhibits01/17/144

Colby College Travel Reimbursement and Other Expense PoliciesPURPOSEThe purpose of the Colby College Travel Reimbursement and Other ExpensePolicies is to provide faculty, staff and other employees and contractors withspecific guidelines covering College travel, entertainment and other businessexpenses as well as the documentation required to substantiate requests forreimbursement or payment of those expenses.It is not possible to anticipate all the situations that individual travelers mayencounter in conducting College business and, therefore, these policies havebeen designed to provide some flexibility in addressing unique circumstancesthat may require occasional exceptions. As a general guideline, it is expectedthat travelers will interpret these policies in a manner that keeps expenses to aminimum and fairly assigns the costs of business-related activities to the College.Accordingly, the primary responsibility for adherence to these policies rests withthe individual and their supervising department.Travelers should also bear in mind that government agencies and otherinterested parties may view certain expenditures as being either excessive orinappropriate in the context of a regulatory audit, an IRS audit or other similarreview of College activities. Thus, moderation and discretion should guidetravelers’ decisions to incur expenses on the College’s behalf.GENERAL POLICIES The College will only reimburse expenses incurred in connection with Collegebusiness that are properly documented by the employee or other visitor (e.g.guest lecturer) The College will not reimburse expenses that are inherently personal innature such as child care, clothing, personal recreation or entertainment, etc.Reimbursable expenses must have an appropriate business purpose. Assuming a reasonable level of safety, comfort and convenience for thetraveler, every effort should be made to keep College expenses to aminimum. Departmental policies will govern how authorization to travel isgranted and individual departments may elect to impose additional controlsover travel expenditures beyond those required by this policy. In general, reimbursements will be made on the basis of actual andreasonable expenses incurred for transportation, meals, lodging and othernecessary business expenses. Per diem allowances are not permitted except01/17/145

Colby College Travel Reimbursement and Other Expense Policiesin cases where this is an existing policy (such as the Office of the Dean ofFaculty). The College will not reimburse the travel expenses of spouses (or others suchas children) who accompany faculty or staff on College business, except inunusual circumstances which require the spouse’s (or other’s) presence (i.e.there is a clear business purpose). All exceptions must be approved, inadvance, by the President or the appropriate Vice President or Dean.Reimbursement of expenses for other individuals or dependents thataccompany a traveler will be considered personal expenses and will beincluded on the employees Form W-2. This is a limited exception for certainextended travel situations and must receive prior approval by the President orthe appropriate Vice President or Dean. Prior to processing a Travel and Entertainment Expense Voucher forpayment, the Accounts Payable office will routinely review the submitteddocuments for accuracy and completeness. If the information submitted is notin adherence with these policies, the payment will not be made until allrequired documentation has been received. Any incomplete or inadequatelysupported vouchers will be returned to the employee with an explanation ofthe deficiency.01/17/146

Colby College Travel Reimbursement and Other Expense PoliciesREPORTING REQUIREMENTSRegulations issued by the Internal Revenue Service and various othergovernmental agencies require that the College maintain a policy under whichemployees must account for all advances, allowances and other reimbursementof expenses. This accounting must include: Sufficient information to establish the business purpose of the travel,entertainment or other expenditure; An adequate record of each expenditure including the amount, date andplace; Substantiation of the expenditure with original receipts. This must includereceipts for all lodging expenses (regardless of amount) and for all otherexpenses of 75 or more to comply with IRS regulations. Departments mayelect to require receipts below the 75 threshold; The return of any unused cash advances within 30 days of completing thetrip.Employees must keep a record of and substantiate their travel and entertainmentexpenses by submitting a completed Travel and Entertainment Expense Voucher(along with all required documentation) to the Accounts Payable office within 30days of completing their travel. Travel advances will only be issued within 30days of the trip. The Travel and Entertainment Expense Voucher can be foundonline at cs/financialservices/afs/ap/check.cfmEmployees who fail to meet the above deadlines will be considered to have beenreimbursed under a non-accountable plan. As such, any reimbursements madewill be considered taxable income distributed by way of the next applicablepayroll and included on the employee’s IRS Form W-2.01/17/147

Colby College Travel Reimbursement and Other Expense PoliciesSPECIFIC EXPENSE POLICIETRANSPORTATION AND INSURANCETRAVEL ARRANGEMENTSThe College has an agreement with AAA of Waterville (x4070, option 1 for oncampus calls or visit online at cs/travel/index.cfmfor more information. AAA Travel will assist Colby travelers in obtaining the mostcost effective and convenient travel itinerary for their business trip. Businesstravelers are encouraged to book all travel arrangements for transportation, hotelreservations and vehicle rentals through AAA Travel. All travel arrangementsshould be made well in advance of the trip to obtain the lowest rates. Beforecommitting to a deeply discounted ticket carrying a substantial penalty forcancellation or change, individuals should be certain that they can adhere to theplanned itinerary."Trip cancellation insurance" may be reimbursable to protect College resources against unforeseencircumstances. Please check with the Office of Financial Services in advance of your booking if you plan topurchase this insurance.The College will not accept direct billings for travel from any travel agency otherthan AAA Travel. Direct payment of travel costs to hotels, airlines and car rentalsmay be made by the College in special situations where advance deposits arerequired for transportation or lodging obtained at group rates.AAA Travel will no longer assess the 38 service fee for airline tickets. TheCollege will pay a monthly management fee to AAA Travel and departments willnot incur the 38 fee.01/17/148

Colby College Travel Reimbursement and Other Expense PoliciesAIR TRANSPORTATIONClassThe class of air travel chosen is expected to be the least costly consistent with areasonable level of comfort and convenience for the traveler. In most cases, thisdictates that coach class should be used.AirlineAir transportation is restricted to regularly scheduled commercial airlines. Aircharter or air taxi services licensed by the U.S. Government, or corporate aircraftof major recognized corporations may not be used except in unusualcircumstances. This requires the approval of the President or appropriate VicePresident or Dean and in no case for an aircraft with seating capacity in excessof 15. All charters must be reported to the Risk Management Coordinator at least15 days in advance of departure to permit compliance with reportingrequirements of the College’s insurance policy. All contracts for chartered airservice must be reviewed and approved by the Risk Management Coordinator inadvance.Frequent Flyer Plans and Other IncentivesIt is College policy that travelers may personally retain the rewards for frequentflyer plans or other bonuses that may accrue from business travel. In no case,however, may the traveler choose a reservation at a higher cost in order toaccumulate additional plan credits. The College will not purchase frequent flyermiles from travelers or reimburse them for tickets purchased with frequent flyermiles. Any membership fees to join frequent flyer clubs are generally consideredpersonal expenses and will not be reimbursed by the College unless it is clearthat all accumulated miles will be used for College business purposes. Thisrequires advance approval of the President or appropriate Vice President orDean.Ground Transportation and ParkingIf traveling by car from home to an airport at the start or end of a trip, the travelerwill be reimbursed for miles in excess of the traveler’s normal commute to theoffice. If travel to an airport from home is necessary on a non-workday,reimbursement will be made for the entire distance. Parking at the airport will bereimbursed, but travelers are urged to use long-term, lower cost parking lotswhen available. If public transportation or a cab taken to and from the airportwould result in a lower cost (due to the high cost of parking in most cities andairports), the traveler is strongly encouraged to take advantage of these savings.01/17/149

Colby College Travel Reimbursement and Other Expense PoliciesWhere travel will require that a vehicle be left in airport parking for an extendedperiod, please contact NorthEast Limo, Maine Limousine Service or MoonlightLimo regarding transportation to and from the airport. Significant savings may bepossible by avoiding parking a vehicle in the airport lot for an extended period.Once at the destination, travelers are reminded that hotel shuttles may beavailable free of charge or for a nominal fee.Early Departure or Late ReturnAdditional costs incurred for early departure or late return (e.g. Saturday nightstay-over) are not reimbursable unless the savings in airfare is equal or greaterthan the total costs for lodging, meals, parking fees, etc. incurred during theadditional days of travel. All additional costs must be weighed against thesavings in airfare, including the inherent cost of being away from the College fora longer period of time.Accident Insurance"Trip cancellation insurance" may be reimbursable to protect College resources againstunforeseen circumstances. Please check with the Office of Financial Services in advanceof your booking if you plan to purchase this insurance.Lost ItemsLost or stolen tickets should be reported immediately to AAA Travel. Most airlineswill refund the full amount of the ticket less a processing fee. The airline will, inmost cases, require that a replacement ticket be purchased. After a specifiedtime period (up to 90 days), they will issue a refund for the cost of thereplacement ticket less the processing fee (usually 100). AAA Travel can issueelectronic tickets for most domestic travel. If an electronic ticket is preferred,please specify this at the time of booking.Insurance recovery is available for lost luggage to holders of JP Morgan ChaseCorporate Visa up to a maximum of 1,250 for carry-on luggage and 500 forchecked luggage. If special equipment is accompanying the traveler or otherspecial circumstances warrant, travelers may wish to obtain additional coveragefrom the airlines for lost baggage. Reimbursement of this additional coverage issubject to departmental approval. Lost luggage, clothing, or other personal itemsbeyond what is described above are the responsibility of the traveler. Recoveryfor such personal losses may be available through the individual’s homeownerpolicy.01/17/1410

Colby College Travel Reimbursement and Other Expense PoliciesAUTOMOBILE TRAVELPersonal AutomobilesAs a general rule, the use of personal vehicles for College travel is discouragedbecause no reimbursement will be made for the cost of repairs to these vehicles,regardless of whether those costs result from business travel or whether theyresult from acts of the traveler or another individual. Furthermore, it is theobligation of the owner of a personal vehicle being used for College business tocarry adequate insurance, in accordance with the laws of the state of Maine, fortheir protection and the protection of any passengers.When the use of a personal vehicle is necessary, reimbursement for its use willbe made at .50 per mile. The mileage reimbursement is based on the number ofmiles driven on College business and does not include reimbursement forcommuting from and to the employee’s home. Additional reimbursement may berequested for tolls and parking fees. The College will not reimburse employeesfor parking tickets, fines for moving violations, for vehicle towing charges, autorepairs and maintenance or for mileage when using a rental car.Rental CarsWhen possible, rental vehicles should be arranged through the local Enterpriseoffice or Enterprise in Augusta. The College has negotiated special discountedrates with Enterprise for College business travel.The College is insured against collision damage to rental vehicles resulting fromaccidents occurring while employees are traveling on College business. Becauseof this coverage, the College recommends that travelers waive the “loss-damagecoverage.” With regard to the Collision Damage Waiver (CDW): Domestic car rental: Foreign car rental:DO NOT ACCEPT CDWACCEPT CDWIf a traveler uses a personal credit card when renting a car for business traveland the credit card provides auto insurance coverage, that insurance will beconsidered the primary coverage in the event of an accident. If a vehicle is rentedfor both business and personal use, it will be up to the traveler to ensureadequate insurance is maintained for the personal use component. The College’sinsurance coverage will not extend to the personal use.Any accident involving a rental vehicle must be reported to both the car rentalagency and to the Risk Management Coordinator at 859-5506 for handling ofclaims and coordination of coverage.01/17/1411

Colby College Travel Reimbursement and Other Expense PoliciesTaxis and Shuttle ServiceLocal taxi fares and shuttles to and from airports and railroad stations arereimbursable (including a reasonable tip) to the extent that such service is notincluded in the air or rail fare.FOREIGN/SABBATICAL TRAVELAll general policies pertaining to domestic travel apply equally to foreign travel.Actual costs are reimbursable, to the extent reasonable and necessary, providedadequate documentation is submitted with the travel reimbursement request.If an individual’s travel assignment is expected to last longer than 12 monthsexpenses for meals, lodging and other living expenses can not be considerednon-taxable business expenses. The IRS assumes that the traveler has movedhis/her tax home to a new place of employment and treats the meals, lodgingand other living expenses as personal expenses. Reimbursements of personalexpenses will be reported as additional compensation subject to tax withholding.This is true for all expenses incurred during the entire period, not just thoseincurred after the 12 month period. In these circumstances, the departmentshould contact the College Controller well in advance of the trip for more specificinformation and instructions.01/17/1412

Colby College Travel Reimbursement and Other Expense PoliciesLODGINGGeneralExcept when hotel arrangements have been obtained by the sponsor of aconference or other such event, arrangements for lodging should be madethrough AAA Travel. AAA Travel has negotiated corporate discounts at certainhotels in many major cities. Unless lower rates are available elsewhere, travelersshould take advantage of the corporate discounts whenever availability andlocation permit. Travelers are urged to request and take advantage of anyeducational discounts offered by the hotel. Note: Employees must submit an itemized hotel bill (regardless of amount)for settlement of their travel expenses (not the credit card statement).CancellationsExcept under extenuating circumstances, the College will not reimburseexpenses due to a traveler’s failure to cancel guaranteed room reservations.Guaranteed room reservations made through AAA Travel require the use of apersonal credit card or a College Corporate Visa at the time of booking.Gratuities for HostsIn cases where a traveler stays with colleagues, family or friends in lieu of ahotel, the traveler may request reimbursement for gratuity expenses of areasonable value (for example, flowers or a meal) offered to the hosts. Thesegratuities would be in place of meals and/or lodging for the accommodationsprovided by an acquaintance of the traveler. Explanation of such items should besubmitted with the travel settlement.Club Quarters HotelsClub Quarters is a full service downtown hotel concept for the exclusive use ofmember organizations. Offering prime locations, greater security and significantsavings on hotel rooms and related expenses as well as a number of free hightech and club-like services.Colby is a member of Club Quarters which has membership hotels located inSan Francisco, New York, Washington D.C., Houston, Chicago, London,Philadelphia and Boston. If you are planning a business trip to any of the listedlocations, Colby encourages you to stay and take advantage of the membership.Please visit for more information. Password Colby01/17/1413

Colby College Travel Reimbursement and Other Expense PoliciesMEALS AND ENTERTAINMENTGENERALThe College will reimburse travelers for the reasonable cost of their own mealsincurred during the time they are away from home (as distinguished fromentertainment expenses or local business meals, see below). Only the actualcosts for meals are reimbursed. For travel authorized by the Dean of Faculty’soffice, a per diem of 25 per day exists to cover three meals. If the total spent formeals is less than 25, then only the lower amount will be reimbursed.While it is not encouraged, it is understood that a limited amount of alcohol inconnection with a traveler’s meal is reimbursable. Alcohol consumed outsidenormal meal times will not be reimbursed unless it qualifies as an entertainmentexpense (see page 16). Also, reimbursement of alcohol is prohibited undergovernment grants.When the traveler is claiming reimbursement for meals purchased for non-Colbypersonnel, these meals should be considered “Business Meals” rather than“Travel Meals”. Sufficient detail must be provided concerning the name of theother diners and the business purpose for hosting the meal, as outlined in theguidelines on business meals below.BUSINESS MEALS AND MEETINGSEmployee-Only Business MealsIn cases where College employees meet over a meal when they are nottraveling, the cost of the meal is considered a non-reimbursable personalexpense unless:1) the primary purpose of the meeting is to conduct business,and 2) there is a clear and compelling reason to meet outside the office over ameal. Generally, these requirements are met when it is not possible for one ormore employees to meet during other working hours (e.g. when travel plansconflict with other meeting times), and the purpose of the meeting is to conductbusiness in accordance with a formal agenda. IRS regulations do not allow forthe reimbursement of meal charges incurred by employees who are not travelingaway from home (i.e. their travel does not include an overnight stay) unless theabove criteria are met and there is a clear benefit to the College.It is permissible to incur expenses chargeable to the College for meals provided as part ofa local conference, seminar, workshop, presentation or other similar group meetinginvolving employees when it extends through the usual mealtime(s). Such meals must bereasonable in relation to the nature and purpose of the meeting.01/17/1414

Colby College Travel Reimbursement and Other Expense PoliciesOccasional Employee Banquets and FunctionsOn occasion – generally, annual or semi-annual – functions for employees areconsidered reimbursable business expenses when the expenditure is intended toserve as a token of appreciation that primarily promotes employee relations, orthat recognizes individual or group achievements, such as holiday parties,employee banquets, retirement parties, etc.Other Business MealsExpenses for dining involving non-College personnel are reimbursable when thepurpose of the meeting is to conduct College business and when it is necessaryor desirable to have the meeting in conjunction with, or during, a meal. Expensesfor such meals should be kept to a reasonable level. The typical business mealmight involve interviews with prospective employees, discussions with vendors,consultants, or other persons with whom the College does business, or meetingsof organizations and groups at which agenda items pertinent to College businessare covered. Inclusion of spouses or other individuals who are not directlyinvolved in conducting College business or the consumption of alcohol aregeneral indications that the occasion is not a business meal, but anentertainment function (see Business Entertainment below).An example of a non-business meal would be the situation where two Collegeemployees decide to go to a local restaurant for lunch and among other things,they discuss business. The cost of the lunch is a personal expense even thoughbusiness was discussed. Only if it was necessary to meet to address specificissues and they were not able to arrange a meeting in the office would theexpense be reimbursable.BUSINESS ENTERTAINMENTMeals and functions are considered entertainment if they are intended to providehospitality to non-College individuals which, although partially social in nature,are deemed necessary and customary in advancing the College’s businessinterests.Some examples of business entertainment include: Receptions for College guests and visitors;Alumni reunions or similar alumni functions;Entertaining donors or prospective donors;Welcome receptions for parent and studentsEntertainment expenses should be reasonable in relation to the nature of thefunction and the resulting business benefit expected to be derived from the01/17/1415

Colby College Travel Reimbursement and Other Expense Policiesexpenditure. A description (either a list of names or identification of the hostedgroup) and the total number in attendance at an entertainment function must beindicated on the reimbursement request along with the business purpose of theentertainment. It is critical that the Travel and Entertainment Expense Voucherclearly document the business purpose of the entertainment.COLBY DINING CARDSColby dining service locations will only accept Colby dining cards for departmentmeal charges. Charges by any other means (signed slips, email, etc.) will nolonger be accepted. This change will enable the College to more effectivelymanage this program. Please contact Bill Pottle ( or 8594130) if you are in need of new or additional dining cards.Please note that any meals charged to departments by Colby employees areconsidered to be taxable income to the employee unless a clear and documentedbusiness purpose exists for the meal. This might include interviews withprospective employees, discussions with vendors, consultants, or other personswith whom the College does business or meetings or organizations and groupsat which agenda items pertinent to College business are covered. This does notinclude meals where two College employees meet for lunch and among otherthings, they discuss business. It is the responsibility of each department tomaintain appropriate documentation of the business purpose for all departmentmeal charges. Each department with a dining card will have their documentationaudited upon request.Please contact Ruben Rivera at or 207-859-4127 if you haveany questions about the above policies.MISCELLANEOUS TRAVEL COSTSOther reimbursable expenses may include (but are not limited to): tips, businesstelephone calls, etc. All such expenses must be itemized and documented inaccordance with this policy. The following are additional examples ofmiscellaneous reimbursable travel expenses: Limited laundry and dry cleaning charges for trips of more than 5 days Expenses associated with baggage handling and storage, includingexcess baggage charges and tips Phone calls home of a reasonable amount Airline Club membership dues for traveler’s who fly over 50,000 milesper year where such membership will enable the traveler to increasehis/her productivity. Reimbursement of these dues requires approval ofthe President or the appropriate Vice President or Dean and is limitedto one airline club per individual. Fees for currency exchange01/17/1416

Colby College Travel Reimbursement and Other Expense PoliciesPERSONAL AND NON-COLLEGE (TRAVEL) EXPENSESGENERALThe College will not reimburse travelers for expenses which are inherentlypersonal in nature.PERSONAL BUSINESS CONDUCTED DURING PERIOD OF TRAVELExpenses of a strictly personal nature, as well as any incremental travel costsincurred to conduct personal business during the course of a College businesstrip, are the responsibility of the traveler. Incremental travel costs are thoseexpenses that would not have been incurred on the business portion of the trip,except for the fact that the traveler conducted personal business at some timeduring the trip. For example, gas and mileage charges for out-of-the-way travel tovisit friends or relatives are personal expenses. Such incremental expenses mustbe identified and deducted from the travel expense settlement.Personal expenses to College accounts despite the intention of the traveler or athird party to later reimburse the College for these charges. It is important not touse the College accounting records as a conduit for personal expenses; thissituation can be difficult to explain and document during an audit or otherindependent review.ACCOMPANYING SPOUSES AND OTHER COMPANION TRAVELERSExpenses incurred for any accompanying spouse are generally consideredpersonal in nature except on those occasions when the attendance of a spouseat an event furthers the business interests of the College. In these cases, thetravel is to

cost effective and convenient travel itinerary for their business trip. Business travelers are encouraged to book all travel arrangements for transportation, hotel reservations and vehicle rentals through AAA Travel. All travel arrangements shou

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