Reimbursement Guidelines Overview

Transcription

1 Reimbursement Guidelines Overview In order for any items to be reimbursed, you must submit a receipt. It takes an average of three weeks to process your reimbursement form. EXPENSES MEALS GUIDELINES You will be reimbursed at the Federal Per Diem rate, not including any meals provided during the event. Because breakfast and lunch will be provided during the event, you will only be reimbursed for dinner. Please request itemized receipts for your purchases. Please note: the Federal Per Diem rate is lowered on the first and last day of travel. Gratuity is reimbursed at a maximum of 15%. GROUND TRANSPORTATION While in NYC, reimbursement for ground transportation is restricted to Yellow Medallion Taxis. Gratuity is reimbursed at a maximum of 15%. Traveler must use a US owned airline. AIRFARE Please submit your boarding passes regardless of purchaser. Reimbursement for check in baggage is limited to one bag each way. Up to $25 each way. CAR MILEAGE The current mileage rate is $0.54 per mile for usage of a privately owned vehicle. DISALLOWABLE EXPENSES WIFI, newspapers, magazine, alcohol, tobacco, laundry, dry cleaning, hotel movies, seat upgrades, limo services, car rentals.

2 Travel Guidelines 2016 AIR/TRAIN TRAVEL (If not purchased by the NNSC): Traveler must fly on a US-owned airline. Air travel should be economical and purchased as early as possible for lowest possible fare. Purchase of a business class ticket or a first class ticket is not allowed. Purchase of seating upgrade is not allowed unless the reimbursement claim is accompanied by a documented medical condition. Without this documentation the traveler will bear the cost of the upgrade. Approval from the Research Foundation of CUNY is required for reimbursement. If a restricted fare is booked and the traveler requires a change that is not specifically related to the event, the traveler will be invoiced for all associated costs. Travel Cancellation: o If a trip is cancelled due to circumstances beyond the traveler's control (e.g., conference or event is cancelled), the traveler will be reimbursed in full for any out of pocket ticket costs. o If a ticket is canceled by the traveler for personal reasons, the traveler will bear the full cost of the ticket and associated cancelation fees. Traveling to Multiple Destinations: o When a traveler is traveling to more than one destination (for example, flying on to another city for a different purpose before returning home), the traveler will bear the cost for the portion of the ticket cost that is unrelated to the event. Change fees: o Travelers will bear all costs for making changes to departure times once a ticket has been confirmed. Reimbursement of airline baggage fees is restricted to one bag per flight. Use of Wi-Fi during an airline flight is not an allowed expense and will not be reimbursed. Personal entertainment expenses such as in-flight headset are not allowed and will not be reimbursed. Airport Porter: $1/bag is allowed and will be reimbursed. Reimbursement Instructions: The following original documents must be submitted for travel reimbursements: Boarding passes. If a boarding pass has been misplaced, the traveler must submit a written explanation with the reimbursement form. Passenger ticket/receipt, e-ticket or website statement including:

3 o Dates and point of departure and arrival o The travel class (unless there is only one class on the airline, e.g. Jet Blue) o Total flight costs o Proof of payment (If the ticket/receipt does not show a cash amount or credit card number and associated name, a separate proof of payment, such as a credit card statement, is needed.) Baggage fee receipt (If the ticket/receipt does not show a cash amount or credit card number and associated name, a separate proof of payment, such as a credit card statement is needed.) Seat upgrade receipt. This must be accompanied by a written statement by a medical authority stating that special accommodation is necessary. GROUND TRANSPORTATION: Ground transportation costs must be reasonable under the circumstances. Reasonableness generally means a taxi ride, or alternate transportation of equal or lower cost. Approval is needed for transportation that is more expensive than a taxi. The Center for Crime Prevention and Control offers guidance in locating reasonable ground transportation for its events and reserves the right to reduce reimbursement if taxi costs submitted are deemed unreasonable. Travelers may not use a sedan or limousine service in the New York City area due to the availability of reliable public transportation and taxi services. Gratuity will be reimbursed at a maximum of 15%. PERSONAL CAR MILEAGE: Automobile usage is authorized for local travel (to an airport, for example). It is also authorized for longer distance travel, but only if the mileages charge plus related tolls, parking, and subsistence is less than the cost of public transportation. Use of a personally-owned automobile is reimbursed at the rate of 0.54 cents per mile. Direct purchase of gasoline for use of personally-owned automobiles is not reimbursable. Reimbursement for parking and tolls as part of event-related travel is allowed. Reimbursement Instructions: To claim car mileage, use an electronic mapping source to calculate mileage (e.g. google maps Please submit the print-out and attach it to the reimbursement request form. To request the reimbursement of tolls, please submit the original itemized receipt. (EZ Pass will provide you with documentation if you log in to your account.)

4 LODGING: Guidelines: Personal entertainment expenses such as hotel pay-per-view movies, health club fees, and other social activities are not an allowed expense and will not be reimbursed. Hotel laundry and dry cleaning services are not allowed expenses and will not be reimbursed. At check out, an itemized hotel folio must be requested. Please make sure that the folio only contains the room and tax charges. If there are any other charges, please request a separate folio. MEALS: Meal Guidelines The meal per diem for every U.S. city can be found by clicking on the Per Diem link at and entering the destination city and state into the search engine. The first and last day of travel is calculated at a maximum of 75% of the full per diem. Meal costs must be claimed on the basis of actual, itemized expenditures and in line with the Federal per diem rates. Itemized receipts are required for reimbursement. The Center for Crime Prevention and Control will not reimburse for meals that were provided at the event. For example, if the event includes breakfast and lunch, the traveler will be reimbursed only for dinner up to the federal per diem limit for dinners. Alcohol is not an allowed expense and will not be reimbursed. Gratuity will be reimbursed at a maximum of 15%. Reimbursement Instructions: The following original documents must be submitted for meal reimbursements: o Itemized bill. o Proof of payment (If the bill does not show a cash amount or credit card number and associated name, a separate proof of payment, such as a credit card statement, is needed). The cost of meals purchased must be entered onto the reimbursement request form.

5 Disallowable expenses: Newspapers and magazines. WIFI. Alcohol and Tobacco. Seat upgrades. Travel expenses for spouse or other personal guests. Lost, stolen, or damaged personal property. Laundry services Hotel movies Any other expenses not directly related to the performance of the travel assigned Rental cars and car services (When in New York City) Failure to submit all required documentation will result in a delay in processing. For questions concerning your travel or reimbursement, please contact Ying Chang at (212) or zchang@jjay.cuny.edu

6 Reimbursement Request Form Name: Mail Check to: Meals and Incidentals: $55.50 per day maximum for meals and incidentals on first day of travel $34.00 dinner maximum Details 06/02/ /03/2016 Breakfast Lunch Dinner Airfare & Associated Expenses *If applicable* Purchase Date Airfare Agency Fee Baggage Check Ticket # $ $ $ $ $ $ Ground Transportation Details 06/02/ /03/2016 Rail $ $ Metro/Taxi $ $ Shuttle $ $ Car Current Rate = $0.54 cents per mile Date From (List Address) To (List Address) Mileage Parking Fees

7 I certify that all expenses claimed by me with respect to the activity described at the top of this form are to the best of my knowledge accurate and incurred by me. I agree also to submit itemized receipts or proof of payment for all purchases that I would like reimbursed. All boarding passes, regardless of purchaser, will also be submitted. Signature Print Name Date Mail form no later than June 10, 2016 to: National Network for Safe Communities Center for Crime Prevention and Control John Jay College of Criminal Justice 524 West 59 th Street, Suite 1140 New York, NY 10019