Travel Procedure INTRODUCTION WVNCC s travel procedure provides for necessary and reasonable travel expenses incurred for authorized College business. The intent of these guidelines is that reimbursable travel expenses be timely and equitable for both the traveler and the College. These guidelines have been designed to be easy to understand and administer. The College recognizes that employees who travel away from home on authorized business must forego their living accommodations and may forfeit personal time out of work. Accordingly, the College will assume the cost of appropriate accommodations. However, the College reserves the right to deny reimbursement of expenses that are considered lavish, extravagant, or are unsupported by required documentation. Accountability for carrying out the College travel procedure rests with the department head. These procedures apply to all travel expenses regardless of the source of funds. At its discretion, the College Administration may impose more restrictive guidelines for budgetary or control reasons. TRAVEL REGULATIONS APPLICABLE TO EMPLOYEES, GOVERNING BOARD MEMBERS, CONTRACTED SERVICES AND STUDENTS A Travel Request Form must be completed and signed by the traveler, their direct supervisor, professional development authorizer (when applicable), and submitted to the Business Office in advance of the date(s) of travel. All international travel must be pre-approved by the President or CFO/VP of Administrative Services. Each traveler is responsible for reviewing the travel procedures. Proper notice of changes to the procedures will be sent to all employees. TRAVEL FORMS Travel Request Form Unless attending a local conference or retreat, employees are considered to be on travel status only if traveling on approved College business away from both home and the traveler s normal campus address. Away will be defined as a distance of fifty miles. An employee may be reimbursed for both lodging and meals only if the destination is fifty miles or more from employee s assigned campus address or home when necessary. When personal and business travel is combined, expenses must be clearly documented and may not exceed the lowest available cost of a direct or uninterrupted route. If the traveler uses an indirect route or interrupts travel for personal convenience, any additional expenses incurred are the sole responsibility of the traveler. Authority and responsibility for approval and control of travel rests with the supervisor or manager of the department to which the expense is to be charged, department head, or Project Manager for grant funded projects. Travel expenses 1
are payable only when required approval(s) are appropriately obtained. Travelers may not authorize travel or approve travel expenses for themselves. Spousal Travel/Domestic Partner Travel Travel expenses for an employee s spouse/domestic partner are not reimbursable. The College discourages spouses or domestic partners from traveling with employees while on College business. Travel Settlement Form (Reimbursement) All reimbursable travel expenses must be accounted for within 60 days of the last day traveled. Accordingly, all travel settlement forms must be received in the Business Office within 60 days of the last day traveled. Travel Settlement Forms that are submitted after this period will only be accepted if the immediate supervisor and CFO have approved the reimbursement. All travelers are required to complete a Travel Settlement Form to obtain a reimbursement. See Schedule A for information that must be on and/or attached to the Travel Reimbursement Form when applicable. Failure to provide all required documentation or information will result in a delay in reimbursement. Instructions for completing the form is located at http://www.wvncc.edu/business/businessforms/travelsettlementforminstruction sandsample.pdf TRANSPORTATION Travelers are expected to utilize the least expensive, most direct, and efficient means of transportation available. This includes rental vehicles, College-owned vehicles, taxis, limousines, transporter services and air travel. The method of travel to and from the destination will be determined by the Business Office; however, if an employee chooses to not accept the least expensive means (i.e. rental vehicle or state vehicle), the employee will travel at their own expense. Ground Transportation Employees traveling to the same destination should share ground transportation when possible and feasible. The College will not reimburse employees for parking tickets, fines for moving violations, repairs or vehicle towing charges. State/College-Owned Vehicle When available, the traveler should utilize college-owned vehicles. Any operator driving a College-owned vehicle must be employed by, or working on behalf of (i.e. official students), the College. The operator must also have a valid driver's license on file in the Business Office, comply with all traffic laws, and obtain approval as required by the Business Office. College-owned vehicles are to be used for official business only. Operators of such vehicles should only transport passengers who are also traveling on official business. Reimbursement will be allowed for necessary expenses incurred while using a College-owned vehicle. These include: fuel, oil, windshield washer fluid, parking fees, toll charges, and reasonable charges for car washing. Under no circumstances are the travelers permitted to transport or consume alcohol prior to or while operating a state/college owned vehicle. Violations of this procedure will result in appropriate disciplinary action. 2
Personal Vehicle Reimbursement for personal vehicle use will be determined at the then current rate established by the College, with guidance from the State of WV. This rate is subject to change throughout the academic year in order to properly accommodate the traveler. Mileage is measured from the College to the destination and return. Mileage between an employee's residence and place of work is not reimbursed. When two or more passengers travel in one private automobile on official College business, only one employee may claim reimbursement for mileage. In addition to the standard mileage allowance, tolls and parking fees are also reimbursable expenses. Taxi/Limousine/Transporter Services The costs of taxis or other transportation to and from hotels, airports, or railroad stations in connection with business activities is reimbursable. The costs of limousine or transporter services are allowed as a reimbursable expense only if the cost is less than, or equal to, the cost of a customary taxi charge. Long-term airport parking is reimbursable but should be avoided when alternative arrangements for travel to and from airports will not exceed the cost of a roundtrip taxi or other transporter service. Rental Vehicles The use of a rental car should be justified as an economical and/or business necessity. Travelers will be reimbursed for the rental of a compact, economy, or mid-sized car. Travelers who choose to upgrade to a full-size, luxury, or sport utility vehicle will not be reimbursed for the difference in price unless the traveler provides a specific business or medical reason for the upgrade, which must be explained on the travel reimbursement form. Reimbursable items include the rental fee, fuel charges, tolls, and parking. Air Travel Travelers are expected to book the lowest-priced economy class rates available. It is the responsibility of the traveler to obtain the most economical airfare available consistent with the purpose of the trip. Whenever possible, travelers should take advantage of discounts and purchase airline tickets 30 days in advance, if possible. The College will not reimburse upgrades to Business and First Class seating. Travelers who choose to upgrade must pay the difference between the lowest priced nonstop economy class fare and the final fare. Complete documentation of such arrangements must be submitted with the travel reimbursement form. Air carrier selection cannot be biased by the traveler s frequent flyer affiliation. The lowest cost air travel must take precedence. The traveler may purchase their airline ticket and submit for reimbursement up to 180 days in advance or request that the Business Office purchase the ticket; however, the traveler is responsible for choosing the actual flight and departure times. The College will reimburse individuals for change or cancellation penalties imposed by the airlines provided the change or cancellation was caused by unavoidable circumstances. Individuals must submit supporting documentation with their expense report. 3
LODGING The College will not reimburse travelers for tickets purchased with frequent flyer miles. Personal vehicles may be used in lieu of commercial airline travel, if requested. Mileage will be reimbursed at the established current rate but should cost the College no more than the commercial coach/economy airline fare. Similarly, transportation by bus, train, or other means will be reimbursed for the actual cost but no more than the commercial coach/economy airline fare. Accounting for Savings by Early Arrival If an employee chooses to arrive early for a conference or meeting to take advantage of reduced airfare, the employee must reconcile the standard economy airfare with the reduced airfare, the additional hotel and meal expenses, and any other expenses that were incurred because of early arrival. This reconciliation should be submitted with the travel request form at the time the arrangements are being made. If an employee chooses to arrive early or stay at a location after a conference has ended for personal reasons, the employee will not be reimbursed for hotel or meals for the time not spent on College business. The College will pay actual room costs for each day that lodging away from home is required for business purposes. Travelers are entitled to accommodations that are suitably located and meet reasonable standards for safety, cleanliness, and comfort. Travelers should choose good quality, but reasonably priced hotels or motels and are required to take advantage of In-State Rates and special conference rates. In-State Rates can be viewed at http://www.state.wv.us/admin/purchase/travel/lodging.html. However, when attending a conference, travelers may stay at the conference hotel even if it is not the most economical option available. If there is a choice of hosting hotels, travelers are required to stay at the least expensive one. Reservations Hotel reservations can be made and paid for by the Business Office; however, the traveler is responsible for selecting the place of lodging based on the above guidelines and placing the contact information on the travel request form in the space provided. If the traveler chooses to make their own reservations after proper approval has been received, the travelers should ask if there is a discounted rate available. Note: When traveling on federally funded projects, travelers may request the hotel's government rate. Since hotel reservations are usually guaranteed to assure lodging for late arrivals, travelers are required to cancel these reservations in a timely manner to prevent no show charges. When requesting reimbursement, the original itemized hotel bill and the original receipt showing proof of payment must be attached to the travel reimbursement request form. The original receipt must contain the name of the traveler; the lodging date(s); the name, address, and telephone number of the lodging establishment; the per night cost; and, the total cost of lodging The following is a list of items that are non reimbursable expenses; in-room movies or pay TV; laundry; personal telephone calls in excess of $20 per trip; 4
MEALS personal toiletries; mini-bar refreshments; entertainment or recreational activities; and/or newspapers. Per Diem Employees traveling on College business are eligible for reimbursement for their personal meal expenses. Employees must submit receipts for their actual meal expenses. Actual meal expenses will be reimbursed only up to the maximum amount of the Per Diem Rate. All tips and gratuities are included in the per diem amounts. The daily per diem meal allowance for in-state and out-of-state travel will be based on the M & IE rate by city and state from the US General Services Administration current rates located at http://www.gsa.gov/portal/category/21287. The daily allowance will be based on hours and days away from the College. See example for daily allowances for Wheeling, WV below: The M&IE rates differ by travel location. View the per diem rate for your primary destination to determine which M&IE rates apply. M&IE Total One Day $46 Two $51 Three $56 Four $61 Five $66 Six $71 Continental Breakfast/ Breakfast $7 $8 $9 $10 $11 $12 Lunch $11 $12 $13 $15 $16 $18 Dinner $23 $26 $29 $31 $34 $36 Incidentals $5 $5 $5 $5 $5 $5 First & Last Day of Travel $34.50 $38.25 $42 $45.75 $49.50 $53.25 Exceptions -Conference Meals - Conferences frequently provide meals to attendees as part of the registration fee. The traveler is not entitled to a meal per diem allowance for meals that are included as part of the registration fee. The same is true for any meetings attended where a catered lunch is provided or where the traveler has been included on a list of attendees for a business expense lunch. Travel Settlement Forms must include the actual time of departure for the trip from the traveler s assigned campus and time the traveler arrived back to their assigned campus (or ended their College business if using personal time while on their trip.) 5
Determining Per Diem Amounts Per Diem is calculated using the traveler time of departure and time of return. The traveler is entitled to one day per diem for every twenty-four hour period; furthermore, in cases when the will not be gone for a 24-hour period, the traveler is entitled to reimbursement for breakfast expenses when the traveler leaves their assigned campus one hour prior to their start time and dinner expenses when the traveler returns at least two hour after their normal ending time. The breakdown of the per diem amounts by meal is to be used only to deduct meals that are provided at a conference or were paid as a business/entertainment expense. REGISTRATION FEES Fees or charges for attendance at conferences, meetings, seminars, and/or workshops, as well as event related materials, are reimbursable expenses to the traveler and shall be made according to the College s policies and procedures or placed on the purchasing card. Registration fees may also be direct billed to the institution when feasible. Receipts are required for reimbursement. The receipt/documentation provided by the event sponsor shall be sufficient for reimbursement. The traveler shall not receive an allowance or reimbursement for lodging or food that is included in registration fees. OTHER EXPENSES Travelers may incur other business related expenses for which reimbursement may be made if appropriate. Receipts or an itemized list is required. Such expenses and reimbursement may include, but are not limited to baggage handling and gratuities when using public transportation or conveniences (i.e. taxi, limousine, air porter services, or airport/rail curbside check-in), or when using a lodging facility that has portage (i.e., bell person ) services rather than a facility where the traveler is expected to carry her or his own luggage; baggage storage between appointments, and between hotels and meeting places; tolls, garage and parking fees, including gratuities; and, communication expenses such as: (1) local calls which include a surcharge; (2) long distance calls which may include toll charges and surcharges; (3) surcharges for long distance calls when the toll charges are direct billed; (4) computer access charges for laptops for business use only; and (5) business fax charges. FORM OF PAYMENT FOR BUSINESS TRAVEL Direct Billing Direct billing may be authorized by the appropriate Business Office representative. Items such as air fare, vehicle rental fees, lodging fees, parking fees, and registration fees can be direct billed to the College; however, this request must be indicated on the Travel Request Form. In addition, the traveler remains responsible for selecting flights and hotels prior to submitting the request form. The traveler is responsible for attaching to her/his final expense account settlement copies of receipts, invoices, documentation, etc. for any direct billed fee. 6
OTHER PROVISIONS Intercampus Travel College employees may be assigned to other campuses on a permanent, temporary or one-day basis. When this occurs an employee is not eligible for travel reimbursement. When an employee reports to duty at his/her assigned campus and leaves to go to another College location and then returns to his/her assigned location, the employee is eligible for travel reimbursement. International Travel Employees traveling internationally on College business are reimbursed for the same travel expenses as someone who travels domestically. They may also be reimbursed for passport fees, exchange rate fees, and other items necessary for conducting College business. Hotel receipts are required for both domestic and international travel. The receipt should state the dates of stay, room rate and applicable taxes, and any additional charges. A credit card receipt is not acceptable. Reimbursement amounts should be converted from foreign currency to US dollars before submitting the travel reimbursement form to the Business Office. The applicable exchange rate for the dates of travel can be found at: www.xrates.com. Receipts should have an explanation and translation in addition to being converted to US dollars. Post-Audits Travelers are liable for overpayments that may be discovered in a post-audit review of reimbursable expenses. Discovery of fraudulent practice by travelers while on authorized College business is cause for dismissal as well as other consequences that may be deemed necessary. 7
S c h e d u l e A Employee Name and Home Address Employee s Campus Department Trip Description - A copy of the conference agenda must be attached! Destination Place, Date and Time & Return Place, Date and Time. Travel times begin when traveler leaves his or her designated campus for departure and ends upon returning to the designated campus unless personal business is conducted in between. (Multiple trips can be included on one form.) Mileage Mileage is generally calculated as a round trip amount. Standard precalculated amounts are available for trips that originate in New Martinsville, Weirton, or Wheeling.. Meals All meal reimbursement should follow the guidelines outlined in the MEAL Section of this procedure. (MEALS) Tolls & Parking Receipts required. Fast Lane users may submit a copy of their monthly statement as a receipt with the appropriate dates and tolls highlighted. (OTHER) Registration Paid receipt and conference agenda required (OTHER) Hotels Itemized hotel bill (LODGING) Airfare Airline ticket receipt and copy of invoice. E-tickets submitted need receipt/itinerary. (AIRFARE) Other Expenses Other expenses that may not have a physical receipt associated must be itemized. The itemized sheet m u s t b e s i g n e d b y t h e t r a v e l e r to verify that they are legitimate expenses that were incurred. (OTHER) Expenses paid for by the Business Office The traveler is responsible for submitting all receipts that where paid for by the Business Office to the Business Office immediately upon return. The traveler should maintain a copy of these receipts to be submitted with their Travel Settlement Form. All expenses paid for by the Business Office, whether in advance or at the time of the trip, should be itemized in the Expenses Billed to the State section on the Travel Settlement Form and copies of the receipts should be attached. 8