BAY de NOC COMMUNITY COLLEGE PERSONNEL POLICIES AND PROCEDURES

Originator:    Board of Trustees

Revision Date:

Subject:        Expenses

401                 TRAVEL POLICY

It shall be the policy of Bay de Noc Community College to reimburse employees for the expenses of travel including the cost of transportation, meals, and lodging, provided such travel is approved and performed in the course of conducting college business.

 PROCEDURE:

401.1  Activities which normally justify the reimbursement of travel expenses include the attendance of business meetings, conventions, seminars, or other selected educational functions related to the employee’s job.  All employees must obtain approval from their supervisor before embarking on such travel.

401.2  Employees are expected to exercise prudence in their selection of transportation. For trips involving shorter distances, employees may use a college car or their own car.  If employees wish to use their own car for a trip of 200 miles or more, the amount reimbursed is not to exceed the amount the trip would cost if coach air transportation were used.

401.3  All employees normally are expected to travel coach or economy class and to stay and eat in moderately priced establishments while traveling on college business.

401.4  Under normal circumstances, all travel arrangements for transportation and lodging should be made through a local travel agency.

 401.5  A cash advance for expenses of approved travel may be obtained when unusual circumstances exist.  Upon completion of the travel, the employee must fill out a travel voucher and attach supporting receipts.  The amounts claimed, less the cash advance, must be approved by the supervisor before submitting the travel voucher to the business office for payment.

401.6  Employees will not be reimbursed for the expenses of entertainment while on a business trip unless the entertainment has a bona fide business purpose.

401.7  Employees will not be reimbursed for the travel expenses of their spouse unless the presence of the spouse on the trip is deemed necessary.  Employees planning to seek reimbursement for their spouse’s travel expenses must obtain the approval of their supervisor prior to the trip.

401.8  Travel to the initial workstation will not be reimbursed except under unusual circumstances or as defined in the master agreement. 

401.9  Development funds for faculty travel will be paid 50% before the trip is taken and 50% upon furnishing documentation and a report of the trip.

401.10  In driving off campus to a work assignment, no mileage payment will be due if the teaching station is located closer to the employee member's house than the distance from the employee member's house to campus.  If the work station is further than that distance, the rate will be equal to the rate approved by the Internal Revenue Service for business mileage.