Travel Policy: Grant Partners
Externally Sponsored Programs
Travel Policies for Grant Partners
Scope: Berea College Externally Sponsored Programs Grant Partners
Effective Date: November 1, 2012
Purpose: To provide guidance for travel procedures and allowable reimbursements for Grant Partners working with the Berea College Externally Sponsored Programs
Grant partners traveling to conferences, trainings or meetings may request reimbursement from appropriate grant accounts for normal and reasonable travel and travel-related expenses incurred for a grant-related business purpose.
Partners will fill out a travel form located online at:
Turn the travel form in to your grant contact.
For the purposes of this policy, there are two types of travel: National Travel and Local Travel.
For the purposes of this policy, national travel is defined as any travel where an overnight stay is necessary. This includes overnight instate travel. Prior to making travel arrangements, national travel costs such as conference fees, lodging and transportation should be coordinated with the Berea College Grant Project Director.
Any out-of-pocket expenses for meals or transportation costs to and from approved events will be reimbursed directly by Berea College to the person traveling. Travel reimbursements should not be processed through the partner’s employer unless prior arrangements are made. Partners may not count reimbursed travel costs toward match.
Transportation during National Travel
Partners will be reimbursed for transportation costs to and from the hotel or to and from the conference site when lodging is not in the conference hotel. Additionally, partners will be reimbursed for necessary transportation costs for taxis, rental vehicles or public transportation to obtain meals when there are not affordable restaurants in or near the hotel. Shared transportation is preferred and partners should indicate the persons traveling, the reason the transportation was necessary and the destination on all transportation receipts. One piece of luggage per partner is approved as checked baggage. Checked bags in excess of one (1) must be paid by the partner. Transportation for personal benefit such as sightseeing is not allowable.
Lodging During National Travel
In the interest of sound stewardship of the College’s travel funds, partners of the same gender from the same organization may be asked to share lodging. Shared lodging is not a requirement and requests for single lodging may be made in advance of the travel commitment. Lodging expenses in excess of $150 per night must be approved in advance by the Director. Travelers with flights leaving before 8 a.m. or who live more than 50 miles from the airport are eligible for overnight accommodations the evening prior to the flight.
Meals During National Travel
Meals purchased during national travel must meet the following conditions:
- A meal was not provided through the conference. A conference agenda should be attached to the travel expense report when meals are claimed. If the conference registration includes meals, partners will not be reimbursed for food costs.
- An original itemized receipt is obtained and submitted with the travel report.
- The cost of the meal is below the Externally Sponsored Programs maximum cost standard discussed below:
- Breakfast should not exceed $18 per person including all non-exempt taxes and gratuities.
- Lunch should not exceed $25 per person including all non-exempt taxes and gratuities.
- Dinner should not exceed $42 per person including all non-exempt taxes and gratuities.
Maximum meal cost standards are not meant to encourage partners to order a higher priced meal. Partners are asked to be good stewards of funds and to make prudent choices regarding meals. Costs for room service should be limited and must include an explanation as to why room service was the most economical choice or how room service was for the convenience of the college. Cost standards are based on the average meal prices for typical conference locations such as San Francisco, New York and Washington DC.
National Travel Expense Reports
A separate travel expense report is required for each national travel activity. Original receipts should be attached to the travel report with other supporting documentation such as a conference agenda.
Travel expense reports for national travel should be submitted to the Project Director by the last day of the following month. For example, a reimbursement for any travel in June must be submitted by July 31st. Reimbursement requests submitted after this timeframe will be forfeited. Facsimiles or copies cannot be accepted for travel reimbursements and originals are required.
National Travel with Family/Companion
Members of a partner’s family may accompany the partner during national travel at the discretion of the Director. Considerations for approval include the type of training, the course agenda, whether shared lodging is necessary, and the role and responsibilities of the employee during the conference. Requests for traveling with family/companion should be made well in advance of the travel.
Although lodging is paid for the partner, payment from grant funds for other expenses associated with the spouse/companion travel is prohibited. All travel costs for the spouse/companion must be separated from the partner’s cost. When travel by car is for the convenience of the traveler, the mileage reimbursement cannot exceed the cost of coach round-trip airfare. An airfare quote obtained by Operations must accompany the travel report and should be requested at least 3 weeks prior to the trip.
Local travel includes any travel where an overnight stay is not required.
Mileage Reimbursements for Local Travel
When more than one partner from an organization is traveling to an event, partners working for the same organization in the same area should carpool. Mileage reimbursements will not be paid to more than one partner from the same organization unless prior approval has been given by the Director. Partners must determine in advance who will receive reimbursement. Partners will be reimbursed from their beginning location.
Meals for Local Travel
Meals for local travel will not be reimbursed except in cases where the partner is away from home past 8 p.m. or where prior approval has been given by the Director. In no case will breakfast expenses be reimbursed for local travel. When the Director has given approval for other meals, the per person cost should not exceed the maximum cost standards outlined in national travel section.
Local Travel Expense Reports
Local travel for a month must be combined on one travel report. Original receipts should be attached to the travel report with supporting documentation for each event. Supporting documentation includes sign in sheets, student activity reports, meeting agendas, Mapquest for mileage confirmation, or email thread scheduling the event.
Requests for monthly reimbursement for local travel should be submitted to the Project Director by the last day of the following month. For example, a reimbursement for any travel in June must be submitted by July 31st. Reimbursement requests submitted after this timeframe will be forfeited. Facsimiles or copies cannot be accepted for travel reimbursements and originals are required.
The College will reimburse reasonable gratuities. The following are suggested guidelines:
Airport porters: $1/bag
Hotel bellhop: $1/bag
Chambermaids: $1/night and $1 for special services (extra towels, hangers, etc.)
Restaurant waitstaff: 18%
Taxi drivers: 15%
Because most partners are tax-exempt, partners who are traveling are responsible for requesting tax exemption in states where a tax exemption agreement is in place. Berea College will not reimburse for sales tax if the partner has a valid tax-exemption certificate.
Alcohol is not a reimbursable expense and should not be listed on any travel reports or receipts.