Travel Expense Reimbursement Policy

Policy

Each traveler will be reimbursed for all necessary and reasonable expenses incurred in connection with approved travel on Berea College business, subject to the limitations set forth in this statement of the Travel Expense Reimbursement Policy. All reimbursable travel must be authorized and approved by the individual having budgetary responsibility for the department or budgetary unit against which travel will be charged. Each request for reimbursement will be made by completing the Berea College Travel Expense Report.

The Purchasing Card is the preferred method of payment for travel expenses. ATM cash withdrawal privileges are available, use the Purchasing Card for cash advances when not in the vicinity of the College. (Please refer to the Berea College Purchasing Card Policy when using a Berea College purchasing card for advances and follow all applicable procedures.)  To keep fees to a minimum, no ATM withdrawals should be made from Berea locations; request cash advances from the Student Service Center or check advances from the Office of Financial Affairs. Travel advances are an accommodation for the purpose of defraying expenses inherent to travel and accordingly should be kept to a minimum. 

A travel advance may be requested upon authorization of the individual responsible for the department or budgetary unit. Requests for travel advances must be made on the Travel Advance Form and submitted to the Office of Financial Affairs at least two business days prior to the departure date for a check advance. Include a detailed explanation for requesting the advance. The Travel Advance Form must be authorized and approved by the individual responsible for the budgetary unit. Upon return to Berea College, return promptly any remaining cash advance monies to the Cashier along with the Berea College Travel Expense Report.

Accommodations, Taxes, Modes of Travel

Travelers should use standard accommodations for travel, hotels or motels, rental automobiles and restaurants. It is anticipated that travelers will utilize special educational discount rates whenever possible to minimize the dollar expenditures for travel. 

Tax exempt certificates are accepted at many hotels and are available from the Berea College Purchasing Department. Berea College is recognized as a tax-exempt institution in several states other than Kentucky--contact the Purchasing Department for more information. Berea College is not exempt from such taxes as tourism and city taxes.

Information provided for “Purpose” and “Explanation” on the Berea College Travel Expense Form must be detailed, and in cases where expenses (e.g., meals) are for more than one person, any guest(s) must be identified. Reasonable expenses in lieu of lodging (e.g., a host gift) will be permitted with proper approval from the individual having budgetary responsibility for the department or budgetary unit against which the expense will be charged.

The most economical and practical means of available public transportation will be used at all times (e.g., coach class airfare).

Occasionally, personal automobiles must be utilized for travel. When a personal automobile is used, the current mileage rate applies. This rate may be obtained from the Office of Financial Affairs and covers the cost of gasoline, oil, maintenance, depreciation and insurance; however, toll and/or parking charges will be separately reimbursed. Actual odometer miles are to be used to determine mileage.  Personal side trips (while traveling on Berea College business) will not be reimbursed and are not to be included in mileage reimbursement.

When an employee travels on official business for Berea College and is reimbursed according to these travel regulations, the mileage allowance indemnifies Berea College from any liability occasioned by the use of the car by the traveler. Berea College’s liability insurance coverage is therefore secondary to any insurance coverage provided by the employee.

Reimbursements, Valid Expenses, Travel Expense Report

Upon completion of the travel, the Travel Expense Report must be submitted within 10 business days to the Office of Financial Affairs for settlement. The Travel Expense Report must be approved by the individual having budgetary responsibility for the department or budgetary unit against which the travel will be charged and will also be reviewed by the Office of Financial Affairs.

Original receipts for any expense incurred by personal credit card or cash greater than or equal to $15.00 must be attached to the Travel Expense Report. 

Hotel and motel accommodations will be reimbursed for the employee at the single rate, less any expense for movies or other personal items. Expenses for spouse, dependent and/or companion traveling with the employee will not be reimbursed and are the personal responsibility of the employee.

Meals will be reimbursed for the employee (including a 15% gratuity) within reason. Alcoholic beverages will not be reimbursed. (If alcoholic beverages are business or entertainment related, please adhere to the Policy for Use of College Funds for Meetings and Entertainment.) The College reserves the right to judge reasonableness of meal costs based on the area traveled and other guidelines.  Detailed meal receipts are to be submitted with expense reports.

For any meal or other event that includes expenses for others in addition to the traveler, include descriptions of others and a valid reason for the meal or event. In addition, include a detailed explanation for any unusual expenses and for any expenses not specifically itemized on the Travel Expense Report.

Reasonable miscellaneous incidental expenses incurred by employees that are attributable to the trip will be reimbursed.  Examples include, but are not limited to, the following: