The purposes of the Bristol Community College Travel Policy is to:
- Provide uniform requirements and procedures regarding approval and control of travel by employees on college business and to establish guidelines for the management of travel expenditures
- Ensure compliance with applicable state and federal laws
- Ensure fairness for both the Bristol Community College employee and Bristol Community College
The Travel Policy pertains to all employee travel expenditures by Bristol Community College on college business, regardless of source of funds.Travel reimbursement is for travel to meetings, conferences, etc. and is not allowable for incidental trips for supplies, etc. If you have any question concerning allowable travel reimbursement, please contact the Accounts Payable Department.
Travel expenses for non-college employees such as consultants, speakers, lecturers, visiting professors, candidates for positions, and students are reimbursed in accordance with contracts for services and vendor payment procedures.
When traveling to and from institutional business activities, actual expenditures for transportation, including bus, railroad, airline, subway, taxi and personal auto should be reimbursed to the extent that these expenditures exceed the normal daily cost of commuting to and from the institution. Where practical, the least expensive mode of transportation should be selected.
When traveling on institutional business, staff members should live and conduct business in a cost-efficient manner which is both comfortable and safe. Where appropriate and available, discount rates on hotel and motel stays should be used. Business meals, including food and beverage expenses, must be reasonable and appropriate under the circumstances. Examples of reasonable expenses include:
- Meal expenditures which have a clear business purpose
- Meals while traveling out of town on institutional business
- Expenditures for the purpose of recruiting potential employees
Business telephone calls while on travel are allowable when proper documentation of such calls is presented. Personal calls are not reimbursable. Tips for business meals(not per diem meals), taxi services, etc. are allowed as long as prudent judgment is used. Tips exceeding 20% will not be reimbursed by the college.
Expenditures of a personal nature, unreasonable or excessive expenses, and those not specifically related to the conduct of institutional business are not reimbursable. The following are indicative of the type of expenses that will not be reimbursed:
- Excessive or extravagant costs (e.g. exclusive restaurants)
- Tips on per diem meals (tips are part of the per diem amount)
- Personal entertainment
- Travel insurance in excess of the amount automatically provided by the institution and Commonwealth
- Fines for traffic or parking violations
- Insurance for a personally owned car
- Articles stolen from a personal or rental car
- Briefcases and luggage
- Expenses incurred in connection with personal business
- Any unexplained expenses
Travel Voucher Form
A comprehensive Travel Voucher Form must be filed for each trip. All Travel Voucher Forms must have the signature of both the traveler and their supervisor. Requests for travel reimbursement must be submitted within 45 days after the traveled date.
Expense documentation should include:
- Date, city, restaurant, and description of meal (lunch, dinner, etc.)
- Itemized food list
- Names(s), company, affiliation(s) and business relationship(s) of person(s) in attendance
- Business purpose and benefit to the institution for incurring the expenses
- Amount spent
- Business meals must be documented by an original receipt (any meal not accompanied by a receipt will be reimbursed at the Commonwealth’s per diem rate for meals)
The Travel Voucher Form should reflect the cost of registration at a convention or meeting, transportation including local transportation, lodging, meals, and miscellaneous costs. All Travel Voucher Forms must have proper receipts attached including documenting parking and toll receipts. The only exception to this rule is for breakfast, lunch, and dinner when the traveler can submit for the college approved per-diem rates. All charges, other than the basic room charge and tax, such as meals or phone calls, should be separately identified on the Travel Voucher Form. For reimbursement of business meals, the proper Food/Refreshment Request Form needs to be completed.
If one or more cost items have been paid separately by the institution (e.g. airfare), the cost item should be reported on the Travel Voucher Form, noted as paid and an original receipt of the airline ticket or other invoice attached to the Travel Voucher Form. Adequate conference registration documentation should be attached to the Travel Voucher Form to demonstrate the extent to which meals were included in the registration fee. Business telephone calls while on travel are allowable when proper documentation of such calls is presented. Personal calls are not reimbursable. Tips for business meals(not per diem meals), taxi services, etc. are allowed as long as prudent judgment is used. Tips exceeding 20% will not be reimbursed by the college.
Travel Voucher Form (accessed from Bristol Community College Forms directory under Outlook’s public folders)
Bristol Community College Travel Policy(accessed from Bristol Community College Forms directory under Outlook’s public folders)
Accounts Payable Department