Series: 200 Administrative Services
Section: Travel and Reimbursement of Expenses
Cross-Reference: Reimbursement of Travel Expenses Policy 216.01
Applicability: This Operating Procedure applies to all Johnson County Community College (“赌钱app可以微信提现” or the “College”) Overnight Travel.
Purpose: The purpose of this Operating Procedure is to establish procedures for approval and reimbursement of Overnight Travel and explain reimbursable expenses.
Definitions:
“Overnight Travel” means College-related travel greater than 50 miles from the employee’s 赌钱app可以微信提现 work location that includes an overnight stay.
Procedures:
I. Travel Authorization and Approval:
A Travel Request must be completed in the College’s travel and expense reimbursement system prior to the departure date. The Travel Request must include estimated costs, purpose of travel and a copy of the official conference or meeting materials documenting scheduled dates of the event. The sufficiency of detail and supporting documentation in the Travel Request, business justification, and amount for each of the proposed travel expenses will be considered by the appropriate supervisor and budget administrator(s) when approving or denying a Travel Request. Additional approvals by the Office of Procurement Services may be required. Travel outside the 48 contiguous U.S. states requires approval of the President or designee. Any subsequent changes or additions to a previously approved travel request may require additional approvals.
If a trip is canceled, the traveler should cancel the request in the College’s travel and expense management system. If any non-refundable expenses have been paid by the traveler, a Travel Expense Report must be submitted to receive reimbursement. The traveler is responsible for obtaining all available refunds prior to requesting reimbursement.
II. Expenses Covered:
A. Transportation.
- The mileage from the traveler’s 赌钱app可以微信提现 work location to the travel destination if traveling from 赌钱app可以微信提现 work location; or
- The mileage from the traveler’s home to the travel destination if traveling from home.
B. Lodging. Expenses for reasonable hotel or other lodging arrangements are reimbursable. Hotel reservations may be booked through a conference website when applicable. When traveler is accompanied by a companion, the lodging reimbursement will be at the single rate or actual expense incurred, whichever is less. Reimbursement for lodging within a 50-mile radius of the employee’s 赌钱app可以微信提现 work location will be allowed only when pre-approved by Procurement Services as a necessary part of a conference or meeting. Each traveler is solely responsible to ensure that any accommodation is adequate, safe and falls within the scope of all applicable 赌钱app可以微信提现 travel policies and operating procedures. As with any accommodations set up directly between the traveler and the lodging entity or individual, the College will not be responsible for or get involved with any disputes resulting from the stay.
C. Daily Allowance for Meals and Incidental Expenses. The College will reimburse meals and incidental expenses utilizing a daily allowance (per diem) method, according to rates published by the General Services Administration (GSA). The daily allowance will be prorated on the first and last day of College-related travel based on time of departure and return. Incidental expenses (e.g., meal gratuities, snacks, hot and cold beverages, candy, gum, and fees and tips given to porters, baggage carriers, and hotel staff) are included in the daily allowance and thus are not separately reimbursable. Itemized receipts are not required for meals and incidental expenses during Overnight Travel. If meals are provided at no charge to the traveler, the daily allowance will be reduced by the corresponding amount.
D. Registration Fees. Fees for attendance at a conference are reimbursable expenses.
E. Miscellaneous Expenses.
6. Gratuities: Gratuities for meals and tips given to porters, baggage carriers, and hotel staff are part of the daily allowance and thus are not separately reimbursable. Reasonable gratuities (i.e., no more than 20% of the price or fee) related to other types of reimbursable expenses (such as ground transportation) are reimbursable.
III. Travel Expense Payment Options:
The traveler is generally responsible for making all necessary reservations related to the trip after receiving notification that the Travel Request has been fully approved. Travelers can book travel utilizing the following methods:
A. 赌钱app可以微信提现 Travel Credit Card. The College may issue a 赌钱app可以微信提现 Travel Card in the traveler’s name which allows approved reimbursable expenses to be charged to the Travel Card and billed directly to the College. With the exception of certain group travel, which is typically booked through the College’s official travel agent, travel expenses should be booked and paid with the traveler’s own College-issued Travel Card. Any non-reimbursable, unapproved, or undocumented expenses charged to a Travel Card are the personal responsibility of the traveler and must be repaid to the College.
B. Payment by the Traveler. Expenses paid for by the traveler will not be eligible for reimbursement until after the trip is completed and the Travel Expense Report is submitted to the College with all required receipts and documentation.
IV. Travel Expense Report and Reimbursement:
Within 30 days following the return from a trip, the traveler must submit a Travel Expense Report in the College’s travel and expense reimbursement system. The amount and justification for each expense must be approved by the appropriate supervisor and budget administrator(s). Additional approvals may be required by Accounts Payable. The traveler must submit itemized receipts with the Travel Expense Report for all reimbursable expenses, other than meals and incidental expenses, which are included in the daily allowance. A credit card statement is not acceptable in lieu of an itemized receipt. If a traveler loses or does not receive an itemized receipt, they must complete a Missing Receipt Affidavit, available in the College’s travel and expense reimbursement system; otherwise the reimbursement will be reduced by an amount equal to the value of any missing itemized receipt(s). The College reserves the right to refuse reimbursement in the event of excessive submissions of Missing Receipt Affidavits, based on the number of times used or the dollar amount.
V. Other Factors Affecting Reimbursement:
A. Personal Travel. If a portion of the travel is classified as personal at the beginning or end of the trip, the day of departure is defined as the period not to exceed 24 hours prior to the official start of a conference or meeting. The day of return is defined as the period not to exceed 24 hours after the official end of a conference or meeting.
B. Grants and Contracts. Travelers whose travel expenses are to be charged to a grant or contract must follow College procedures unless specific terms of the sponsored agreement further limit expenditures.
VI. Exceptions: Exceptions to this Operating Procedure may be approved by a vice president over Finance and Administrative Services or designee.
Signature on File in Policy Office
President
Revised: 05/24/2011, 08/14/2014, 09/25/2014, 09/24/2019, 04/20/2023