Expense Reimbursement

Expense Reimbursement

Travel Expense Reimbursement

Day Trip Reimbursement

  • Travelers on business trips lasting one day or less, but more than 35 miles from their official station and place of residence, may be reimbursed for breakfast and/or dinner based on departure (before 7 a.m.) and return (after 7 p.m.) times. Day trip meal reimbursements are reportable as taxable income to the IRS.
  • Travelers without meal receipts are reimbursed $5.00 for breakfast and/or $12.00 for dinner.
  • Travelers with meal receipts are reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area of travel.

Overnight Travel Reimbursement

Employees may choose one of two different methods to be reimbursed for lodging and meals, whichever is to their advantage. Travelers may not, however, combine the two methods on the same overnight trip. An overnight trip is defined as dinner, lodging, and breakfast the following morning. Only breakfast and dinner are reimbursed; lunch is not.

  • Un-receipted Lodging (Method 1) *LINK • Receipted Lodging (Method 2) *LINK

Miscellaneous Expenses

Only actual, reasonable, and necessary business-related expenses will be reimbursed, and such expenses must be properly indicated, documented, and justified on the Travel Voucher AC132-S.

Reimbursable Miscellaneous Expenses

  • Telephone calls
  • Internet connection fees
  • Baggage transfer and storage expenses
  • Supplies and materials
  • Laundry expenses (for foreign travel only)

Non-reimbursable Miscellaneous Expenses

  • Speeding fines
  • Parking tickets
  • Laundry expenses (for non-foreign travel)
  • Entertainment (example: theatre tickets, in-room movies)
  • Hotel cancellation fees for no shows (unless justification is approved by the college’s finance officer)
  • Social activities such as sightseeing and golf outings provided at a conference/seminar that incur an additional charge/fee are considered personal expenses.
  • Other personal charges

If you have any questions about what is considered a reimbursable expense, please contact the Purchasing and Accounts Payable office prior to your trip. If an unexpected expense occurs, always provide an explanation/justification with the original receipt and submit it with your Travel Voucher AC132-S to assist in determining if the expense will be reimbursed.