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| Lansing
Community College Travel Policy |
- GENERAL
POLICY
- Application
These guidelines are intended to define the area for which LCC employees may receive
authorization to expense travel for professional development, training purposes,
or otherwise conduct business on behalf of the College. It provides a common set
of guidelines to administer and control such expenses, to standardize both the
documentation and application of such expenses and to meet the reporting requirements
of the Internal Revenue Code. These guidelines also apply to non-College employees
whose travel costs are paid by the College (e.g. speakers, consultants, athletic
teams, and other College guests).
Decisions regarding the use of travel funds
will be made by the individual units of the College. However, travel policies,
procedures, regulations and reimbursement rates apply to all College travel regardless
of source of funds.
- Eligibility
All employees, persons who are invited to the
College or who are asked to travel for the College, students employed by the College
or representing the College in intercollegiate athletics, scholastic or competitions
and other sanctioned College events are eligible to travel. Exceptions must be
approved in advance by both the Divisional office of the department making the
travel request.
Non-resident alien travelers must have appropriate visa status
to permit College payment or reimbursement of documented travel expenses for travel
within the U.S. Those entering the U.S. with a B2 visa status may have their travel
expenses either reimbursed by the College or paid on their behalf only if they
are in conformance with the limitations imposed by the Immigration and Naturalization
Service. Persons requesting reimbursement who are in the U.S. under a B2 visa
status must provide a completed LCC form "Certification for International
Visitors Entering the U.S. With B1/WB1 or B2/WB2 Visa Status" - Authorization
- All
Travel Requests must be electronically authorized or approved in advance of departure
by the employee's supervisor or designee. Each traveler must have a separate authorization,
which includes all funding sources. The form provides evidence that the traveler
is on College business and may be critical in the event of an insurance claim,
worker's compensation claim or other litigation. The electronic authorized travel
request will be forwarded to Passageways Travel.
- If
reimbursement is requested, an expense report must be approved electronically
by the employee's direct supervisor or designee. The expense report is electronically
forwarded to Accounts Payable for reimbursement.
- For
persons who travel in-state on a regular basis for the same purpose which is within
the prescribed scope of their duties, or when several related in-state trips are
to be made by the same person during a short period of time, it is not necessary
to prepare an authorization for each trip. In instances as those noted above,
the following procedures are prescribed:
- An
authorization form or letter outlining the reasons for and extent of the authorization
of the trips should be completed and kept on file in the departmental office before
departure to document that the traveler is on College business.
- Whenever
reimbursement is requested, an expense report must be completed and any required
receipts will need to be submitted.
- Limitations
and Exceptions
- For
purposes of clarity, the following definitions will apply:
- Local travel is defined
to include travel for which the destination is within the prescribed LCC tax district
(e.g. Ingham, Clinton, and Eaton counties).
- In-state
travel is defined to include travel for which the destination is outside the local
LCC tax district, but within the state of Michigan.
- Out-of-state
travel is defined to include travel for which the destination is outside of the
state of Michigan.
- Domestic
travel is defined to include travel for which the destination is within the 48
contiguous U.S. states, as well as U.S. protectorates within the Caribbean (Puerto
Rico, U.S. Virgin Islands) and areas within Canada and Mexico that are within
300 miles of the U.S. border (may vary by grant limitation). For policy purposes,
Alaska and Hawaii and U.S. protectorates in the Pacific (American Samoa, Guam)
are considered domestic destinations; however, they have separate tax regulations
applied to air travel.
- International
travel is defined to include travel outside of the United States and its protectorates,
as well as travel to areas within Canada and Mexico that are more than 300 miles
from the U.S. border.
- College
business travel is defined to include any travel paid for, through reimbursement,
out of an LCC account, including grant and agency accounts. When travel is funded
by a grant, contract, or sponsored program, the use of travel funds will be governed
by the more restrictive of the grant, contract or College policies.
- Foreign travel
authorizations, when funded by a grant or contract, must be approved by the Vice
President of Academic Affairs, Chief Financial Officer or designee.
- College employees are responsible
for out-of-pocket expenses for both domestic and foreign travel and must request
reimbursement via an expense report using original receipts if required.
- In order to minimize
institutional loss, good judgment should be used in deciding the number of employees
representing one area or function who may travel on any single conveyance.
- Expenses attributable
to personal travel, or spouse/companion travel are not reimbursable.
- Reimbursement is generally
limited to actual cost of business related expenses, except for mileage and per
diem meals (travel allowance). Separate meals may not be expensed when included
in the price of a conference or other attended event, when offered en route on
a conveyance, or when included in the standard price of accommodations.
- Sabbatical leave travel
can be approved if a travel plan related to the sabbatical leave assignment is
submitted.
- When
a trip is changed or canceled the traveler must notify both the College's designated
travel agency and the Accounts Payable unit immediately. For airline tickets issued
on a discounted fare, the airlines will generally not refund the cost of the ticket,
but may allow the value to be placed against future travel (minus an administrative
fee) if the change is made prior to the initially scheduled departure date. Service
fees incurred in the normal course of doing business are reimbursable. Fees incurred
by the traveler through negligence, personal choice, or carelessness of the traveler
are not reimbursable.
- Travel Program
Administrator
The LCC Travel
Program is designed to provide improved service to faculty and staff who travel
on College business, while simultaneously reducing costs. The Accounting Department,
in conjunction with the Purchasing Department, coordinates the LCC Card program
and works closely with the designated travel agency.
Questions about LCC's
travel policies and procedures, reimbursements and travel related issues should
be directed to:
Megan L. Garrett
Accounting Manager
MC 7110
517-483-1719
- Telephone
517-483-9875 - Fax
garre12@lcc.edu
Questions or feedback
on travel vendor contract and performance, or the LCC Card should be directed
to:
Beckie Beard
Director of Purchasing
MC 7130
517-483-1790
- Telephone
517-483-5289 - Fax
beardb@lcc.edu
Back to Table of Contents
- LCC Card
Lansing Community College utilizes National City Bank
Commercial VISA Card to provide institutional card travel services to College
travelers. Individual credit cards are issued to eligible employees who travel
on behalf of the College. The card is restricted to business purposes only and
has no annual fee.
Faculty, Administrative Professionals and Support Staff
who are expected to travel at least once per year on behalf of the College are
eligible for an LCC Card. Applications are available on the College Purchasing
Department website: http://www.lcc.edu/purchasing/card_information/index.htm Divisional
Budget Administrators, Supervisors, and Purchasing Department identify candidates
based upon specific circumstances.
After an employee is identified as a candidate
for an LCC Card, the Supervisor is responsible to submit the necessary documentation
to the appropriate Divisional Budget Administrator.
Back to Table of Contents
- Designated
Travel Agency
LCC's consolidated
travel management program contracts with Passageways Travel as the College's designated
travel agency. Travel management consolidation was adopted to provide LCC business
travelers and travel arrangers with a significantly improved travel program that
provides better service and reduces costs. All travel-related arrangements, reimbursable
by LCC, that require ticketing or confirmed reservations are to be made through
the designated travel agency (or through either the agency's website or their
emergency reservations). This includes all air, rail, lodging, or car rentals.
Exception to this is lodging as part of a conference package.
The use of a
personal vehicle for transportation that results in a higher cost in mileage reimbursement
than using another source to travel shall have justification submitted in writing
and signed by the supervisor.
Under the terms of LCC's contract, the designated
travel agency may make a reservation and arrange payment of any travel-related
service paid for with College-managed funds. The travel agency is not the policy
enforcement arm of Lansing Community College; however, they are required to report
any deviation by employees from these guidelines.
LCC's designated travel
agency is a full-service travel agency offering College travelers and travel arrangers
a one-stop-shop and can be accessed in a number of formats:
Passageways Travel
3032 Lake Lansing Road
East Lansing, MI 48823
517-353-9898 - Local call
within the LCC tax district
517-432-7400 - Fax
800-684-7384 - Toll free
in North America
877-272-2941 - 24/7 Emergency Reservations Service
lcc@pways.com
- E-mail
http://lcc.pways.com/contact_us.html - Web site
- Employees can call or fax
the agency Business Travel Services Center
-
Reservations can also be requested via e-mail at lcc@pways.com
- When making travel arrangements
outside of normal business hours (8am-6pm Eastern Time, Monday -through Friday),
travelers having a pending reservation or a profile on record may use Passageways
Travel's 24-hour Emergency Reservations Center. However, there is a nominal additional
charge for this service, so it should only be used when other options are not
available.
-
Travelers also have the option of using the Resx 24/7 online booking engine,
audited by Passageways Travel. The Resx engine is embedded on the LCC page.
If you have filled out a profile you can log on immediately, or go into the tutorial
for information on how to get started.
- Traveler Preference
Profile Form
To expedite
processing of travel reservations and to ensure accuracy of all travel requests,
LCC travelers should complete a Traveler Preference Profile form. Profiles provide
a readily accessible (electronic) guide to important billing information, as well
as personal traveler service preferences.
A Traveler Preference Profile template
can be found on LCC's Travel Center web page. The Traveler Preference Profile
may be completed and submitted for reference by the designated travel agency.
LCC travelers are reminded to submit updates whenever their profile information
changes (e.g., phone number, address, change departments, etc.).
Back to
Table of Contents
- Reimbursement
- Original
receipts and original ticket stubs or online priced itineraries are required for
reimbursement of all travel expenses. If receipts have been lost, the employee
must document the circumstance surrounding the situation. Expenses not sufficiently
documented will be the responsibility of the employee.
- Travel
reimbursements will be based on travel by the usual direct route for the authorized
mode of travel. If the traveler plans to use a less direct route or more expensive
mode of travel than authorized, bearing the extra costs him/herself. Additional
cost resulting from stops for personal reasons will not be reimbursed.
- When changes in travel
plans require cancellation or revision of restricted (nonrefundable) airline tickets,
the reason for the change must be documented on the expense reports.
- If an employee
is unable to travel because of illness on the dates originally ticketed, or if
an employee had an illness within his/her immediate family (spouse or children)
on the dates originally ticketed, the employee is eligible for departmental reimbursement.
- If an employee
had a death in his/her family on the dates originally ticketed, the employee is
eligible for departmental reimbursement.
- If
the Division Administrator requests the employee to be performing other duties
on the dates originally ticketed, the employee is eligible for departmental reimbursement.
When the scheduled LCC reimbursed trip is not taken, the nonrefundable airline
ticket still has a "value" if changes are made prior to the scheduled
departure of the first affected air segment. - Tips
for taxi or limousine service and business meals are reimbursable. The Expense
Report must note:
Business
purpose of expense
- Amount
of expense
- Date
of expense
- Place
of expense (name, address, city, state)
- Names
, titles, and business relationship of entertained guests
- Notation
of business subjects discussed
- Travel Reimbursement
Procedures
- If reimbursement is requested,
travel expense claims must be itemized and submitted by expense report within
ten business days for domestic travel and within thirty calendar days for international
travel per the travel policy.
- Travelers
will be reimbursed actual expenses directly involved with travel, based upon receipted
expense reporting. Receipts are required for designated expenses and must be submitted
with the expense report.
- Expense
reporting must show detailed itemization of the travel, type, and cost of the
accommodations used. If claiming expenses for business guests, give name(s) of
person(s), position(s) and specific business purpose.
- Meal
per diem (travel allowance) will be paid. For each business trip, per diem (travel
allowance) is reimbursable for partial travel days that bracket an overnight stay.
- Tips for taxi
or limousine service should be listed on the expense report with other transportation
expenses and notated in the "Comments" section.
- Tips
for meals are included in daily meal per diem (travel allowance).
- In case of indirect routing
for personal reasons, the extra transportation costs will be at the traveler's
expense and the additional time should be charged as vacation.
- Travel
reimbursement will occur by check or direct deposit. LCC travelers who have elected
direct deposit for payroll will also receive their travel reimbursement by this
method. The payee's direct deposit reimbursement will be deposited to the bank
account specified on their "Direct Deposit Authorization" form on file
in the Accounting Department.
- Travel
Under Contract, Gift or Grant Funds
When travel is funded under contract, gift or grant funds, all requests for
authorization and reimbursement must be in accordance with the regulations of
the College, or research grant or contract, whichever is the most restrictive.
Travel must be restricted to those who are closely associated with the contract,
gift or grant. Unit administrators and deans must make sure that travel requests
clearly state the relationship of the travel to the contract, gift or grant. Expenditures
disallowed for failure to conform to contract gift or grant regulations are charged
against the individual, departmental or college budgets as appropriate.
________________________________________
- TRAVEL GUIDELINES
- Air
Travel
- Commercial
Flight Reservations
All LCC reimbursable air travel is expected to utilize
the least expensive fare available in Coach/Economy Class, regardless of aircraft
size. The designated travel agency will respond to all traveler requests with
the lowest available airfare within a reasonable time constraint. The travel agency
will offer arrangements along the appropriate route and with the carrier that
will provide the lowest logical airfare - taking into account cost vs. time, travel
objectives, and airline restrictions. College travelers may be offered the lowest
airfare on departures from Lansing, Detroit, Flint, and Grand Rapids (or any major
commercial airports within 100 miles of their primary office or residence.
If arrivals are not available within the traveler's parameters, an alternative
schedule will be offered to provide maximum cost savings with minimum time inconvenience
for the traveler.
In order that the College can be assured that the least
expensive fares are being offered, travelers are required to:
- Accept alternate airport
for departure/arrival if the cost savings exceeds by $100 or more any additional
costs when compared to similar arrangements out of a preferred airport.
- Accept least costly travel
arrangements, regardless of number of connections or their routing, provided that
arrival is still within traveler's required parameters.
- Make
reservations as far in advance as possible to take advantage of early booking
discounts and availability of open seat inventories.
If a traveler has a reasonable
expectation that their travel plans may change, they are not required to accept
100% nonrefundable air fares as a condition for meeting the lowest fares. Refusals
to accept flights on which the lowest fares are completely nonrefundable will
not be considered as coded refusals for management reporting purposes.
Travelers
may extend travel into a weekend, utilizing excursion fares, if the cost savings
for the fare exceeds the additional lodging and per diem costs.
Travelers
may accrue frequent flyer program credits to personal use. However, business travel
will always be by way of the least expensive airline option and no travel will
be planned around a frequent flyer program.
All airline tickets are accountable
documents and are issued subject to very specific tariff rules. Electronic ticketing
(E-tickets) are required where available in order to limit paper ticket surcharges.
If a traveler selects to have a paper ticket issued, then applicable surcharges,
as well as reporting charges for lost paper tickets, are the responsibility of
the traveler and are not reimbursable by the College.
It is the responsibility
of the traveler to review all tickets and itineraries for accuracy upon receipt
and to immediately report and discrepancies to the designated travel agency.
- Changes
in Commercial Flight Reservations
When changes in travel plans require either
cancellation or revision of airline tickets, the designated travel agency is to
be notified immediately so that alternate arrangements can be made. Unused airline
tickets will continue to hold a value (minus an airline administrative fee), as
long as cancellations or revisions are made prior to the originally scheduled
departure.
Changes to flight reservations while en route, which do not require
airfare changes, may be made directly with the participating airline. However,
if a revised itinerary requires processing a fare change, the traveler must contact
the designated travel agency that originally issued the ticket.
- Non-Commercial
Air Service
Charter air service may be authorized when it reduces travel
costs and travel time. This must be documented on the Travel Request and approved
by the Dean of that area as well as the Vice President of Academic Affairs.
Reimbursement for private qualified aircraft travel will be made on the basis
of personal car mileage or commercial airfare; whichever is less.
- Other Common
Carrier
When travel is by taxi, bus,
limousine, automobile, ship or rail, the expense may not exceed the cost of the
lowest available airfare. Work hours lost from time en route for the traveler
to be away from his/her duties, as well as any additional travel-related expenses
should be measured against travel time and cost of using a commercial air carrier.
- Ground
Transportation
- Transportation Hires
Taxi or limousine services incurred in connection with authorized travel by common
carrier are reimbursable. Taxi expenses are only allowable for travel directly
related to business.
If ground transportation is only required to travel
between the airport and the work site / hotel / conference location, travelers
should inquire into the availability of least expensive common carrier. Most airports
are adequately serviced by taxi or shuttle. Many hotels also offer courtesy shuttle
service for their guests.
- Automobile
All LCC travelers are required to wear a seat belt at all times while driving
on College business.
Any penalties for traffic/parking violations are the
responsibility of the driver.
Reasonable parking costs may be expensed, using
the most economical situation available.
Under no circumstance should an
employee attempt to operate any moving conveyance if under the influence of any
substance that may impair judgment.
-
typeCollege-owned Vehicles
Use of a college owned vehicle must be approved
in advance by the Fleet Manager. College-owned vehicles may be used for any authorized
travel and are encouraged for use by student clubs, student organizations, or
by employees engaged in private consulting.
- If
the vehicle is a departmental vehicle and the trip is local or is short enough
so that no request will be made for subsistence, approval for travel may be handled
by "signing out" and "signing in" in a record book in the
Department office or in the departmental vehicle. If a request for subsistence
will be made, the Expense Report form should be completed.
- If
a college owned vehicle is requested, the request must be submitted to the Fleet
Manager. It does not, however, guarantee that a vehicle will be available. Priority
decisions with respect to vehicle requests will be made by the Fleet Manager.
| LCC
has special negotiated rates with
National through their Emerald Club.
Please
check here for rates. | |
- Personal Vehicles
Reimbursement for transportation by personal vehicle is generally authorized
only if time and expensive are justified against the use of an alternate common
carrier, or:
- When
common carrier services are not available without undue loss of time.
- When two or more persons
are eligible for similar authorized travel and their riding together would realize
an overall savings to the College. Only the traveler that owns the car is eligible
to claim mileage reimbursement.
- When
use of a car will permit the traveler to perform his/her duties more effectively.
- When traveling
within a one day driving distance of home, mileage is only reimbursable for one
round trip.
Operating expenses for gasoline, repairs, towing, etc. are included
in the mileage allowance and are not separately reimbursable. Only actual mileage,
parking, and tolls may be expensed. Travelers using their personal cars are responsible
for their own insurance coverage, sufficient to meet all state minimum requirements
for public liability and property damage.
- Rental Vehicles
Under certain circumstances, the use of a rental car may be necessary. The
business purpose for use of a rental car must be clearly documented on the travel
authorization. Justification for the expense of car rental as compared with transport
by common carrier must be documented. In this context "common carrier"
is not intended to mean conveyance by public mass transportation (although public
mass transportation such as bus, light rail, or subway is both appropriate and
reimbursable).
Rental cars will be confirmed through the designated travel
agency's reservation system and confirmation information will be printed on the
travel itinerary. The travel agency will provide the traveler with the name of
the rental agency, pick-up date, pick-up city, and confirmation number for the
rental.
- Car
rental expenses are only allowable for travel directly related to conducting College
business.
- When
car rentals become necessary, the lowest available rate must be utilized. A mid-size
vehicle may be requested if more than two employees are traveling together, if
transporting bulk packages, or when the designated travel agency has determined
that the preferred car size is either not available or is more expensive. When
employees share a rental car, all drivers must be indicated on the Rental Agreement
for insurance purposes.
- All
rentals should be returned to the point of pick-up in order to avoid a drop off
fee. All rentals with such a fee must have documented authorization in advance.
- Options for
collision, loss, damage, liability, or personal injury waivers are not reimbursable
by the College. Travelers would be personally responsible for these costs. It
is suggested that travelers should check their personal automobile insurance policy
to see if it includes these coverages when renting automobiles.
- Before
leaving any car rental agency location, the driver will inspect the car for damage
and will advise the rental agency of any damages that are not previously noted
on the rental contract.
- All
rental cars are to be refueled immediately prior to their return in order to avoid
fueling charges (use self-service whenever possible). Travelers may use their
LCC Card to purchase fuel for rental vehicles.
- Reporting Accidents
All accidents involving LCC travelers driving on College business must be
reported immediately to LCC Risk Management at 517-483-1802. When an accident
occurs, regardless of driver fault:
- Report
the accident promptly to the jurisdictional authority
- In
the absence of legal representation, do not admit negligence or liability
- In the absence
of legal representation, do not attempt settlement, regardless of how minor
- Obtain the names,
address and telephone numbers of injured persons and witnesses
- Exchange
vehicle identification and insurance policy information with the other driver
- Photograph
the accident scene immediately, if at all possible
- Lodging
Lodging includes expenses for overnight sleeping facilities;
baths; personal use of the room during daytime; and service charges for fans,
air conditioners, heaters and fires furnished in the room when such charges are
not included in the room rate. The term "lodging" does not include accommodations
on airplanes, trains, or steamers. Rather, these expenses are classified as transportation.
All lodging reservations should be requested through the designated travel
agency. In an emergency outside normal business hours, arrangements for accommodations
may be made directly by the traveler.
Although the best rate will always
be requested, it is recognized that fluctuations in occupancy rates may cause
a local manager to offer a special rate. Travelers should always inquire upon
check-in whether their stay may qualify for an even lower promotional rate.
Generally, all hotel reservations will have payment guaranteed for arrival. The
designated travel agency will provide information on an itinerary that includes
the hotel name and address, reservation confirmation number, cancellation policy
and hotel telephone number. Reservations that have been guaranteed and which the
employee will not use, must be canceled as appropriate and a cancellation confirmation
must be noted.
Authorized room type is a reasonable and economically priced
single occupancy room, proximate to the business location. If two or more LCC
travelers share a room, request individual room receipts, if available. If not,
submit the reimbursement vouchers together for processing, if possible. If the
other occupant(s) who shares a room is not an employee, request the single rate
be noted on the receipt. Incidental expenses charged to the room are considered
separately and not considered lodging expenses
- Meal
& Incidental Expenses Per Diems (Travel Allowance)
Per diem (Travel Allowance) rates include a maximum amount for meals and incidental
expenses (M&IE). M&IE includes:
- All
charges for meals and related tips and taxes (specifically excluded are alcoholic
beverage and entertainment expenses, and any expenses incurred for other persons)
- All fees and
tips to wait staff and dining room stewards
- All
fees and tips to bell staff, porters, and baggage handlers
- All
fees and tips to hotel maids and hotel servants
- Telegram
and telephone charges for reserving hotel accommodations
- All
charges for laundry; cleaning and pressing of clothing
- All
tips paid for transportation costs between places of lodging or business and places
where meals are taken.
While baggage handling tips for personal baggage are included in M&IE, baggage
handling tips for "excess business baggage" may be separately reimbursable.
This is defined as non-personal, project materials such as computers, equipment,
manuals, reports, office supplies, etc. "Excess business baggage" must
be documented by content and business purpose when related transportation cost
or tip expense is submitted for reimbursement. For Federally sponsored project
activities, some granting agencies require prior written approval for the expense
of transporting "excess business baggage" and the associated tips and
handling fees. If not traveling for the entire 24-hour day, the standard meal
allowance (M&IE) must be prorated for the day travel occurs. For the date
of departure, ¾ of the standard meal allowance (M&IE) amount is the
most that can be claimed. For the date of return, ¾ of the standard meal
allowance (M&IE) amount is the most that can be claimed.
In those cases
where meals are included in registration fees or paid for by others, the standard
meal allowance must be adjusted ¼ of the standard meal allowance amount
for that day for each meal provided.
- Day
travel assignment begins:
- If
lodging is required, the maximum per diem is the actual lodging cost incurred
plus the applicable M&IE rate prescribed for the location of the lodging prorated
as provided above.
- Travel days in-country
(either en route or at a duty location):
- If
lodging is required, the maximum per diem is the actual lodging cost incurred
plus the applicable M&IE rate prescribed for the location of the lodging.
- Day
of return from travel assignment:
- If
lodging is required, the maximum per diem is the actual lodging cost incurred
supported by the original receipt plus the applicable M&IE rate prescribed
for the location of the lodging.
- If
a LCC traveler chooses travel by an indirect route for personal reasons, per diem
will normally be paid only for the time it would take to travel by the most direct
route.
________________________________________
- LOCAL TRAVEL
EXCEPTIONS
- General
Information
Reimbursement will not be made for meals taken in the local area except when
attendance at a meal is necessary for participation in a conference or meeting.
Business reasons for the exception must be stated for all instances. Reimbursement
will not be made for lodging in the local area.
________________________________________
- FOREIGN
TRAVEL EXCEPTIONS
- General
Information
Travel request and policies
for foreign travel are the same as in domestic travel. Foreign travel must use
the online travel request even when funded by a grant or contract, and the employee's
supervisor must obtain approval by the Vice President of Academic Affairs, Chief
Financial Officer or designee prior to approving.
For travel supported by
contracts and grants, the funding agreement must be reviewed for the definition
of foreign travel. Travel from the point of origin and return is considered part
of foreign travel. Even though most federal agencies do not consider travel to
Mexico and Canada as foreign, air travel to these countries must comply with the
Fly American Act.
LCC employees traveling overseas on College business must
provide receipts for all currency exchange transactions. If receipts are unavailable,
the traveler must certify in writing that all funds exchanged have been accounted
for and business expense receipts presented must equal the amount received in
local currency.
- Transportation
Grants, cooperative agreements, and contracts
supported by the U.S. Government require that travel be on United States Flag
carriers by the most direct and expeditious route and at less than first class
rates. Travel must be in Coach/Economy Class at the lowest, logical available
airfare - unless the travel agency certifies such class of service is not available.
Business Class may be requested for continuing flights exceeding five (5) hours
of flight time to destinations outside the contiguous United States. However,
using this exception requires written justification and documentation of the cost
benefit by the traveler and must have specific prior approval by the Vice President
of Academic Affairs, Chief Financial Officer or designee.
When international
travel is by rail, the fare may not exceed the lowest available fare and most
direct, expeditious route.
- Computation
of Meals &Incidental Expenses Per Diems (Travel Allowance)
Foreign countries (and localities within those
countries) are assigned a daily M&IE per diem rate by the U.S. Department
of State. The rates are subject to their review and are updated each month. Rate
information is available from the U.S. State Department web site or the Accounting
Department web site.
If a domestic layover is required either upon departure
or on return, per diem reimbursement will be based upon the College policy and
procedure for domestic travel.
For international travel, when meals are furnished
without charge, the M&IE claim should be reduced by an amount commensurate
with the relative proportion that meal represents to the daily M&IE per diem
(travel allowance).
- Source
of Funds for Foreign Travel
Travel related to overseas projects of the College should be authorized, arranged
and supported through the Office of Academic Affairs, Chief Financial Officer,
or designee.
Reimbursement may be made for necessary foreign travel from
contract, gift or grant funds provided that the agreements by which the College
has accepted the funds cover such travel and that such travel does not interfere
with the performance of the normal duties of the traveler. Travel by persons invited
to the College or asked to travel for the College may be supported by the general
fund or other appropriate funds. Meals and lodging furnished to such guests while
in the local area and charged to College accounts must be furnished by on-campus
facilities, if available.
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- OTHER
TRAVEL EXCEPTIONS
The College shall not advance cash for travel unless approved by the President
or the Board chair in cases of travel by the President.
- Board of Trustees Travel
(under development)
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Lansing Community College Travel Policy - Revised December 2007
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