Business Travel Expense Policy

Westminster College will cover and/or reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the appropriate dean, department head, or supervisor.

When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be covered by the college. Employees are expected to limit expenses to reasonable amounts.

Expenses That May Be Included

  • Airfare (lowest available rate) and necessary ground transportation at the destination, including shuttle bus, bus, taxi, or other public transportation
  • Rental car if no other feasible form of ground transportation or college car is available (use pre-approved agencies when possible)
  • Automobile mileage paid at the current federal reimbursement rate
  • Tolls paid when driving a college, personal, or rental vehicle
  • Lodging costs (lowest available rate) including the cost of a room and associated taxes
  • Meals and nonalcoholic beverages (itemized receipts are required)
  • Registration fees for professional conferences
  • Tips (reasonable and what is customary)
  • Parking
  • Telephone calls involving college-related business
  • Pre-approved costs for entertaining college guests off campus (an explanation, including the purpose and the names of those entertained, must be attached to receipts)

Expenses That May Not Be Included

  • Additional travel insurance
  • Insurance on rental cars (no additional insurance coverage is required when you have been approved as a driver for the college, you use the college’s National or Enterprise Car Rental account, and you pay for the rental car with a college purchasing card)
  • TV movies
  • Gasoline costs if mileage reimbursement is used
  • Cost of mileage beyond the amount that would be required to travel by coach-class air or car rental
  • Personal telephone calls
  • Dry cleaning or laundry service
  • Costs for meals, travel, or lodging for family members or other personal guests
  • Costs for food or beverage from an in-room mini-bar

When travel is completed, employees must submit completed travel expense reports within 30 days. Reports must be accompanied by receipts for all individual expenses.

Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.