General:

Usually Quincy College business is conducted locally or on telephones. Sometimes overnight or out-of- state, travel is required, which materially or academically enrich and benefit the institution. Quincy College has limited funds for Professional Development and this policy would support a broad-based equitable distribution of these funds. This travel policy provides for necessary and reasonable travel expenses incurred for authorized College business including participation in annual meetings of the professional association and meetings for professional development as approved by the President.

Scope:

These guidelines apply to all travel/professional development expenses excluding Quincy College Foundation expenditure. No travel or professional development expenses for Quincy College employees  shall be funded by Quincy College Foundation or any other such organizations.

Purpose:

  • These guidelines
  • Will provide guidance to travelers, approvers and auditors;
  • Will define the responsibility and accountability of the traveler and the authorizer;
  • Will define the consequence of not adhering to the guidelines, and
  • Set rates for reimbursement for mileage, accommodations and meals per diem for employees and Governors.

Authorization:

  • All overnight and out-of-state travel requires prior approval of the President.
  • Requests for approval must be submitted on the appropriate Leave Request form.
  • Presentation at overnight or out-of-state travel must have prior approval from the appropriate  Supervisor, Dean and Vice President.
  • A report relative to presentation/workshop attended must be submitted within three weeks of  returning to the Supervisor, Dean and/or Vice President.
  • No more than two persons will be authorized to attend the same conference at the same time, unless otherwise approved by the President.
  • The traveler has the responsibility to act prudently and incur expenses that are necessary, appropriate, and reasonable. Travel arrangements should use the most cost-efficient means available.Authority and responsibility for approval rests with the Supervisor, Dean and Vice President. Employees may not authorize travel or approve travel expenses for themselves.
  • Written information about out-of-state travel by the President must be sent to the Chair of the  Board of Governors.
  • Travelers are liable for overpayment that may be discovered in a post-audit review.
  • Discovery of fraudulent practice by travelers while on authorized College business is cause for  dismissal as well as other consequences that may be determined.

Reimbursement:

In order to secure reimbursement, the traveler must submit following documentation:

  • A Quincy College Travel/Professional Development Expense Reimbursement Form (Non- Foundation) specifying the details of the trip, and including the name and address of the employee. The employee must sign the invoice in ink.
  • A copy of the approved travel request.
  • A certification under the pains and penalties of perjury that expenses were not for wines, liquors, cigars or other services.All original receipts with requested reimbursement must be submitted to the Business Office within seven business days of return from travel. Original receipts should be placed and taped onto a blank sheet of paper for ease in copying.
  • Reimbursement cannot exceed the amount authorized by the President.

Allowable Expenses:

  • The College will reimburse economy class, non-refundable commercial carrier charges. The Traveler should be booking flights on the basis of best prices rather than trying to earn frequent flyer miles or points.
  • The College will reimburse conference discount rate for hotel charges unless otherwise approved by the President. Other hotel accommodations will be approved only if charges are at par or below the conference hotel rate.
  • Meals will be reimbursed per diem with a daily maximum of $75.00. Receipts are not required. There is no reimbursement for alcohol or tobacco items.
  • Charge claims for taxi will be allowed only if there are no services offered by the hotel and  supported by original receipts.Travel for automobile will be reimbursed at the IRS rates in effect.
  • Tolls and parking charges must be supported by original receipts.
  • Conference registration fee.
  • Telephone charges, which are necessary to conduct Quincy College business, must have original receipts.
  • Travel of any kind between an employee’s home and a Quincy College campus or other regularly assigned work location is not reimbursable.
  • If an employee travels from home to a temporary assignment rather than to a Quincy College campus or other regularly assigned work location, transportation expenses shall be allowed either for the distance from home to the place(s) of temporary assignment, or from a Quincy College campus or other regularly assigned work location to a place (s) of temporary assignment, whichever is nearer.

Exceptions:

Leave Requests amounting to three-thousand five hundred dollars ($3,500.00) and more, must first be approved by the Board of Governors.

In some instances, it may be in the best interest of the College to allow for exceptions to this policy. In such cases, the appropriate Vice President should request a written approval of any exception from the President prior to the expense being incurred.

Additional Important Information

The College does not assume liability for damage to personal automobiles used on College business and  does not assume liability for deductibles of any other uninsured loss to the vehicle. Liability insurance protection will be provided as excess coverage only after the private owner’s personal liability insurance limits are exhausted when the vehicle is used for business purposes. Cost of repairs to a vehicle, whether or not they result from the traveler’s acts, are not reimbursable.

Original: October 1999

Revised: November 2005, March 2015

Reviewed: September 2021

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