Travel Reimbursement

POLICY OF BOARD OF TRUSTEES OF PEARL RIVER COMMUNITY COLLEGE
Adopted: 
Tuesday, February 13, 1979
Revision Number: 
4
Revision Date: 
Friday, October 21, 2016
Reference: 
Personnel
Policy: 

Employees of the College will be reimbursed for approved expenses related to job responsibilities.

Procedure: 

If funds have been included in the department’s budget, the employee will fill out a travel authorization one week prior to the event and it is to be signed by the department chair and the appropriate administrator. Overnight travel requests should inlcude a copy of the agenda for any conference, etc., to be attended. After the event, the employee is to fill out a voucher for reimbursement of expenses and attach copies of bills, stubs, etc. This is to be signed by the department chair, the appropriate administrator and the Vice President for Business and Administrative Services. To obtain travel reimbursement, personnel should:

    1. Complete a travel authorization form. Travel advances may be obtained for out-of-state travel. State law prohibits receiving an advance for in-state travel with the exception of officially approved travel involving student groups and organizations. Transportation options for the employee will include either a college vehicle or a rental car supplied by the College.  If for reasons beyond control neither option is available, the employee will be allowed to use their personal vehichle at a reimbursement rate of  $0.50 a mile.
    2. Secure receipts of all expenditures such as meals, motel rooms, gasoline or other expenses. (Meals for day trips are not reimbursable.)
    3. Complete a travel voucher for reimbursement. No receipts are necessary for meals except in high-cost areas. Meals will be reimbursed according to daily rates as established by law. High cost meal reimbursement will be made based upon actual meal receipts submitted by the employee not to exceed $56 per day. (Currently: In-State $30, Out-of-State $34, High-cost areas $56. High-cost areas are those cities designated in the Federal Register. Meal reimbursement will be determined if departure is before or return is after the following: Breakfast - 7:00 a.m., Lunch - 12:00 noon, Dinner - 6:00 p.m.) The following table provides per meal amounts to be reimbursed:
    4. Breakfast Lunch Dinner
      In-State $6.00 $ 9.00 $15.00
      Out-of-State $ 8.00 $10.00 $16.00
      High-Cost Areas

      (Actuals not to exceed $56 per day.)            

    5. Employees will not be reimbursed for meals provided by the conference or other event(s) attended by the employee.

    Direct deposit reimbursements for travel expenses will be processed by the Business Office weekly.