Location: Bowdoin / Controller's Office / Travel Policy / Allowable Expenses

Controller's Office

Travel Policy

Allowable Expenses

Reimbursement will be made for actual and reasonable expenses incurred for transportation, meals, lodging, and other necessary business expenses. Expenses must be reported on an actual cost basis (substantiated with receipts). All reimbursable expenses must have a business purpose.

Note that for foreign travel, employees may choose to be reimbursed on a per diem basis per IRS guidelines.

Hotels & Meals

Travelers should use standard accommodations in reasonably priced hotels. Since hotel reservations are typically guaranteed to assure lodging for late arrivals, travelers are required to cancel these reservations in a timely manner to prevent no show charges.

When requesting reimbursement, the original itemized hotel bill and the original receipt showing proof of payment should be submitted with the travel voucher.

If direct billing is involved, Bowdoin College must be listed as the vendor on the invoice. Only lodging charges and related taxes will be paid.

Cancellations

Except under extenuating circumstances, the College will not reimburse expenses due to a traveler’s failure to cancel guaranteed room reservations.

Gratuities For Hosts

Should the traveler decide to stay with colleagues, family or friends in lieu of a hotel, the traveler may request reimbursement for gratuity expenses of a reasonable value (for example, flowers, a gift certificate, or a meal) offered to the hosts. These gratuities would be in place of meals and/or lodging for the accommodations and/or meals provided by the host. Explanation of such items should be submitted with the travel voucher.

Telephone Calls

Travelers should use the approved Bowdoin College Telephone Calling Card distributed by the Telecommunications department. These rates are substantially lower than the hotel telephone system or placing your calls collect. Contact the Telecommunications Manager at 725-3966 if you need a College Calling Card.

Sales Tax Exemptions

Bowdoin College is sales tax exempt in several states, which currently includes Colorado, Florida, Illinois, Maine, Massachusetts, Mississippi, New York, North Dakota, and Wisconsin. If you are traveling to any of these states you should contact the Procurement and Risk Manager to obtain a Tax Exemption certificate. These exemptions are available for expenses incurred on behalf of the College and for which the College is responsible to pay.

In order to obtain a Tax Exemption Certificate, you will need to provide the dates you will be traveling and complete information regarding lodging. To request a certificate you will need to provide the name, address, phone and fax numbers, and confirmation number of the hotel, where you will be staying. You may request a tax-exempt certificate online.

Meals

The College will reimburse travelers for the reasonable cost of their own meals and tips while on College business. The cost of meals varies widely.
When meal expenses include charges for individuals other than the traveler, the travel voucher must state the name(s), the business purpose(s), and the date of the meal. Original receipts for meals must be submitted with the travel voucher for reimbursement.

Alcohol

Purchases of alcohol are not generally reimbursable by the College. Travelers who wish to purchase alcohol with their meals or at social events are expected to purchase the alcohol with personal funds.

At the discretion of their Senior Officer, employees may be reimbursed for alcohol purchased during business meetings. Employees should, however, use prudence in these circumstances and should not purchase an unreasonable amount of alcohol as compared to the cost of the overall meal. Receipts submitted to substantiate such purchases should note the name of the guests and the nature of the meeting.

The federal government has mandated that no alcohol may be charged as either a direct or indirect expense of federally sponsored projects. This mandate means that under no circumstances should alcohol be charged directly to a federal grant or contract account.

Miscellaneous

Miscellaneous expenses must be itemized and documented. Please obtain receipts for amounts over $25. Examples include:

Fees for passports and visas, if specifically obtained for the business trip.
Fees for currency exchange.
Limited laundry and dry cleaning charges for trips of more than five days.
Expenses associated with baggage handling and storage, including excess
baggage charges and tips.
Telephone calls home of a reasonable amount.
Business telephone calls
Tips

Planes, Trains & Automobiles

Air Travel & Related Expenses

Air travel is generally reimbursed for coach airfare only. For overnight flights exceeding 5 hours in flight and other flights exceeding 7 hours in flight, the traveler may be reimbursed for business class. Exceptions to the air travel policy for business travel involving an extended period of time or tight scheduling will only be considered with the prior approval of a Sr. Vice President or President. In special cases involving long distance travel, premium fares are an appropriate, reimbursable business expense.

Air travel is restricted to regularly scheduled commercial airlines. In the event it is necessary to use air charter or air taxi services, the traveler must contact the Procurement and Risk Manager in the Controller’s Office at 207-725-3115 to ensure adequate insurance coverage is in place. Corporate aircraft of major recognized corporations may be used under exceptional circumstances with the approval of a Sr. Vice President or President.

All travel arrangements should be made in advance, as airfare booked early can often be obtained at a much lower rate. Before committing to a deeply discounted ticket carrying a substantial penalty for cancellation, individuals should make certain that they can adhere to the planned itinerary.

Air travel outside the United States that is charged to a federal grant may be subject to the Fly America Act. The Fly America Act generally requires the traveler to use a U.S. carrier. For assistance, please call the Grants Administrator in the Controller’s Office at 798-4279.

The College has negotiated discount airfares to certain key destinations. Hewins Travel and Travelport will automatically make those available to travelers.

Lost Items

Insurance recovery is available for lost luggage up to a maximum of $1250.00 if the travel arrangements were charged to Bowdoin’s JPMorganChase Corporate Card. You should immediately file claim forms with the airline baggage claims office. If special equipment is accompanying the traveler or other special circumstances warrant, the traveler may wish to obtain additional insurance coverage from the airlines for lost baggage.

Lost baggage, clothing, or other personal items beyond what is described above are the responsibility of the traveler. Recovery for such personal losses may be available through the employee’s homeowner’s insurance.

Ground Transportation And Parking

Travelers using their personal vehicles to drive to the airport will be reimbursed at the standard mileage rate. Parking at the airport will be reimbursed, but travelers are urged to use long-term, lower cost parking lots when available. Once at the destination, the traveler is reminded that hotel shuttles may be available free of charge or for a nominal fee.

Traveling With Equipment

When traveling with equipment it is recommended that you do not pack a computer or any other type of electronic equipment in your suitcase. The equipment should be with your carry on luggage at the security checkpoint and made available for scanning if so requested. Security may also request that you turn on the equipment.

Personal Automobiles/Mileage Reimbursement

Reimbursement for use of personal vehicles will be at the mileage rate published by the Controller’s Office. Please note that no reimbursement will be made for the cost of repairs to personal vehicles, regardless of whether the costs result from business travel or whether they result from acts of the traveler or another individual. It is the obligation of the owner of a personal vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers. In the event of an accident, the employee is responsible for his/her own auto insurance deductible.

The use of College fleet vehicles or rental cars is encouraged for trips of longer duration – such as trips exceeding 100 miles round trip.

Taxis, Shuttles And Car Service

Other transportation expenses include the cost of taxis, airport vans and public transportation while on College business. The College will reimburse the traveler for these expenses, including reasonable tips.

Rail Travel

Coach accommodations should be used for trips shorter than 7 hours of travel on the train. First class (roomette) accommodations may be used for longer trips or overnight travel.

International Travel

All policies pertaining to travel apply to international travel. Travelers should check the U.S. State Department web site. listing areas of civil unrest and refrain from making arrangements to these locations, unless previously approved by a Dean, Senior Officer, or the President.

Arrangements for international travel supported by sponsoring agencies can be complex, requiring not only prior approval from the appropriate Dean or Senior Officer, but also clear justification for the trip as well as detailed trip reports.

Civil Unrest

Travelers going into areas where there is known civil unrest MUST contact the Dean for Academic Affairs or the Procurement and Risk Manager prior to departure to define the extent of travel/international liability coverage.
The College may temporarily suspend travel in the event of a national or international emergency. Should such an event occur while an employee is traveling, he/she should immediately call the College Security office at 725-3314 (24 hours) to report his/her status, and the College will assist with travel arrangements to return home.

If any employee is concerned about travel to a country or area that is experiencing civil unrest or other disturbances, he/she should discuss the situation with the appropriate Senior Officer. If the employee is not comfortable traveling at that time, he/she may elect to suspend travel with no employment repercussions.