DEE (Regulation) – Compensation and Benefits Expense Reimbursement


SECTION ONE: GENERAL

1.01 Expense Reimbursement

1.01.1 General
Employees may be reimbursed for work-related expenses as allowed by this section.

1.01.2 Instructional Travel
Instructional travel is defined as travel required as part of the employee’s assignment and includes, but is not limited to, clinical or practicum travel for instructors, routine recruiting travel, off-campus teaching travel, registration travel, and other travel required for the purpose of supervising students.

Employees are encouraged to submit monthly mileage reimbursement requests, but in no case less frequently than once per semester. Processing of travel reimbursement requests may be delayed if requests are submitted during the last week of a semester. All travel reimbursement requests for a fiscal year must be submitted by the processing deadline for check requests pertaining to that fiscal year.

Instructional travel reimbursements should only include mileage in excess of round-trip mileage from home to campus. [See DEE (EXHIBIT B)]

1.01.3 Professional and Development Travel
Professional or developmental travel includes approved travel for enhancement of knowledge and skills required by a position’s job description.

1.01.4 Travel Approval
All travel shall be approved in the budgeting process with an estimate of the cost. All travel must be approved in advance by the employee’s supervisor.

1.01.5 Reimbursement Rates
Reimbursement for such travel will be determined by approved travel reimbursement rates and guidelines. Currently approved rates and guidelines are included in DEE(EXHIBIT).

1.01.6 College Credit Cards
Employees authorized to use a College District credit card should exercise care to keep receipts and document the use of the card on AC Form 10L. Travel expense charged to a credit card should be within allowable limits and should not additionally be claimed for reimbursement.

1.01.7 Receipts
All attached receipts should be legible and include name of business, date of purchase, detail of what was purchased, and how payment was made. All credit card charges should be in the name of the employee.

1.02 Expense Categories

1.02.1 Mileage
See DEE (EXHIBIT A) for the College’s reimbursable mileage rate. Allowable mileage is different from odometer mileage. Allowable mileage should be calculated using the Internet version of Mapquest or Google Maps. A copy of the calculation should be attached to the reimbursement request. Employees may not claim mileage reimbursement when using a College vehicle.

1.02.2 Airfare
Where it is necessary to book airfare, employees may be reimbursed for the actual cost of economy class airfare. Where necessary, employees may be reimbursed for one checked or one carry-on bag. Employees will not be reimbursed for seat upgrades or first-class tickets. Employees must attach documentation evidencing the cost of airfare. If employees book reimbursable airfare, employees much attach an original boarding pass, or other documentation indicating ticket utilization, with their reimbursement request. Employees are encouraged to book airfare sufficiently in advance, where possible, to obtain the lowest price possible.

1.02.3 Parking & Tolls
Employees are encouraged to use self-parking and free parking options. However, where free parking is not available or there is a safety, health, or similar reason, the College will, with a receipt, reimburse the cost of parking. Employees may be reimbursed for toll fees with supporting documentation.

1.02.3 Registration Fee(s)
Employees may be reimbursed for registration fees with supporting documentation. If registration materials indicate that meal(s) were included, the per diem reimbursement will be reduced appropriately

1.02.4 Tips or Gratuities
The College will not reimburse employees for tips or gratuities. The per diem meal allowance is inclusive of tips provided by Employees. The College will reimburse tips and gratuities on Business Related Meals up to a maximum of 20% of the meal cost.

1.02.5 Lodging
Lodging must be reserved in the name of the employee. Employees may be reimbursed for the actual cost of lodging. Employees will not be reimbursed for the Texas state sales tax.

Employees are encouraged to utilize conference rates or the Texas State Travel Directory, when possible, which provides for a negotiated lower rate for state employees. In circumstances where lodging is unavailable at less than the currently approved rate, employees may claim a higher rate only if approved prior to the travel by the Vice President of Academic Affairs or Vice President of Business Affairs.

Reimbursement will not be processed without the original lodging receipt which shows a detail of charges, the method of payment, and a zero balance due. It is the employee’s responsibility to obtain a receipt and submit for reimbursement even if the reservation was made and paid by Angelina College.

Employees are reminded to carry and use the hotel occupancy tax exemption certificate for exemption from Texas state sales tax. Certificates are available in the business office and at the reservation desk of many lodging establishments. If an employee does not carry an exemption certificate, the sales tax incurred will be deducted from the employee’s reimbursement.

The College will reimburse the cost of internet/wifi access during hotel stays when it is not provided free of charge or included in the nightly rate. It is the employee’s responsibility to obtain a receipt or have the charge documented on their hotel bill.

1.02.5 Overnight Meals
When traveling overnight, the per diem amount for breakfast may be claimed if the employee was traveling between 12:00 a.m. and 9:59 a.m. The per diem amount for lunch may be claimed if the employee was traveling between 10:00 a.m. and 4:59 p.m. The per diem amount for dinner may be claimed if the employee was traveling between 5:00 p.m. and 11:59 p.m.

No meal receipts are required.

Allowable meal per diem is listed in DEE (EXHIBIT A).

Actual expenses will be reimbursed for all overnight grant travel. Meals will only be reimbursed on overnight travel. Employees will not be reimbursed for meals that occur during non-overnight travel.

1.02.6 Entertainment
The cost of entertainment and/or excursions that are arranged for a
conference/convention or team travel will not be reimbursed (i.e., golf tournament fees, amusement park fees, etc.).

1.03 Travel Advance – Student Travel
For student travel only, it is appropriate to advance amounts for student lodging and meals to a trip sponsor who is not authorized to use a College District credit card. A trip sponsor shall be a full time employee of the college. Amounts will not be advanced directly to students.

To request a travel advance, the trip sponsor should complete the “Student Travel Request Form”. When travel has been completed, the employee is responsible for submitting a properly documented “Travel Reimbursement Form” with a copy of the “Student Travel Request Form” attached.

Travel advances not accounted for within ten working days of return from travel may be deducted from pay.

Travel reimbursement rates and guidelines shall apply to students except that meal per diem may not exceed the currently approved student daily rate. See DEE (EXHIBIT A)

If meals are purchased by the trip sponsor, the employee meal per diem guidelines shall apply.

1.04 Business Related Meals
Business-related meals while not on overnight trips must be substantiated using the actual receipt method and may be reimbursed only when one of the following conditions are met:

1. The main purpose of the meal must be to meet with other non-college employees and conduct college business during the meal that results in a benefit to the college. Examples: recruiting, conducting business with representatives of high schools, other colleges, or businesses with a specific purpose or agenda that will bring students or other benefits to the college. Receipt documentation must include names and positions of others at the meal and purpose of the meal. Reimbursement will be paid from itemized receipt but should stay within meal per diem guidelines.

2. Attending a business meeting or conference of exempt organizations (chambers of commerce, business leagues, professional organizations or associations, or government agencies) in which you represent the college but the meal is not provided as part of the meeting registration. Documentation is a receipt, meeting or conference agenda or bill from the conference.

3. Traveling as a coach or sponsor with a team or group of students. Itemized receipts should be submitted with names of those eating. Individual meal per diem guidelines should be followed.

4. With prior approval from the President, Vice President, or Dean, a meal in which the primary purpose is to meet with college employees and conduct college business. Approvals for meals of this type should be infrequent and used to mark a special occasion or enhance the efficiency of the meeting.

1.05 Grant Related Reimbursement
Employees may be reimbursed for grant related work-related expenses. In addition to all College policies, such reimbursement must conform to any relevant State and Federal Regulations, including the GSA reimbursement rates.

All grant related reimbursements will be limited to actual expenses, with receipt documentation.

Employees may be reimbursed for grant related work-related expenses. In addition to all College policies, such reimbursement must conform to any relevant State and Federal Regulations, including the GSA reimbursement rates. All grant related reimbursements will be limited to actual expenses, with receipt documentation.

Adopted: 08/2017