Mileage, Travel & Entertainment Policy:
All travel, chargeable to Daemen College, must be documented in order to be recorded appropriately in our financial system for audit purposes and to meet IRS rules. It is with this in mind that the Business Office has designed these travel procedures.
The mileage reimbursement rate for Daemen College, for the 2016/17 year, is 50 cents per mile. The rate is reviewed annually during the budget development process. Mileage reimbursement is computed by using:
- Use of Google mapping with the College as the point of departure and the address of the destination as the end point, based on miles travelled by the most direct and/or regularly travelled route.
- Mileage claims need to specify the date of travel, the originating location (Daemen College) and the destination’s complete name and address. It should include the total of round trip miles for which reimbursement is sought along with any fees/tolls incurred. (Please include original receipts with travel voucher)
Commuting miles are defined as the miles driven from an employee’s home to the College and back again. These miles do not qualify for reimbursement.
The College will not reimburse for entertainment costs (meals, travel, etc.) for employees to meet with one another. In an effort to preserve tuition dollars for student needs, the College asks employees to schedule meetings during regular working hours on campus. If employees choose to meet off campus during lunch, the college considers this a personal decision and will not reimburse the costs for travel or meals incurred at that meeting.
Employees who meet for Daemen College business with external parties should submit itemized receipts for the actual cost of meals along with the following information: date of meeting, names of persons participating and a description of the purpose of the meeting. These details provide the necessary backup to satisfy audit inquiries and IRS regulations.
The College will utilize a receipt driven reimbursement policy for employees seeking reimbursement for meals when traveling on College business. Itemized receipts supporting the actual cost of meals and incidental expenses are required in order to process a reimbursement request.
The Business Office offers the following guidelines for meal costs (including tips), based on an average of historical spending at the college and published IRS per diem rates. Under extreme circumstances, travelers who are required to buy a meal in excess of these suggested guidelines should provide a brief explanation or rationale for the excess cost. The college will not pay for alcohol served at any meals.
Total Meal Cost Per Day:
|Normal Cost Area||High Cost Area|
High Cost Area is defined as Manhattan; Chicago; Washington, DC; San Francisco; San Diego; Boston; Cincinnati; Detroit; Seattle; Los Angeles; and Philadelphia. In addition, if you are traveling to a city that you feel is a high cost area, please check with the Controller’s office prior to departure to determine if the higher costs might apply.
Normal Cost Area: All areas not considered High Cost Areas.
When a traveler is out of town for part of the day, the meal allowances are used individually for that day. Breakfast is from 6:00-10:30 am; Lunch 11:30 am-2:30 pm; Dinner 5:00-10:00 pm. Thus, someone leaving for a trip after 10:30 am is not eligible for breakfast on departure day, and anyone arriving in WNY by 5:00 pm is not eligible for dinner on arrival day.
Telephone – All charges for official College business are allowed. One personal call not to exceed 10 minutes per each full day of travel is allowed. International calling plans available on cell phones to minimize calling costs should be utilized and are reimbursable, (i.e. Canada through Verizon).
Entertainment Expenses – Not Allowed. Examples include but are not limited to golf, theater, movies, excursions, sporting events, museums, theme parks, etc.
Personal Expenses – Not Allowed. These are items primarily for the benefit of the traveler and not related to the official purpose of the travel. Examples include personal hygiene items, magazines, snacks, movie rentals, etc.
Charges to Personal Credit Cards – To minimize any personal expense, it is recommended and preferred that all travel expenses such as airfare, lodging accommodations, and registrations be prepaid by the College instead of personal credit card or check. This becomes especially important when purchasing advance tickets or registrations that are geared toward an “early bird” discount, as reimbursements can be made on such personal expense, only after the event. This process is necessary, should the event be cancelled, the credit will be applied to the individual’s credit card and not the College’s; thereby encumbering the college’s ability to monitor its credits.
Internet Time Charges - The College asks that travelers limit internet charges to the time necessary to check emails and correspondence during their absence from the College. Time should not exceed 30 minutes per day.
Mini Bar Charges - Not Allowed.
Room Service - The College asks employees to use good judgment when incurring costs for room service meals. Meal guidelines must be observed when seeking reimbursement. (See Meals)
Travel Advances – Please submit a purchase requisition requesting an advance for travel by Tuesday prior to the Thursday check run. Travel advances are meant to cover tips, parking, tolls, and other minor expenses and are not meant to cover airfare, lodging or registrations. Larger items such as these should be paid directly to the vendor by the College through use of a college credit card, purchasing or accounts payable. The College prefers to limit travel advances to $50. Requests should have justification for the amount included on the purchase requisition. Individuals are expected to return receipts to validate the advance within one week of returning from the travel, along with any unspent funds.
The college hosts an employee holiday party in December each year to celebrate the season with the faculty and staff. As such, the college will not support individual department requests for holiday party/entertainment expenses.
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