The College will reimburse faculty and staff for approved travel and transportation expenses incurred during approved College-related travel. Employees are expected to fully account for all expenses in order to receive College funds regardless of the funding source. Reimbursement from a grant or contract may impose additional terms and conditions beyond those stated here.
Transportation - Employees are expected to travel by the most direct, economical, and expeditious means of transportation available.
Meals and Lodging - Individuals traveling on College business may be reimbursed for related expenses of meals and lodging, but not personal expenses. Although maximum reimbursement limits will not normally be imposed, it is expected that those traveling on College business will use prudence in keeping costs to a reasonable level.
Other Allowable Expenses include:
A complete report detailing the use of College funds must be submitted to the Business Office no later than ten working days following the completion of travel. This applies whether the traveler is reporting on the use of a travel advance or requesting reimbursement of personal funds. A College Travel Expense Report form must be used to document travel expenses incurred by College travelers. (Forms may be secured from the Business Office or online at www.hsc.edu/Human-Resources/Forms.html.)
All travel and related expenses must be itemized on the Travel Expense Report. Receipts, paid bills or similar evidence must be attached to the Travel Expense Report to support all expenditures for lodging, travel, and other costs of $20.00 or more. Original documentation must be attached to the Travel Expense Report. Photocopies should not be used.
The supervisor of the traveler should review the Travel Expense Report for funding availability, compliance with College travel policy, propriety of the travel expenses, and completeness of documentation. All Travel Expense Report forms submitted must include the account number for the appropriate funding source and the date the report is filed.
When completed, the Travel Expense Report should be signed and sent to the Business Office, where it will be checked for completeness of documentation, accuracy, and compliance with the College travel policy. Questions regarding payment should be directed to the Accounts Payable Coordinator in the Business Office.
The College provides travel advances where there is a need for cash to be used on a College-related trip. Advances may be in the form of cash or checks issued to the traveler. Advances in the form of a check may be requested by submitting a Miscellaneous Check Request form to the Business Office (Accounts Payable Coordinator) at least ten working days prior to the date the advance is needed. Advances in the form of cash may be obtained at the Business Office (Cashier's desk) during normal hours of operation; are limited to $300 per trip; and are dependent on the availability of cash at the time of the request. Travel advances may not be issued until all previously issued advances have been cleared.
Travel advances are charged to the traveler's personal advances line. Upon return and submission of approved documentation, the advance will be transferred to the appropriate departmental account. If expenses exceed the amount of the advance, the traveler will receive a check for the additional amount. If expenses are below the amount of the advance, the individual must refund to the College any excess when documentation is submitted to the Business Office. Any cash advance not accounted for will remain on the personal advances line, and the individual will be expected to repay the full amount.
All requests for exceptions to this policy must be submitted in advance, in writing, to the College Business Operations Manager. All documentation approving an exception must be submitted with the Expense Report.