Effective July 1, 2019, an updated Travel & Entertainment Expense Policy will go into effect.
Some key changes to the new policy are:
- Receipts will be required for all purchases of $25 or more (formerly a $75 threshold). Certain departmental exceptions may be allowed if adequate internal controls are documented and approved by the Controller and CFO.
- Clarkson University has a national contract with Enterprise Rent-A-Car / National Car Rental (Contract ID# XZ29352) was well as Hertz (Contract ID# CDP1714129).
- Mileage reimbursement rates have been set for certain established trips (ie, Potsdam to Syracuse Airport or Potsdam to CRC Campus). Maps will no longer be required for these reimbursements and reimbursed mileage will be as established in the policy.
- The University will pay actual meal expenses with the submission of receipts to support expenses claimed, up to the stated per diem limit for each related meal. Any meal expense in excess of the stated per diem amount will be due to the University by the traveler. Travelers may still elect to utilize the per diem rates only, and forego providing meal receipts.
A summary of the new policy may be viewed below. - The complete updated policy may be viewed at https://intranet.clarkson.edu/wp-content/uploads/travel-entertainment-3-19-19.docx
- If unsure, always contact the Controller’s Office(x-2135 or x-4282) to ask questions before making a purchase or setting travel plans.
CLARKSON UNIVERSITY TRAVEL AND ENTERTAINMENT (T&E) EXPENSE POLICY SUMMARY
This document is intended to provide a quick reference to Clarkson University Travel and Entertainment policies. Each Clarkson employee should refer to the full Travel and Entertainment Expense Policy for complete details and current policy information. (https://intranet.clarkson.edu/wp-content/uploads/travel-entertainment-3-19-19.docx). This summary does not supersede the approved Travel and Entertainment Policy as it may be updated from time to time.
The Internal Revenue Service imposes the following requirements on reimbursement of business expenses:
1. There must be a business reason for the expense;
2. The individual must substantiate the expense; and
3. The individual must return to the employee or organization any amount advanced in excess of the substantiated expense, or any tangible property acquired.
Travel and entertainment expenses should be paid via a campus issued One Card whenever possible.
· A supporting expense report must be completed in the PeopleSoft financial system at least monthly.
· Receipts for all One Card charges must be included in the expense report submission.
· Expense reports should be submitted generally within 15 days of travel, but no later than 30 days.
· Receipts must be provided for all expenses of $25 or more. Department by department exceptions may be granted if sufficient internal control procedures are documented and approved by the Controller and CFO.
Air Travel
· Travelers should select the least expensive means available, i.e. Coach class.
· The University will pay for a maximum of 2 checked bags per individual.
· All federally funded travel is subject to the Fly America Act.
· Flight cancellation insurance will generally not be paid by the University. Exceptions must be pre-approved by the CFO or Controller.
Car Rental / Personal Car Usage
· Clarkson has national contracts with Enterprise Rent-A-Car / National Car Rental (Contract ID# XZ29352) as well as Hertz (Contract ID# CDP1714129). These agencies should be utilized to take advantage of preferred pricing.
· Car rental should be compact or mid-size. Full size or larger rentals must be pre-approved with an appropriate business purpose (i.e. three or more employees traveling together).
· For rentals within the United States, all offers of additional insurance should be waived as the Clarkson employee and rented vehicle are covered under the University liability and collision coverage.
· Personal car usage will be reimbursed at the IRS Standard Mileage Rate. The reimbursement submission must include a mileage calculator (MapQuest, Google, etc.) to document the request.
· Certain established reimbursements exist (i.e. Potsdam campus to CRC campus) and will be paid at a fixed amount without the need for supporting documents.
· The University will not pay for any physical damage to your personal vehicle while it is being used for University business. The provided mileage reimbursement includes an incremental cost for insurance and deductibles. Use of your personal vehicle is at your own risk.
Lodging
· Lodging should be moderately priced and typically at or below the per diem rates published by the U.S. General Services Administration.
· The University will pay the cost of staying at the “conference hotel”.
· Travelers are generally responsible for “no show” charges.
· The University is tax exempt in New York State and several other states. Travelers should obtain the proper tax exempt certificate for submission upon check-in where appropriate.
Meals
· Employees who are submitting for per diem reimbursement are not required to retain receipts and may not pay for their meals with the University One Card.
· In all other instances, the University will pay actual meal expenses, up to the stated per diem limit for each related meal. In this case, employees should use the One Card for all meal purchases and submit proper detailed receipts for these purchases. Receipt should be detailed, not summary, and should include the names of all attendees as well as the business purpose of the meal
· Use of per diem or actual cost meal reimbursement must be consistent within each travel day and should not be intermingled. Certain exceptions may apply and should be approved in advance by the Controller or CFO.
All employees should review the list of reimbursable and non-reimbursable business expenses. Note that these lists are comprehensive but not all-inclusive, therefore, employees should request clarification from the CFO or Controller prior to purchase of any items not delineated on these lists.