Frequently Asked Questions

Can I use my Ithaca College Travel card for Personal Use?
No. The Travel card is only intended for payment of approved Ithaca College employee related travel. 

Can I put registration fees or hotel reservations on my Travel card?
Yes. Card use for IC travel related expenses is encouraged whenever possible.

How is the Travel Card paid for?
Ithaca College pays the bill directly. All receipts for charges put on the card are required to be submitted to your Department Coordinator for reconciliation.

How long do I have to submit my expense report?
All expense reports have to be submitted within 60 days. See travel policy reimbursements.

Where do I put Travel Card Charges on the Expense Report Form?
All charges for your card should be put under the "Paid by Ithaca College" column.

What expenses go under the "Paid by Employee" column on the Expense Report Form?
Only expenses paid out of your pocket directly. (Cash, personal check, personal credit card, NOT charges made on your Travel Card).

Where do I note cash advances from the Travel Card on the Expense Report?
All cash advances should be listed under the "Advance from Ithaca College Cashier/Travel Card" section.

What do I do with the Expense Report Form when I have obtained all the necessary signatures and attached the receipts?
If you have expenses on the Travel card you should give them to your Department Coordinator. If you have charges you paid for personally you should submit the form with the receipts to Travel Services.

What is the meal allowance per day?
Ithaca College has no set amount for meals per day. Ithaca College does ask however, that the traveler be reasonable and prudent in incurring meal expenses.

What would be considered "Expenses Paid by Ithaca College" on the Expense report form?
Expenses paid in advance or during the trip by Ithaca College either directly by the traveler, or charged on the Ithaca College Travel card are considered "Expenses Paid by Ithaca College". All of these expenses must be included on the expense report form for proper calculations to occur.

I lost some of my receipts, what should I do?
A traveler who loses receipts should try to obtain duplicates. If a receipt is unobtainable; the traveler should submit a signed itemized statement and include it with the expense report and any remaining receipts.

I was able to save money by staying with friends while on college business. Is it possible to be reimbursed for a modest gift or gesture of appreciation?
This would be determined by your Dean or Department Head. You may not charge gifts in lieu of lodging to federal grant or contract accounts because government regulations prohibit charging gifts to Federal Projects.

What is the Ithaca College current mileage reimbursement rate if I use my personal vehicle?
The current Ithaca College reimbursement for personal vehicle use is $0.55 per mile. However, Ithaca College would encourage travelers to use a college car whenever possible.

If I claim mileage reimbursement, will I also be reimbursed for my gasoline receipts?
No, use of a personal vehicle will only be reimbursed at the per mile rate, receipts for gasoline will not be reimbursed.