Travel Policy

Documentation and Reimbursement Requirements

Documentation Requirements

Travelers must obtain original detailed receipts and/or supporting documentation for each transaction as proof of the expense. Credit card receipts submitted without the detailed original receipt are not acceptable.  At the end of each billing cycle, the Cardholder will receive a monthly statement to review each transaction for accuracy. Copies of credit card statements, hotel statements (for non-lodging expenses) or restaurant pull tab receipts are not acceptable forms of documentation.  Detailed restaurant receipts (as opposed to stub-receipts) should include the date, name of the establishment and itemization of purchase.

DEPARTMENTAL COORDINATOR RESPONSIBILITIES

The Department Coordinator and/or Program Administrator will work with the Cardholder to obtain any delinquent receipts or documentation to review and update on-line.

The Department Coordinator and/or Program Administrator will update advance purchases using the Cardholders documentation and/or receipt for all purchases made in advance of travel dates (i.e. registration, air fare etc), within five (5) business days from e-mail notification.


The Department Coordinator and/or Program Administrator will update transactions charged while cardholder was traveling within fifteen (15) business days after returning from travel using the receipts and or documentation submitted to them by the cardholders.

The Department Coordinator will submit their Cardholders monthly statements with the supporting receipts and documentation attached to the appropriate statement to the Cardholder’s Supervisor for signature/approval.

It is the responsibility of the Department Coordinator to notify their back up Coordinator when they will need their assistance in updating on-line batches.

Supervisors are responsible for reviewing, approving, and signing all monthly statements along with required documentation for each Cardholder in their area. After approval, the Supervisor will return all the statements to the Department Coordinator and/or Program Administrator for retention and auditing purposes. The signature/approval by the Supervisor indicates that the Cardholder(s) were authorized to use the Ithaca College Travel Card and the transactions were made in accordance with College policies.

The Department Coordinator will retain these statements for six (6) years for auditing purposes.

Reporting and Reimbursements Requirements

All travelers must complete an Ithaca College Expense Report Form upon return from travel.

All original required documentation for reimbursements directly due to employee should be attached to 8 ½" x 11" pieces of paper. Attach copies of receipts charged on the Ithaca College Travel Card. Cash advances MUST be listed on the expense report form.

If an original receipt is not available, prepare a memo giving the reasons why, sign and give it to your supervisor for approval of the expenditures. Submit the completed form and documents to Travel Services for processing.

*ATTENTION:* In order to comply with Internal Revenue Service regulations, Ithaca College employees must reconcile College travel expenses, on an Ithaca College Travel Expense Form within 60 days of the date of return from the trip. Failure to perform this reconciliation within the 60 day time period will result in any College funds disbursed for trip related expenses being treated as taxable wages paid to the employee and subject to Federal and State Income Tax, Social Security and Medicare withholdings. Any College related travel expenses incurred using personal funds will be ineligible for reimbursement after 60 days.  Obtain your supervisor's approval and give the completed, approved Travel Authorization form to your Departmental Administrator to keep on file while you travel. Reimbursements will be made on the basis of approved expense reports only.

Reimbursements for telephone calls made while traveling on Ithaca College business, including those calls necessary to obtain transportation and hotel reservations, communicate with the office, and one personal call per day are allowable. On the Expense Report Form, indicate telephone calls made from your hotel room, on the "Other" line and provide appropriate explanations for the calls.

If receipts are in a foreign currency, convert all expenses to U.S. dollars prior to sending your Expense Report Form to the Travel Office for processing. Indicate the rates used to convert foreign currency to U.S. dollars. The rates should be those used at the time of the transaction, not the rates in effect at the time you complete and submit your Expense Report Form. Convert each line on the Expense Report Form separately. If the trip is for a duration of one week or less, calculate an average currency rate. If you are traveling for longer than seven days, indicate the appropriate rate on each Expense Report Form that you complete (one per each seven day period). If travel is to more than one country, indicate the applicable rates on a separate sheet and attach to the Expense Report Form. Up to date currency conversion information may be obtained on the XE.com web site. There is a 1% foreign transaction fee charged on each transaction using the Ithaca College Travel Card.

When meals are charged to a personal credit card, please provide both the credit card receipt and the vendor's receipt.

Requests for reimbursements or payments (i.e., Expense Report Form, or Voucher Authorization Form) must be approved by an individual authorized to approve such requests on behalf of Ithaca College. The individual must be at least one management level above the person submitting the request for funds. The approver is responsible for making the determination that the transaction is a legitimate business expenditure, that it meets all Ithaca College Travel policy guidelines, and that it is supported by required documentation. Electronic Fund Transfer/Direct Deposit (EFT/Direct Deposit) is encouraged whenever possible. If EFT/Direct Deposit is not set up, paper check reimbursements for Ithaca College travel related expenses will ONLY be made on the 30th of each month.

EFT/Direct Deposit is an electronic transfer of funds directly into the employee's bank account. Payments are made on Monday, Wednesday or Friday following entry into Parnassus. Instead of receiving reimbursements from Ithaca College in the form of a check, the reimbursement amount is directly deposited into a checking or savings account. This form of reimbursement eliminates mail time, misdirected and misplaced checks.

To set up reimbursements via EFT/Direct Deposit fill out an EFT/Direct Deposit Authorization Form, attach a copy of a voided check, and send the signed completed form to the Accounts Payable Office located on the 14th Floor of the West Tower. Notifications of deposits will occur by the e-mail address provided on the EFT/Direct Deposit authorization form.

To change or update information follow the same process as above but check "Change information on existing registration".

Reimbursable Expenses

College funds may be used for ordinary and reasonable business-related expenses that support the mission of Ithaca College.  A sample of allowable expenses include but are not limited to the following:

  • Automobile rentals
  • Meal expenses including tips
  • Expenses associated with baggage handling, storage, and tips
  • Internet, fax and modem line charges made in connection with official Ithaca College business
  • Hospitality if directly related to the educational or research purpose of the trip
  • Host/hostess gifts, in lieu of lodging, when the cost does not exceed what lodging expenses would have been
  • Laundry expenses when away for seven (7) or more consecutive days
  • Lodging expenses
  • Telephone calls, including those calls necessary to obtain transportation and hotel reservations, communication with the office, and one call per day to family
  • Transportation costs

Note:  This list is intended to be representative, not comprehensive.


Non-Reimbursable Expenses

College funds may be used for ordinary and reasonable business-related expenses that support the mission of Ithaca College.  A sample of unallowable expenses include but are not limited to the following:

  • Additional travel insurance, travel accident death/dismemberment insurance or trip cancellation premiums
  • Additional general liability, auto insurance and collision damage waiver
  • NYS Sales Tax charged to an unauthorized driver of a rental vehicle
  • Additional expenses associated with the cost of first class airfare
  • Childcare and babysitting expenses
  • Costs for commuting between your home and the Ithaca College campus
  • Costs for personal medications
  • Costs incurred by your failure to cancel transportation or hotel reservations
  • Costs incurred by your spouse or Non-Ithaca College employees and students
  • Movies in your hotel room
  • Gasoline expenses when the personal automobile mileage reimbursement rate is claimed
  • Gifts for hosts in lieu of meals and lodging when the cost of such gifts exceeds what the meals or lodging expenses would have cost
  • Hair styling and haircut expenses
  • Spa/massage treatments
  • Kennel/boarding expenses for pets
  • Laundry or cleaning expenses for trips less than one week
  • Magazines or newspaper expenses
  • NYS Sales Tax and sales tax paid in states that recognize Ithaca College's tax exempt status
  • Other expenses not directly related to the business purpose of the trip
  • Parking or speeding tickets
  • Personal telephone calls in excess of one per day

Note:  This list is intended to be representative, not comprehensive.

Ithaca College Travel Card Documentation Requirements

REVIEW OF MONTHLY STATEMENT

At the end of each billing cycle, the Cardholder shall receive from the bank a monthly statement of account that will list the Cardholder’s transactions for that period.

The Cardholder will review each transaction listed on the monthly statement for accuracy and submit the statement to their Department Coordinator within five (5) days of receipt. The Cardholder will report any errors on the statement to their Department Coordinator. The Department Coordinator in conjunction with the Program Administrator will take the necessary steps to correct these errors.

The Department Coordinator must obtain signature/approval from the Cardholder’s Supervisor for each monthly statement. The Approving Supervisor’s signature/approval of each Cardholders monthly statement indicates that the Cardholder was authorized to make those purchases and they were made in accordance with applicable procedures.

After the Supervisor has approved and returned the monthly statements to the Department

Coordinator they will retain these statements for six (6) years for auditing purposes.