Policy Handbook

Lab Natural Light 6

Employee Travel Expenses

Accounting Services

 
RATIONALE: To ensure that Juniata College adheres to the Internal Revenue Service Codes. The IRS requires that reimbursable business expenses not be lavish or extravagant under the circumstances and must be governed by the substantiation rules of section 274(d) of the Internal Revenue Code. Refer to Code Sec. 162(a)(2) and section 274(d) of the Internal Revenue Code. www.fourmilab.ch/ustax/www/contents.html.
Any exceptions to this policy will require the Controller and area VP approvals.
GENERAL GUIDELINES
 
SPECIFIC MAXIMUM GUIDELINES FOR REIMBURSEMENTS:
                        Meal including gratuity              $10.00             $12.00             $32.00
Employees may need to rent a vehicle while traveling on College business. It is not the responsibility of the College to provide luxury vehicles in these instances. The College carries insurance coverage for hired or rented vehicles; the employee should not purchase additional insurance coverage. Employees are encouraged to rent vehicles using a College "Purchasing Card". This automatically provides additional insurance.
The cost of taking a spouse or other non-employee along on a College business trip is not reimbursable unless it can be shown that their presence "serves a bona fide business purpose." In addition, specific responsibilities and duties must be described in writing and prior approval from the Controller must be given before expenses can be incurred. If reimbursement of non-employee travel expenses are approved, the employee is responsible for segregating all (meals, hotel, air fares, etc.) of the spouse's expenses from their own.


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