Current through all regulations passed and filed through September 16, 2024
It is necessary, on occasion, for
travel, meeting costs, and other amenities to be incurred by college employees
and members of the board in the ordinary course of business where such
expenditure serves a proper public purpose. This policy does not intend to
address every issue, exception, or contingency that may arise in the course of
incurring these costs. Such costs shall either be paid for by the college or
reimbursed to the employee as identified in the sections to follow. Employees
will be held responsible for unauthorized costs and additional expenses
incurred for personal preference or convenience.
(A)
Travel expenses
(1)
Employees
must obtain approval in advance of all college-related travel resulting in
expenses.
(2)
All travel will be considered as originating from the
campus of the college, or the home, if departure is from the home, whichever is
nearer the destination.
(3)
Expenses for commercial travel (air, rail, bus) must be
at the lowest available fare or rate.
(4)
College-owned
vehicles may be used only for official travel. Individuals may be reimbursed
for the use of a personal vehicle at the rate per mile set by the Board only if
a college provided vehicle is not available. Mileage may not exceed the
aggregate of the lowest available commercial travel fares for all individuals
engaged in college related travel in the same vehicle.
(5)
Expenses may
include the actual and reasonable cost of meals and lodging incurred in the
course of college related travel. It is prohibited to reimburse the cost of
alcoholic beverages with public funds.
(6)
No reimbursement
for lodging expenses may be claimed for travel
(a)
within Lake
county;
(b)
within the county of residence; or
(c)
within
thirty miles of
the residence. No reimbursement may be claimed for meals, lodging, or
miscellaneous expenses incurred during a vacation leave, or any kind of leave
of absence.
(7)
No employee or member of the Board is permitted to use
credits or discounts, received as a result of college-provided travel, for
personal use.
(8)
College related travel costs may also include:
(a)
Expenses incurred
for stenographic fees, storage or carrying of baggage, telephone calls on
official college business, personal calls up to five
dollars
per day, and rental of equipment or temporary meeting or office facilities
necessary for the conduct of official college business.
(b)
Expenses incurred
for laundry, dry cleaning, and pressing while the individual is on continuous
approved travel status in excess of five days without returning home during
that time.
(c)
Expenses incurred for special purchases essential for
the fulfillment of the travel or work assignment upon approval of the
president,
the president's designated representative or the Board
Chair.
(B)
Meeting expenses
-- outside of the college
(1)
Employees must obtain approval in advance of all
college related expenses incurred for registration fees and related expenses
for conferences or meetings. Such expenses may include the actual and
reasonable cost of a meal not covered under travel rules when the meal is an
integral part of the conference or meeting, or attendance at the meal is
necessary to the best interest of the college.
(2)
Approved
registration fees may be either prepaid by the college or paid by the employee
and reimbursed upon return. Claims for reimbursement of registration fees must
be accompanied by a receipt.
(C)
Meeting expenses
-- within the college
In order to promote efficiency of meetings, collegiality,
and the general welfare of the college, the actual and reasonable cost of meals
and refreshment for members of the board and college officers, employees, and
guests of the college while conducting college business is permitted. It is
prohibited to purchase alcoholic beverages with public funds.
(D)
Other
amenities
Consistent with past practices and tradition, other
amenities (i.e., flowers, token retirement gifts, meritorious service awards)
are permitted.
Replaces: 3354:2-36-01
