Ohio Administrative Code › Title 3354:2 - Lakeland Community College › Chapter 3354:2-36 - Allowable Costs and Acceptable Use › Section 3354:2-36-01 - Allowable costs associated with travel, meeting and other amenities

Current through all regulations passed and filed through July 1, 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.