Spreadsheet: 01a66242-e3f3-4471-a32c-b8bf49aa369a
Sheet: Policies

9.9.1                                                                       TRAVEL AND ENTERTAINMENT REIMBURSEMENT
The policy of Bellarmine University is to reimburse its employees for ordinary, necessary, and reasonable travel and entertainment expenses incurred in the course of conducting University business.  Outlined below are guidelines as to which expenses are reimbursable and the required documentation that must accompany the request for reimbursement.  Failure to submit this information may result in reimbursement being denied.  On occasion, satisfaction of the requirements may be waived as a result of extenuating circumstances beyond the employee’s control.  However, such instances are expected to be rare.
9.9.1.1                                                                                             TRANSPORTATION
All reasonable transportation costs incurred on University business will be reimbursed.  These costs include air and taxi fares, rental car fees, and the cost of other modes of travel.  These expenses must be substantiated by the documentation discussed under Section 9.9.3.8.  In the case of gratuities, tips and parking fees, a de minimus rule of $4.00 per transaction shall apply.
Travel by common carrier (airplane, train, bus, boat, etc.) will be reimbursed at the normal economy rate, plus the necessary expense to and from the place of departure of the common carrier.  When airfare and taxis (or car rental) are less costly than the use of personal auto, the University will reimburse only the lower amount.  However, airfare and taxis may be used in lieu of personal auto, even if higher, in order to conserve time.
9.9.1.2                                                                                                    LODGING
Employees are entitled to reimbursement for reasonable lodging expenses incurred while on University business and it is necessary to be away from home overnight, provided that the expense is not lavish or extravagant.  Reasonableness of lodging costs will be judged in reference to the lodging allowances reflected in the Governmental Travel Allowance Rates published by the Internal Revenue Service and other significant factors.  The justification of questioned lodging expenses rests with the claimant.  These costs must be substantiated by the documentation under Section 9.9.3.8.  A de minimus rule of $4.00 shall apply to tips and gratuities.
9.9.3.3                                                                                 ENTERTAINMENT AND MEALS
Reimbursement will be made for the costs of entertainment and meals incurred in the course of conducting University business, provided, however, they are ordinary, necessary and reasonable.  These expenditures must be substantiated by the documentation discussed under Section 9.9.3.8.  A de minimus rule of $4.00 shall apply to tips and gratuities.
Frivolous, lavish, and extravagant expenditures for entertainment and meals are to be avoided at all times.  Judgment must be exercised when selecting an entertainment facility, restaurant and menu.  Excessive expenditures are subject to question by  the Business Office and may result in the denial of reimbursement, either in its entirety or partially.  The reasonableness of meal expenses will be judged by reference to the Governmental Travel Allowance Rates published by the Internal Revenue Service and other significant circumstances.  The justification of questioned expenses rests with the claimant.
Breakfast, lunch or dinner meetings and golf outings between University employees normally are considered personal expenses and, therefore, are not reimbursable by the University.  However, there will be some occasions where reimbursement of the costs by the University would be appropriate, and in these rare cases, justification for reimbursement rests with the claimant, and is subject to scrutiny and question by the Business Office.  Should meetings between employees of the University be reoccurring and the employee(s) believe that they have justifiable reason to receive reimbursement; the burden rests with them to obtain the approval of the President, in writing, and to submit the written approval with the reimbursement request.
9.9.3.4                                                                                   ALCOHOLIC BEVERAGES
As a general rule, the costs of alcoholic beverages will not be reimbursed.  However, reimbursement will be paid for one alcoholic beverage consumed with the more expensive meals permitted during periods of extended travel.  Reimbursement for the cost of alcoholic beverages on any other occasions must be clearly justified by the claimant.  Such expenditures are subject to challenge by the Business Office.
9.9.3.5                                                                                    MILEAGE ALLOWANCES
Employees will be reimbursed for the use of their personal vehicles for University business at a rate per mile, which is established by the Business Office.  Those individuals furnished a University owned vehicle will be reimbursed at a lower rate per mile to cover the cost of gasoline.  The rates per mile and applicable mileage limitations are reflected on the reverse side of the Travel and Entertainment Expense Voucher and that information is incorporated into and considered a part of this policy.   [NAME] traveled for University business purposes do not include personal commuting miles between home and Bellarmine University.
Rates January 1, 2010 are $050 per mile for personal vehicles and $0.25 per mile for university-owned vehicles. The $0.50 per mile is reimbursement for gasoline, wear and tear on the vehicle, insurance and routine maintenance, etc.  The $0.25 per mile is for gasoline reimbursement only.
9.9.3.6                                                                     PERSONAL EXPENSES AND PAYMENT
The University will not make any reimbursement of personal expenses incurred while on University business.  These include such items as personal phone calls, movies, or other entertainment, lodging and meals for family members and guests.
If you are authorized to sign the hotel bill at checkout using a University purchase order, you must pay any personal expenses reflected on the bill at check-out time.  Accordingly, the bill received by the University will reflect only the balance owed by the University.  In other cases, the amount of personal expenses must be deducted from the bill prior to submission for reimbursement.
9.9.3.7                                                                         REQUEST FOR REIMBURSEMENT
The University Expense Claim form is to be used for all reimbursements of travel and entertainment expenses.  This form is to be used instead of a Check Request Form and must be accompanied by all original receipts and the additional documentation recited above.  The absence of any of this information may result in reimbursement being delayed or denied.
The University Expense Claim form (on-line at www.bellarmine.edu/purchasing must be completed in date order.  A block is provided for deductions if a personal expense is included on the Original Receipt or a travel advance was requested.  The individual and his/her supervisor must sign the University Expense Claim form before Business Office approval is given.  Processing of expense claims may take three or four days provided all documentation and required signatures accompany the request.  Checks are issued on Mondays, Wednesdays and Fridays of each week excluding holidays.
9.9.3.8                                                       REQUIRED SUBSTANTIATION AND DOCUMENTATION
A University Expense Claim form must be completed for reimbursement of the expenses incurred.  All expenses for which reimbursement is requested must be supported by original receipts and submitted within 60 days of the date of receipts and contain the additional documentation required by the University and/or the Internal Revenue Service Regulations in order to substantiate the business purpose of the expense.
For transportation and lodging expenses, the following information must be submitted along with the original receipts:
1.      Dates of departure and return for each trip away from home and the amount of time spent on University business.
2.      Destination and locality of travel.
3.      Business reason of travel including.
4.      When airfare is the chosen method of travel, required documentation include the original receipt reflecting payment.
For entertainment and meals, the following information must be submitted along with the original receipts:
1.      Amount of each separate expenditure.
2.      Date of the entertainment or meal.
3.      Name of the restaurant or facility, address, and type of facility if not apparent from the name.
4.      Meal--you must submit both the charge slip (with your signature) and detailed meal menu receipt as documentation.
5.      Identification of the persons in attendance, including name, title, business affiliation, and nature of business relationship to the University.
1975
Revised August 1997
Revised December 5, 1997
Revised & Approved, Board of Trustees January 2006