Travel Policy Enhancements

05/25/17

The Travel Policy has been revised to increase efficiencies for travelers and department coordinators.

As a follow-up to the Travel Policy announcement on 2/22/17, Travel Services is pleased to announce that the Ithaca College expense report form and travel policy have been updated to further enhance this new policy which eliminated the need of supplying receipts 25 dollars or less. Travel related receipts 25 dollars or less should not be included with the expense report, however, they must be documented on the Travel Expenses 25 or Less Worksheet. This applies to reimbursements due to the traveler (cash or personal credit card), and transactions charged to the JP Morgan Chase Travel Card.

All transactions 25 dollars or less must be listed on the worksheet, signed by the traveler, and the worksheet submitted with the expense report. The “Out of Pocket” and “Paid by IC Travel Card” columns will auto-total at the top of the worksheet. These amounts must then be filled in on the face of the Expense Report on the new line titled “Travel Expenses from Worksheet”.

Acceptable expenses on the Worksheet include meals and miscellaneous expenses (ground transportation, gratuities, baggage fees, parking, and toll charges). It is required that the traveler include the actual amount of the transaction, and not a flat fee of 25 dollars. Travel related receipts under 25 dollars should not be attached to the monthly credit card statement as they will have been documented on the Travel Expenses 25 dollars and Less Worksheet.

In addition, for those expenses greater than 25 dollars, copies of the travel card related or other college prepaid trip expense (VAF or purchase order) receipts are not to be submitted to Travel Services when requesting reimbursement. Out of pocket related receipts greater than 25 dollars need to be included in order to receive reimbursement.  The following is an excerpt from the Travel Policy explaining this revision:

• When requesting reimbursement, Departmental Coordinators must forward Expense Report Forms including required documentation to Travel Services. Required documentation includes out of pocket receipts for reimbursement (over 25 dollars), Travel Expense Worksheet, conference agenda, and verification of travel (i.e. lodging folio, boarding pass, etc.).
  
• Travel card transactions and pre-trip expense totals must be recorded on the Expense Report Form when submitting reimbursement.
• Copies of Travel Card receipts and other college pre-paid trip expenses are not to be sent to Travel Services when submitting an expense report (except conference agenda and verification of travel as indicated above).
• Meal and miscellaneous expenses 25 dollars USD and less do not require receipts, but must be documented on the Travel Expenses 25 dollars and Less Worksheet to qualify for reimbursement.

For questions, refer to FAQ’s or contact IC Travel Services Specialist, Sheryl Scott, at sscott@ithaca.edu or (607) 274-1480.

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