Travel & Entertainment Policy

Eligibility

This policy and all its documentation requirements apply to all employees and non-employees, e.g., trustees, volunteers, consultants, guest lecturers, interview candidates, et al. regardless of the particular source of funding.

Requirements

The Internal Revenue Service imposes the following requirements on reimbursement of business expenses: 1) there must be a business reason for the expenses; 2) the individual must substantiate the expenses; and 3) the individual must return to the employer or organization any amount advanced in excess of the substantiated expenses.

Exceptions

Exceptions to this policy (not otherwise covered by laws, grants or contractual commitments) may be made on an individual basis, but require the travelers to obtain written pre-approval from the controller, who may consult with the appropriate member of senior staff. A copy of the pre-approval must be attached to the pertinent expense report(s).

Specific provisions that the college has accepted in sponsored program agreements will govern travel and other expenses on those awards and take precedence over the college's Travel & Entertainment Policy.

Forms

For travel and entertainment expenses to be paid or reimbursed, they must be properly accounted for on the applicable form, with the business purpose stated and proper supervisory approvals obtained. Approved requests for payments, reimbursements, and settlement of travel advances must be submitted to the Disbursements Office within a reasonable period of time, normally within 30 days of the completion of the travel, but not to exceed 150 days. All expenses must be documented, including any prepaid expenses.

The reimbursement form must contain all pertinent information: travel dates, purpose, destinations, fund, the individual account and organization codes, and appropriate authorization signatures. Be sure to identify the individual as a U.S. or a non-U.S. citizen. If the individual is a non-U.S. citizen, see Travel & Entertainment Policy for Nonresident Aliens.

Travelers must sign the forms to certify to the best of their knowledge that the information contained on the Expense Reimbursement form is accurate and that all claimed expenses were allowable and incurred in the conduct of official College business. If the traveler’s signature cannot be obtained due to extraordinary circumstances, the form may be processed with the departmental authorizing signature, provided that an adequate explanation is attached. Thus, an e-mail request or a memorandum for the record of the phone call from the spender/traveler may be used in lieu of the original signature.

Foreign Currency

Expenses incurred in a foreign currency must be converted to U.S. dollars by the spender/traveler. The exchange rate at the time the expense was incurred and the U.S. dollar equivalent must be provided on all receipts. Written documentation must include the exchange rate and date. This may be in the form of a receipt of currency exchange, credit card statement with exchange rate listed, etc. If expenses in foreign currency are paid by credit/charge card they may take a longer time to appear on the individual's statement. In this case, the individual should account for all expenses using estimated rates, but may later request an adjustment for foreign items by submitting the charge card statement.

The College will not process travel advances, authorizations, prepaid expense requests, wire transfers or payment/reimbursement of business, travel or entertainment expenses for spouses or family members who accompany College employees or students on College business except in those unusual circumstances which require their presence. The appropriate member of Senior Staff must approve any unusual circumstance in advance in writing. Should a spouse or dependent be approved to accompany an employee on College business, reporting of expenses must follow this policy.

When a spouse or family member(s) for personal reasons accompanies a traveler, the College will only reimburse the traveler for the cost of a single room.

Note: Junior Year Abroad Directors should refer to their policy incorporated here by reference.

All payments involving non-U.S. citizens must be approved by the Payroll and Disbursements Office and must include a social security number or an individual tax identification number (ITIN). Visiting foreign scholars, nonresident alien contractors, nonresident alien employees and others performing personal services must submit the general documentation required by this policy along with the additional forms required under the next paragraph. Under no circumstances should an agreement or document be signed unless the payee's status is determined for tax and other regulatory purposes.

If reimbursement is being requested (via check, wire, or other means) and receipts (converted into U.S. currency), approvals, etc., are adequate, withholding will not be required (i.e., the business-related reimbursement income will not be treated as taxable).

If a department desires to make a payment directly to a third party, such as to a travel agency, airline, hotel, credit card company, etc. on behalf of a nonresident alien, prepayment approval from the Payroll and Disbursements Office must be obtained.

Following are the various methods of payment for official College business, travel and entertainment expenses. The payment types may have restrictions as to their use.

Corporate Card

College employees who travel on college business frequently (two or more trips per year) are encouraged to obtain a Corporate Card and to use the card for expenses associated for authorized business travel and entertainment. The charge card is issued to individual travelers jointly with Smith College. It is to be used only for reimbursable expenses incurred in connection with official College business, and it is the sole responsibility of the cardholder to pay all bills in a timely fashion directly to the Corporate Card company. The Corporate Card may not be used for personal purchases under the terms of the application submitted by the employee. Also, the Corporate Card may not be used to purchase goods and services that require a College purchase order or Procurement Card. The College will not remit payment directly to the Corporate Card company. Reimbursement is issued to the employee, provided proper documentation has been submitted and all expenses are approved.

Regular travelers should contact the Office of the Controller (x 2200) for a Corporate Card application. Where the Corporate Card is not accepted, travelers are expected to exercise good judgment in determining the proper means of payment.

The Corporate Card is the property of Smith College and must be surrendered upon termination of employment. Cancellation of the Corporate Card account is at the discretion of the issuer or the Controller. Corporate Cards for closed accounts must be cut in half and returned to the Office of the Controller. Employees must immediately notify the Corporate Card company and the Office of the Controller (x 2200) when a Corporate Card is lost or stolen.

Personal Charge Card or Cash

Business, travel and entertainment expenses may be paid with a personal charge card or cash. For reimbursement, please submit these expenses with receipts on the proper form as indicated in the Expense Reimbursement Report section.

Travel Advances

Travelers are eligible for advances of $50 per day up to a maximum of $250 per week for reasonable out-of-pocket travel expenses.

Travelers may receive advances in the form of a College Accounts Payable check to be issued less than two weeks prior to travel. Allow at least five working days for check preparation. Travel advances must be accounted for on an Expense Reimbursement form, as detailed in the Expense Reporting section. Failure to account for travel advances within the required time frame may result in the following outcomes:

• Income tax consequences;
• No future travel advances being granted to the individual; and/or
• For students, the College will post charges to the student's bill.

Prepaid Travel Expenses

These are paid directly to outside vendors from the departmental budget and are paid in advance by the College on behalf of the traveler. To prepay expenses, send a completed Accounts Payable Voucher form to Accounts Payable or the Disbursements Office. Include a copy of pertinent conference registration form, hotel bill, or other appropriate documentation. Prepaid travel should be reported on the T&E form as having been prepaid. For travelers who purchase airline or rail tickets well in advance of a scheduled trip, the traveler may wish to submit these expenses for reimbursement prior to traveling. Documentation must include the original itinerary, a copy of the ticket or other original document, and the original credit card or other receipt.

Wire Transfers

These may be useful for group travel. Contact the Office of the Controller at x2200 for detailed instructions.

Procurement Card

Please contact the Purchasing Office.

Individuals incurring business, travel and entertainment expenses are required to substantiate all payments generally by submitting dated original receipts with the proper form and explanations.

If an expense is partially covered by an organization other than the College, duplicate copies of the receipts may be submitted by attaching a copy of the request for reimbursement submitted to the other organization.

An individual incurring expenses who loses a required receipt should seek a duplicate or faxed copy from the originator. When an acceptable duplicate cannot be obtained, the employee should submit substantiation in other ways, such as an expense diary, etc. An explanation of why a receipt was not obtained at the time of the transaction and the efforts afterward to obtain the missing documentation would be helpful. The Controller's Office may request further explanation, documentation, and has the final decision on the acceptance/rejection of any such expenses.

Expenses will be reimbursed only if incurred during the conduct of authorized business activities. All of the following information must be supplied for reimbursement:

• The date, amount and business purpose of the activity;
• Identification of all those in attendance;
• The business relationship(s) of the person(s) attending;
• The establishment where the activity took place; and
• The appropriate approval signature.

If the above information is not supplied, the IRS may require that the expenses be added to the traveler's taxable income regardless of amount.

Business Travel Insurance

All College employees are covered in case of accidental death or dismemberment while traveling on College business.

Workers Compensation Insurance

If you are injured while working on a business trip, you are covered for medical expenses and lost wages by Workers Compensation Insurance. Contact Human Resources as soon as possible to file an accident report, and obtain further instruction. Failure to promptly report an injury may compromise your claim. Injuries sustained while not working, though you may be away from home on business travel, are not covered by Workers Compensation Insurance. If there is a question on this, as respects a specific incident, contact Human Resources for clarification.

Flight Insurance

If a traveler believes that other travel or flight insurance is needed (for example, the trip has a complex itinerary of several flights through several countries with a high risk of strikes and cancellations) the need and coverage should be approved in advance by the department head. Otherwise, in general, expenses for trip insurance will be the responsibility of the traveler. 

Collision Damage Waiver Insurance (Rental Car)

In the U.S. and Canada, travelers should consider purchasing the Collision Damage Waiver (CDW) or Liability Damage Waiver (LDW) insurance offered by car rental agencies because the College's insurance carries a $1,000 deductible. All basic insurance, including collision damage MUST be purchased on all rentals in foreign countries other than Canada.

Personal Accident Insurance (PAI)

The College will not reimburse travelers for PAI or other liability insurance offered by domestic rental car agencies, because the College provides coverage.

Personal Automobiles

College employees using personal automobiles to travel on official College business must maintain adequate liability insurance for their protection and for the protection of any passengers.

Other Personal Property

The College will not be responsible for loss or damage to personal property while an employee is traveling on official College business. College Property: The College has transit coverage on all its property, with a deductible of $10,000, and a limit of $250,000.