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The basic policy governing travel expenses is that an individual should
neither gain nor lose funds in the course of conducting College business.
The Travel Policy applies to travel away from home, as well as other necessary
and essential travel and business expense reimbursements.
All travel accommodations should be arranged through the College Travel
Office which is staffed and managed by Garber Travel Services. They are
conveniently located at 206 Nugget Arcade, Hanover, NH. Contact the College
Travel Office at 603-646-3900, toll free at 800-321-0707, or via fax at
603-646-2878. In case of an emergency outside of the business hours of 8:30
a.m. - 5:00 p.m., Monday through Friday, contact Garber Travel Emergency
Services at 800-508-7445. The College contract ID number is 2U89.
If your travel arrangements were handled through the College Travel Office
and it becomes necessary to change your travel itinerary while enroute,
please contact the Travel Office at 800-321-0707 for assistance. In the
event of an emergency or to make any changes in your itnerary after regular
business hours contact the Garber Travel Emergency Services at 800-508-7445
and state your executive contract ID number 2U89 to receive assistance.
It is important that you only contact the Emergency Services after hours
as the College is assessed a fee for every call. All changes to your itinerary
must follow through our travel system for accounting purposes.
Please note: If you use your personal credit card to make your travel arrangements,
this fee will be charged directly to your credit card.
The College will reimburse only those expenses incurred in connection
with College business and which are appropriately documented by the employee.
Assuming a reasonable level of comfort and convenience for the traveler,
every effort should be made to keep College expenses to a minimum. Departmental
policies will govern how authorization for travel is granted. Departments
may elect to impose additional controls over travel expenditures beyond
those required by this policy.
Travelers should use standard accommodations in reasonably priced hotels,
taking advantage of educational and group discounts made available through
the College Travel Office. If the College Travel Office was not involved
in making your travel arrangements, they may be unable to provide assistance
if you require changes to your itinerary.
Reimbursement will be on the basis of actual and reasonable expenses incurred
for transportation, meals, lodging and other necessary business expenses.
A per diem travel reimbursement allowance is available for visitors to the
Hanover area.
Expenses must be reported on an actual cost basis (substantiated with
receipts for expenditures). Original receipts must be maintained and submitted
for any single travel expenditure of $75 or more to comply with IRS regulations.
Where per diem rates are in order, the traveler is expected to stay within
these guidelines.
The Travel & Entertainment Expense Voucher must be approved by the
traveler's immediate supervisor or a more senior officer who has the authority
to approve such expenditures. A supervisor or senior officer can not approve
the Travel & Entertainment Expense Voucher if they also traveled with
the individual on College business. A more senior officer would need to
approve the expenditures.
The College will not reimburse travelers for expenses which are inherently
personal in nature such as child care, clothing, personal recreation or
entertainment. Reimbursable expenses must have a business purpose.
The College will not provide travel advances nor make reimbursements for
the travel expenses of spouses or others who accompany faculty or other
employees on College business, except in unusual circumstances which require
their presence. These exceptions must be approved in advance and in writing
by a Dean, Vice President or President.
Compliance with this policy will greatly facilitate the processing and
payment of the travel reimbursement request.
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