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Phone: 865-1466
Location: Harkins Hall, Suite 401
GENERAL POLICY
Providence College will reimburse employees for ordinary and reasonable travel and entertainment expenses when such expenses are incurred for purposes related to college business.
REIMBURSABLE EXPENSES
Transportation - Employees are required to use less than first class accommodations when traveling by air. When traveling by railroad, coach is to be used except when traveling overnight when use of a roomette or equivalent is authorized. Auto rentals are authorized when necessary for approved travel. Local transportation such as public limousine/shuttle to and from airports should be used when available. The cost of taxis or other transportation to and from business appointments, hotel, railroad stations, etc. is reimbursed if related to business purpose. Reimbursement for use of private auto is made on a per mile basis. The mileage reimbursement rate is .58 cents per mile.
Lodging - Reimbursement is made for quality lodging. Except for seminar facilities, all lodging will be at hotels offering corporate rates to the college. All expense reimbursements for lodging must be accompanied by an original receipted invoice.
Meals - Cost of meals are reimbursable including appropriate tips, provided such expenses are reasonable. Where meals are included as part of the seminar or program cost, no reimbursement is made for meal expense incurred at the option of the employee. Expense reimbursements for meals must be accompanied by original receipts.
Telephone - Reimbursement is made for the cost of business telephone charges to the hotel bill or to a credit card. Personal calls to home are reimbursed provided they are reasonable as to frequency and duration.
Sundry expenses - parking fees and tolls are also reimbursable.
AUTHORIZATION/DOCUMENTATION
Each Chairperson, Program Director, and Department Head is responsible for assuring compliance with this policy and is responsible for the approval of travel expenses incurred by their subordinates.
All requests for travel reimbursements will be made on an authorized Travel Expense Report form along with an approved accounts payable voucher. All receipts and appropriate documentation must be attached.
Revised July 2, 2008
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