Travel Resources
Travel Policy
Revised April 2008
Purpose
To provide guidelines to employees for all allowable expenses incurred during travel on official College business, and the requirements concerning the approval and documentation of these expenses.
Some units in the College may have more restrictive travel requirements than contained in this document. It is the responsibility of the traveler to be aware of and to comply with the exceptions.
Policy
The College reimburses all reasonable expenses incurred in the course of business travel up to the limit established or approved by the unit head. Travelers are expected to use sound business judgment as to the nature and level of expenses incurred, and to bear the full cost of all items of a personal nature.
This policy and related procedures apply to all employees and to non-employees traveling on behalf of Simmons College regardless of the source of funding.
Travel assignments should be planned and conducted so that costs will not exceed budgetary limitations and that travelers will comply with the procedural guidelines set forth in this policy.
Travelers should not make commitments to travel or to incur travel expenses without first obtaining the appropriate approvals from the appropriate Vice President, Dean, Department Head or Director in advance of the trip.
In an effort to minimize travel costs, the College has joined the MASCO Consortium and entered into agreements with two agencies. Expedia Corporate Travel offers an online booking tool and a full-service travel agency providing assistance in the areas of lodging, air and ground transportation. Carlson Wagonlit is a full-service management company providing assistance in the areas of lodging, air and ground transportation and other miscellaneous travel-related needs.
In order to maximize the College's purchasing power, all business-related travel is to be arranged through these agencies, unless the traveler is able to find a lower fare from another source.
Through both agencies, we expect to obtain the lowest fares, hotel rates and car rentals while providing comprehensive services for business travel.
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