Travel Resources
Travel Policy (page 4 of 7)
Travel Expense Reimbursements
Within 10 business days of the conclusion of each trip, all travel expenses with supporting documentation, are to be submitted to the Purchasing & Accounts Payable Office on a properly completed and approved Travel Expense Report. If the report is properly submitted and if funds are owed to the traveler, a reimbursement check will be issued within 10 business days of receipt in the Purchasing & Accounts Payable Office. Incomplete or improperly prepared expense reports will be returned to the traveler and will result in payment delay.
Reimbursements for $100 or less may be received in cash by downloading and submitting the Travel Expense Report directly to the Cashier's Window.
If the expenses are less than the cash advance, a check payable to Simmons College in the amount of the difference must accompany the Travel Expense Report.
When tickets, (i.e. airline, train, and bus) are purchased directly by the traveler using personal funds and reimbursement is claimed on the Travel Expense Report, please provide receipts showing proof of payment and the ticket stubs or boarding pass. Expenses are reimbursed at the conclusion of the trip.
All expenses (hotels, meals, car rentals, etc.) must be documented with original receipts. Credit card slips are not acceptable substitutes for airline and hotel bills.
If a JPMorgranChase Corporate Travel card is used, attach air, hotel, car and meal receipts to the credit card statement. This statement must be approved by your supervisor and kept on file until submitted to the Travel Card Administrator.
Companion and Combined Personal Trips
Expenses incurred by a companion, spouse or other family member accompanying the traveler will be the responsibility of the traveler.
Business trips that also include travel for personal reasons will be reimbursed only for the expenses incurred for business purposes. Expenses charged to the College must be no greater than those which would have been incurred had the travel been solely for business purposes.
Personal Vacation Travel
Egencia Corporate Travel is limited to business travel. Expedia.com is a very good online booking tool to assist College employees in making personal vacation travel arrangements. Carlson Wagonlit also has a leisure division readily available to assist with vacation travel.
Direct Billing
With the exception of certain local hotels (see Hotel Accommodations) and transportation arranged through Egencia Corporate Travel or Carlson Wagonlit, no expenses are to be billed directly to the College.
