ࡱ> [ Vbjbj~~ 4bbN @@@@@TTTTdTF*\qHEEEEEEE$DHJvE@E@@E@@EE@0)D0%kP A$EE0FA@pKpKH)DpK@)D\EEFpK B : Policy In general, employees who travel must seek to use the least expensive mode of transportation available within the constraints of time, safety, and schedule. The college is obligated to advance or reimburse travel expenses permitted in this policy and by NSHE and the State of Nevada. Reimbursement of travel expenses are to include only those expenses incurred by the immediate traveler and does not include expenses paid on behalf of another traveler. The college expects timely submission of travel forms and the employee expects prompt reimbursement of travel expenses. Travel safety is a major concern whether using state or private vehicles or rental cars. Safety, cost, promptness and accuracy are the key concerns of the travel policy. Procedures 1.0 Method of Travel Travel should be by the least expensive method available when total travel time, salary of traveler, availability of college motor pool cars, and estimated cost of transportation are considered. Careful planning and the use of internet booking will often allow for the purchase of airline tickets at discounted rates. However, such rates usually involve a penalty in the event the trip is not taken or the schedule is changed. Employees may be held responsible for a penalty incurred if a trip is not taken or the schedule changed as a result of their own actions. When the claim for payment is submitted, the college will determine whether the penalty was incurred as a result of employee action or of circumstances beyond the employees control. 2.0 Travel Authorizations & Advances 2.1 Travel Authorization. The Employee Travel Request Authorization including signature approvals, must be completed prior to travel arrangements being made and/or travel occurring. All travel must have approval by the Department Head or Vice President/President (out-of-state and foreign travel only). One exception to the rule for Vice President/President approval is for out-of-state trips lasting 24 hours or less. In such cases it is not necessary to obtain approval. An example would be a one-day trip to Salt Lake City, UT. In the absence of the appropriate signer for approval, substitutions may be made by the next higher level supervisor. The administrator-in-charge may sign in place of the president. However, Administrator-In-Charge must be placed next to the signature. 2.2 Travel Advances. The Employee Travel Request Authorization is also used to request a travel advance. The completed authorization must be received in the Controllers Office a minimum of seven working days prior to departure to allow time for processing. Procedures for advances include the following: Advances will not be made for less than $50 or for more than 80% of the estimated out-of-pocket expenses. Student Government Association officers may receive an advance of up to 100% of the estimated out-of-pocket expenses. An advance will not be made if a previous advance has not been cleared. Receipts provided for prepaid airfare, hotel or conference fees can be claimed for 100% of the reimbursement as part of the travel advance. Advances must be cleared within fifteen (15) working days after completion of the trip by filing a Claim for Employee Travel form. No advances will be issued during the month of June. 3.0 Use of 鶹ӰԺ Motor Pool Vehicles & Personal Vehicles 3.1 Use of 鶹ӰԺ Motor Pool Vehicles. Unless specifically authorized in writing by the employees supervisor for the employers convenience, an employee who makes a single trip greater than 200 miles (round trip) shall use a 鶹ӰԺ motor pool vehicle or a rental car instead of a personal vehicle for such travel if either option is less expensive than use of a personal vehicle. If a vehicle is used for personal convenience, the employee will be reimbursed at one-half the standard mileage reimbursement rate for which a deduction is allowed for travel under federal income tax laws. Vehicle reservations can be made in advance by contacting the Controllers Office in Elko or the administrative staff at the Center locations. A Vehicle Non-Availability Slip will be issued when a 鶹ӰԺ motor pool vehicle is unavailable. The traveler will then be required to contact both Hertz and Enterprise rental car agencies for rental availability. If a rental vehicle is not available, mileage rates will be reimbursed at the full federal rate. A Drivers Acknowledgement Form must be completed prior to reserving a vehicle. Forms can be found at the following website:  HYPERLINK "http://www.gbcnv.edu/controller/" www.gbcnv.edu/controller/. Your personal drivers license must be shown each time a vehicle is checked out for travel. Vehicle gas cards will be issued for 鶹ӰԺ motor pool and rental agency vehicles only. 3.2 Personal Vehicle Use for Employees Convenience. Reimbursement for an employee using his/her own personal vehicle for the employees convenience shall be one-half of the convenience rate as established by the State of Nevada. One exception to this rule is to permit personal vehicle use with full mileage allowance only during hazardous or potentially hazardous conditions upon pre-approval by a Vice President or the President. Unless otherwise agreed upon, the employees regular work station will be used as the reference for determining private vehicle mileage. In-state mileage charts can be found at the following link:  HYPERLINK "http://www.gbcnv.edu/controller/docs/mileage_chart.pdf" www.gbcnv.edu/controller/docs/mileage_chart.pdf Out-of-state mileage charts can be found online at websites such as MapQuest, Google or Yahoo. Include a copy of the map used for travelers calculations with Employee Travel Claim Form. If two employees travel in the same personal vehicle on college business, only one employee is entitled to mileage reimbursement. If traveling by private vehicle from a departure city to an arrival city served by a commercial airline, the mileage reimbursement shall not exceed the airfare equivalent. An employee who wishes to drive a personal vehicle rather than fly must be on annual leave or compensatory leave (classified employees) for the extra travel time involved. Meals and/or expenses enroute will not be reimbursed under these conditions. The travel claim should indicate that the employee was on annual or compensatory time or include a statement from the department head or supervisor justifying why the employee was not on annual or compensatory leave. For example, if an employee is going to an approved conference in Washington, D.C. and wishes to drive a personal vehicle, the employee should not expect per diem for the extra days of travel, or travel days counting as work days. 3.3 Personal Vehicle Use for Colleges Convenience. Reimbursement for an employee using his/her own personal vehicle for the States convenience shall be the full convenience rate as established by the State of Nevada. 3.4 Personal Vehicle Use with Student Passengers. Employees shall not use a personal vehicle for transportation of students on official trips without verifying with their insurance company that the vehicle and student passengers are properly covered. When driving a personal vehicle on college business, the employees personal insurance is primary in the event of an accident or loss. Students who are not employees of the college are not permitted to drive college, state, or rental vehicles. 3.5 Insurance Coverage on Personal Vehicles. NSHE does not provide insurance coverage on the personal vehicles of employees. Persons using personal vehicles for official business are required to maintain liability insurance coverage in accordance with the laws of the State of Nevada. Transporting students in a personal vehicle is not recommended as there is no liability protection from the State for the use of personal vehicles. In the event of an accident in a personal vehicle while on official business, the employees personal vehicle insurance will apply to bodily injuries, property damage and physical damage to the employees vehicle. 4.0 Rental Vehicles 4.1 Car Rental. The State of Nevada Purchasing Department has multiple contracts for vehicle rentals that may be used by all State Agencies, including the Nevada System of Higher Education. Information regarding these contracts is available on their website at:  HYPERLINK "http://purchasing.nv.gov/Contracts/Documents/VehicleRentals/" http://purchasing.nv.gov/Contracts/Documents/VehicleRentals/. Vendor and contract numbers are listed on this link along with instructions on reserving vehicles through Hertz Corporation, Enterprise Rent-A-Car and National Car Rental. To reserve with Enterprise locally by phone, call 775-738-2899. You will be required to provide your name, department, travel dates, vehicle type and a purchase order number. Submit the purchase order and invoice together with your travel claim to the Controllers Office once your trip has been completed. Students are never permitted to use this contract. 4.2 Exclusions for Rental Contracts. Vehicles considered luxury to exotic will not be covered for damages or liability; Driving under the influence of alcohol or drugs; Driving off road (operator will be personally liable for all damage charges); Vehicles rented principally for personal use; Vehicles driven by non-employees (which means students cannot drive unless they are also paid employees and acting as such at the time they are driving); and Anyone under the age of 21. 15 Passenger Vans are not allowed and are excluded from all contracts. 4.3 Accidents Involving Rental Vehicles. Damages to rental cars should be reported to local law enforcement (if applicable), the rental agency, and to the Safety and Security Department. Informational packets can also be found in the glove box of each vehicle. 5.0 Travel Expense Guidelines 5.1 Per Diem Time Limitations. Time limitations for meal reimbursements when in travel status (both in-state and out-of-state travel) for NSHE employees, students, volunteers, and candidates are as follows: Breakfast: Leave before 7:00 a.m. or return after 10:00 a.m. Lunch: Leave before 11:00 a.m. or return after 3:00 p.m. Dinner: Leave before 5:00 p.m. or return after 7:00 p.m. 5.2 Per Diem Meal Rates. The per diem rates for meal reimbursement varies based on the federal rate table for a specific location.To view the per diem rate for your primary destination and to determine which rates apply, visit  HYPERLINK "http://www.gsa.gov/perdiem" www.gsa.gov/perdiem. All daily meal reimbursements will be paid at the rate of the primary business destination. 5.3 Per Diem Lodging Rates. The per diem rates for lodging reimbursement varies based on the federal rate table for a specific location. To view the per diem rate for your primary destination and to determine which rates apply, visit  HYPERLINK "http://www.gsa.gov/perdiem" www.gsa.gov/perdiem. Exceptions may be granted for lodging reimbursement when one or more of the following conditions apply: Lodging is procured at a prearranged place such as a hotel when a meeting, conference or training session is held or; Costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging. If the condition(s) above exist, an employee may apply the following rules to the rate of reimbursement for travel: 150% of the standard CONUS federal per diem rate for non-surveyed in-state sites. 175% of the federal per diem rate for surveyed out-of-state sites or; 300% of the standard CONUS federal per diem rate for non-surveyed out-of-state sites. A request for exemption must be noted on the travel claim. A copy of the GSA allowance for lodging and meals must be included for out-of-state travel. Lodging taxes and other mandatory fees (such as resort fees) may be reimbursed in addition to the lodging rates. It should be noted that if you choose to stay in a hotel which exceeds the lodging rate limits, you will only be reimbursed for the taxes on the authorized amount. Room upgrades are not reimbursable. 5.4 Duplication of Per Diem Items. Claims for per diem allowance must take into consideration meals or lodging included in the conference registration fees and for meals that are provided on public transportation without additional cost to the traveler. Conference information or a meeting agenda must be attached to the Employee Travel Claim Form to verify which meals were provided. 5.5 Incidental Expenses. Up to $5 per day can be reimbursed for incidental expenses (receipts not required). Reimbursement for incidentals will occur only when travel consists of an overnight stay. Luggage carts Metered parking Subway/bus use Toll charges Tips Receipts Required for Reimbursement. Expenses for parking or vehicle storage Car rental Airline ticket stub (passenger receipt), airline ticket invoice or ticketless itinerary In- and out-of-state lodging Taxi fare or airport shuttle 5.6 Overnight Lodging within 50 Miles of Principal Station. Reimbursement for overnight lodging in areas less than 50 miles from the principal station must be justified in writing, approved by a Vice President or President, and included with the Claim for Employee Travel form. These expenses will not be allowed unless: Inclement weather conditions make travel difficult Late official meetings are required Individuals involved are conference hosts responsible for meeting arrangements 5.7 Travel Guidelines for Distances 75 Miles or Less (one way). When an employee travels 75 miles or less (one way) for a period of less than 24 hours, the employee is not entitled to receive reimbursement for meals for the day. The employee is entitled to reimbursement for mileage as established by the State of Nevada when a personal vehicle is used. 5.8 Conference Registration Fees. Conference registration fees may be paid in advance. For payment, submit a request for check to the Controllers Office with attached information pertaining to the conference. A completed and approved Travel Request Authorization must also be approved for processing. When a meal is provided at an event and is listed as an optional item on the registration form at a cost exceeding the state reimbursement rate, the excess amount will not be allowed as part of the registration fee. The employee will be personally responsible to pay the excess amount. Staff members attending conferences or meetings may be reimbursed less than the amounts listed if so specified by the vice president or president before the trip is undertaken. 5.9 Airline Fees. When flying, additional fees such as an upgrade to the Business Select level, early bird check-in, flight insurance, etc. will not be reimbursed to the traveler. TSA pre-check or similar fees will not be reimbursed. An employee whose travel is funded by a federal grant or contract shall comply with the provisions of the Fly America Act, 49 U.S.C. 40118, and the requirements of 41 CFR Part 301-10. For domestic travel a maximum of one checked bag will be reimbursed, in addition to the carry-on policy of the airlines, plus personal items such as briefcases, laptops and purses. In the case of domestic travel of five consecutive nights or longer, a maximum of two checked bags, in addition to the carry-on policy of the airlines, plus personal items such as briefcases, laptops, and purses will be reimbursed. Southwest Airlines offers a 3% discount to all NSHE institutions. In order to take advantage of the discount simply book your travel through  HYPERLINK "http://www.swabiz.com" www.swabiz.com (the discount will not apply if you book at Southwest.com). Enter the following information: Corporate ID: 99881810 Account No: Your individual Rapid Rewards # Password: Your individual Rapid Rewards password 5.10 Combining College Business and Personal Travel. Separating college and personal travel expenses poses certain auditing problems for the controllers office. Employees who incorporate private and college travel must demonstrate the costs borne by the college are not increased by the personal travel. The employee must clearly delineate the private and college charges when submitting a claim for travel. When college and private travel is not clearly delineated, the travel processor will determine the reimbursement due the employee. If in doubt about the calculation of reimbursement, contact the controllers office. 6.0 Travel Expense Reimbursement Procedures Within fifteen (15) working days after completion of a trip, the Claim for Employee Travel shall be filed in the Controllers Office. If an advance has been received, the traveler will indicate the total cost of the trip, amount of advance received, and the amount either due traveler or due the college. The Claim for Employee Travel must be routed through the proper administrative channels for final approval and signatures. 7.0 Team or Group Travel Team travel is defined as any student group travel whose group is a team, class or other organization directly affiliated with and sponsored by the college. Team travel may include travel expense of college employees who are required to accompany the student group and is appropriately chargeable to team travel expense. Cash advances for team travel may be secured by submission of a departmental purchase order at least 72 hours prior to the time the check is required. Within 15 working days after the completion of the trip, a special expense form must be filed with the controllers office. The employee who accompanies a team or student group is responsible for paying all reimbursable expenses for the teams travel. All items on the expense report must be supported by either a vendors receipt or receipt for team travel expenses list. The group will be reimbursed on actual expenditures, not to exceed the state per diem and lodging rates. Team travel signature, class waiver and expense forms are available on the controllers office website at  HYPERLINK "http://www.gbcnv.edu/controller" www.gbcnv.edu/controller, All students must complete a Class Waiver, Release & Indemnification Agreement prior to the trip. 8.0 International Travel All international travel must be reviewed through the Environmental Health, Safety and Security office to ensure that appropriate insurance has been obtained and assumption of risk and waiver of liability documents are executed. The institutional review consists of a travel registry and communications plan, insurance requirements, travel restrictions, travel warnings, codes of conduct, and post trip review. Per diem for international travel will be reimbursed at Federal per diem rates. Foreign per diem rates and other detailed information on international travel can be found at the U.S. Department of State website located at  HYPERLINK "https://aoprals.state.gov/content.asp?content_id=184&menu_id=78" https://aoprals.state.gov/content.asp?content_id=184&menu_id=78. Additional information may also be found at  HYPERLINK "http://www.bcn-nshe.org/hr/wcrm/intltravel/" http://www.bcn-nshe.org/hr/wcrm/intltravel/ or the NSHE website located at  HYPERLINK "http://system.nevada.edu/Nshe/index.cfm/administration/board-of-regents/handbook/" http://system.nevada.edu/Nshe/index.cfm/administration/board-of-regents/handbook/ Title 4, Chapter 23 NSHE International Travel Policy. Standard travel claim documentation including original receipts is required for all foreign travel. In addition, documentation must: show the exchange rate for the time period/expenses to be reimbursed; be converted into US dollars based on that exchange rate; and be translated to provide as much detail as possible to assist in understanding the nature of the expense. 9.0 Travel Reimbursement for Professional Applicants Applicants for professional positions may be reimbursed for travel, lodging, and per diem expenses incurred when interviewing for professional positions. 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