Travel & Entertainment Reimbursement

Travel & Entertainment Expense Reports

The College requires an itemized Travel & Entertainment Expense Report for all travel expenses charged to a College account. This form can be downloaded from the Business Office website. A properly completed Expense Report signed by the employee and with all original receipts attached should be sent to Business Services within one month of the completion of each trip. The employee's supervisor must authorize the travel and approve the travel expenses. Travel and Entertainment Expense Reports are available to download and paper copies are located on the wall outside the Business Services office. Travel expenses cannot be reimbursed until travel has been completed.

If you need a travel advance, please contact Business Services. Advances are not available to students.

When travel costs are to be charged to a third party, restricted grant, or sponsored project, the terms stipulated by the funding source will take precedence if they are more restrictive than College policy.

Reimbursement of Travel-Related Expenses

Air Travel

Each traveler is responsible for arranging, confirming and canceling reservations and for obtaining refunds in the case of cancellations. Air tickets purchased through one of the College's preferred travel agencies will be charged to a central credit card account. Airfare must be reported on the Travel and Entertainment Expense Report as airfare expense.

The college's preferred travel agencies include:

Nob Hill Travel
2310 NW Everett, Suite 250
Portland OR, 97210
phone 503-227-3530

Prestige World Travel
700 NE Multnomah, Suite 478
Portland, OR 97232
phone 503-285-4232

Azumano Travel Service
320 SW Stark St., #600
Portland, OR 97204
phone 503-223-6245

Use of Personal Vehicles

The College will pay a standard rate of $0.405 per mile for official travel by employees using their own vehicles.

Use of personal vehicles is not recommended when transporting other College employees or students, because it exposes the owner to serious financial loss in the event of an accident.

Receipts

Original receipts are required for all expenses over the amount of $10. If original receipts are not available, original credit card or checking statements clearly showing the charge may be used. The total amount of undocumented expenses may not exceed $50 in any one day.

In the case of lost receipts, the traveler must obtain a duplicate of a lost receipt from the billing agency. In those rare cases when this is not possible, the employee must submit a signed affidavit, approved by the supervisor, and stating:

• The amount and purpose of the expense.
• That no receipt or cancelled check is available.
• That no other reimbursement of expense has been, or will be, sought or accepted from any source.

Blank affidavit forms are available in the Business Services office.

Non Reimbursable Expenses

In general, expenses not directly related to or required for official college travel and incurred primarily for the traveler's convenience are not reimbursable. Examples of non-reimbursable expenses are:

• Auto insurance, except when traveling in a foreign country
• Baggage insurance, except where assets are owned by college
• Excess Baggage
• Flight Insurance
• Life Insurance
• Personal entertainment
• In-room movies

For more information about travel reimbursement, see the college Business Office website.