Travel Reimbursement

Policy

View the complete policy from the Purchasing department.
 
An IRS accountable plan is used to reimburse its employees for travel expenses incurred in the course of College business. By using this method, the College meets the IRS definition of an accountable plan and therefore, reimbursements do not have to be reported as income to the employee.
 
Under an accountable plan, reimbursable expenses need to meet the following requirements:
  • Travelers must provide a statement substantiating the amount, time, use and business purpose of expenses within a reasonable time (not to exceed 60 days) after the expenses are incurred.
  • Employees must return any advance amounts in excess of substantiated expenses within fifteen days after the completion of the trip.
     
All travel reimbursement must be approved by an authorized individual other than the traveler and include original receipts for all expenditures over $15. If travel expenses are to be charged to a grant or contract provided by a sponsor external to the College, the reimbursement must also be approved by the Associate Controller of Sponsored Research and the requirements of the sponsor prevail if they are more restrictive than the College's travel policies.

This policy applies to all travel including non-overnight travel except for faculty traveling abroad on long-term research projects. Please see separate policy on Long-term Faculty Travel.

A cash advance may be issued for travel where payments must be made prior to the actual travel, i.e. airline tickets and hotel reservations. Please see separate policy on Travel Advance.

The College will reimburse use of a personal vehicle for business travel. The reimbursement rate per mile is set at the beginning of each fiscal year, July 1st, using the IRS standard mileage rate. The current rate is $.565 per mile.

Procedure

Employees should report travel expenditures on a Travel Expense Report form within 60 days from the travel completion date and forward to Accounts Payable for processing. Please allow 7-10 business days for processing. Please see the Purchasing Office website for detail Travel Policies. The following provisions shall apply:
  1. Reimbursement of expenses include transportation, meals and lodging.
    • Sample expenses not considered reimbursable are laundry, cleaning and pressing, personal telephone calls, personal entertainment and travel accident insurance. (The College provides $100,000 business travel accidental death coverage for its faculty and administrative employees).
       
  2. Reimbursement for public transportation will be based on actual receipts (see provision #3).
    • When the most efficient travel is by air, reimbursement will be limited to coach fare.
    • Personal vehicle travel shall be reimbursed at the current mileage rates established by the College, plus parking and tolls.
    • Reimbursement should not exceed the cost of commercial transportation, where available.
    • For two or more persons traveling together in the same vehicle, only one person will be reimbursed for mileage.
    • Rental car reimbursable costs include the daily rental fee of a compact car for a single person or a midsize vehicle for two or more travelers, mileage fees, gasoline charges, parking expenses, and tolls.
       
  3. Original hotel, travel and other receipts must be attached to the Travel Expense Report to support reimbursable expenses.
    • In the case of airline tickets, this is the last page of the ticket showing itinerary and costs (usually called the "passenger receipt").
    • If the employee used the College's Travel Purchase Order system (PT) to purchase airline tickets, the passenger receipt should be forwarded to Purchasing and the PT# assigned to its purchase should be noted in the space provided on the Travel Expense Report (Line B).
    • If meal expenses include the costs of a business meeting, IRS regulations require that the date and purpose of the meeting, and the names and professional affiliation of the attendees be noted.
    • A detailed itemization is preferred for all meal charges. If the restaurant does not provide a copy of an itemized bill, you may submit the credit card charge receipt and state the dollar amount for alcohol. All alcohol purchases should be reported on Account 7848 regardless of the fund that is being charged. If no alcohol was included in the charge, simply state no alcohol on the receipt. In addition, if the charge covers meals for others, please specify the business purpose and the names of the guest(s).
       
  4. With the increase of online purchasing, there may be instances where an original receipt is not available. When this occurs, acceptable forms of documentation would be an itemization of the charges and proof of payment.
    • Itemization of charges includes an online printout.
    • Proof of payment includes credit card statements, front and back copy of check, non-itemized cash receipt or online order confirmation indicating credit card payment.
       
  5. All business telephone calls will be reimbursed except for those made with a personal cell phone which is under a “free” minute plan.
    • If you require a cell phone while traveling, please contact the Telecommunications department for obtaining a “loaner” cell phone.
    • Personal phone calls to maintain reasonable contact with family will also be reimbursed (e.g., safe arrival, change in itinerary).

 

Contact Us

Controller
 

Mailing address:
Wellesley College
Controller's Office
106 Central St., GRH139
Wellesley, MA 02481-8203

Main Telephone:
781.283.2468

 

Main Office Fax:
781.283.3710

Payroll Fax:
781.283.3713

AVP for Finance and Controller
781.283.2247
 
Senior Accountant
781.283.2461
 
Accounting Specialist
781.283.2488
 
Sr. Cashiering/Payroll Specialist
781.283.2265
 
Accounts Payable Manager
781.283.2469
 
Associate Controller
781. 283.2250