- CHECK RUN DATES
Checks are typically cut every Wednesday and Friday for invoices, reimbursements, etc. You will receive an e-mail when the check is available. If you have direct deposit, you will also receive an e-mail when that will be available. A check request must be turned into the Accounting office (Room 306) at least two days prior to the check run date in order to process your request in a timely manner.
- CHECK REQUEST FORM
A check request form is typically used to ask for payment on an invoice or to ask for a reimbursement of expenses. The form must be filled out completely with an authorizing signature. The invoice or a copy of the invoice must always accompany the check request form. In addition receipts must be attached if requesting a reimbursement of expenses.
- REPORT OF EXPENSE FORM
A report of expense form is used to detail expenses related to travel. This form must be filled out completely with an authorizing signature. All receipts must also be attached in order to receive reimbursement of your expenses.
Invoices that need to be paid should be forwarded to the Accounting office as soon as possible. Please authorize payment with a signature on the invoice along with an account number to expense the invoice to. Quick payment of any invoice is essential. Please don’t delay when submitting invoices for payment.
- ACCOUNT NUMBERS
Each department has a list of their account numbers in order to expense an invoice or a reimbursement. Please write the appropriate account numbers on the invoice or check request form. You may obtain a list of your department account numbers from the Accounting office.
- PER DIEM RATES
The college will pay a certain per diem rate for trips. This per diem covers meals and incidentals. The rate is normally $45 per day. There are special cities that we pay $55 per day. These special cities in the United States include Boston, Chicago, Detroit, Los Angeles/Anaheim, New York City, San Diego, San Francisco, and Washington D.C. / Arlington.
- MILEAGE REIMBURSEMENT RATE
The college will reimburse an employee for mileage while on company business. The rate is the current IRS rate of 56.5 cents per mile as of January 1, 2013.
GENERAL TRAVEL EXPENSE REIMBURSEMENT GUIDELINES
Budgets for travel for which College reimbursement will be sought must have the advance approval of the Dean, the Associate Dean or the Executive Director of Business Affairs.
In order to maintain reasonable control over the College’s travel budget, the following general guidelines will be applied to travel reimbursement requests (unless exceptions have been announced or obtained in advance of travel):
- AIR FARE: Staff should make their travel reservations as far in advance as possible, and should attempt to secure the lowest available fare consistent with travel needs and cancellation possibilities. Reimbursement for air travel will be at the lowest super-saver or coach fates reasonably available. Under no circumstances will reimbursement be provided for first-class air travel.
- GROUND TRANSPORTATION: The College will reimburse the reasonable costs of ground travel attendant to air travel.
Travel by automobile will be reimbursed at the prevailing mileage rate established by the Internal Revenue Service for business travel. However, reimbursement for inter-city automobile travel shall not normally exceed an amount equal to the applicable airfare plus attendant ground travel for the same route.
- HOTEL: The college will reimburse reasonable hotel costs at lodging places suitable and customary for staff. If special meeting hotel rates are available, they will constitute the maximum allowable. Reimbursement will be at the single room rate, unless the College requests attendance of spouses.
- MEALS & INCIDENTALS: If travel is undertaken at the behest of the College, such as for training or when attending the AALS Annual Meeting, or for the purpose of delivering a lecture or fulfilling the obligations of professional office, reimbursement will ordinarily be provided for meals and incidentals. If a staff member under other circumstances undertakes travel, reimbursement will ordinarily not be provided for meals or incidentals. For those trips in which meal reimbursement is provided, reimbursement will be either for actual expenditures or on a per diem basis. In no event, shall it exceed $45 per day or $55 per day (for the special cities listed previously under per diem rates). If a fraction of a day is involved, it shall not exceed $5 for breakfast, $10 for lunch, $20 for dinner and $10 for incidentals. If the fraction of the day involves one of the special cities, it shall not exceed $5 for breakfast, $15 for lunch, $25 for dinner and $10 for incidentals.
- ADVANCEMENT OF COST: If an advancement of cost is given, supporting documentation (except for use of a per diem for meals and incidentals) must be given within 30 days after the end of the event attended. If advancement is not documented within that time, it will be deducted from the individual’s salary.