- If travel is by private automobile, reimbursement will be at the current rate (contact Accounts Payable for current rate information) per mile, provided such total reimbursement does not exceed equivalent air coach fare or other reasonable available transportation. Mileage rate factors include the cost of insurance, fuel, maintenance, etc. Tolls, parking, and similar charges are reimbursable. Provide receipts if possible.
- Requests for reimbursement for expenses such as mileage, tolls, and parking that total $100 or less should be processed with a petty cash voucher (available in the Controller's Office.)
- A travel expense voucher will only be required if expenses exceed $100. If you have any questions about this procedure, call Accounts Payable at ext. 6063.
- Travel for a considerable distance by personal or rented automobile is discouraged.
PERSONAL USE OF AUTOMOBILE — MILEAGE REIMBURSEMENT POLICY
When an employee of Goucher College uses his or her personal automobile to conduct college business, the college will reimburse the employee for mileage (do not submit receipts for purchases of gasoline) calculated in one of the following ways:
- Scenario 1: The employee departs from his or her personal residence to conduct Goucher business and then returns back to his or her personal residence. Use the total miles driven less the employee's normal daily roundtrip commute to Goucher College. If the result is less than zero, the employee is not eligible for reimbursement.
- Scenario 2: The employee departs from his or her personal residence to conduct Goucher business and then proceeds to Goucher College to continue the balance of his or her workday. Calculate the miles driven from the employee's personal residence to the off-campus business location and the miles driven from the off-campus business location to Goucher. Subtract one-half the employee’s normal daily roundtrip commute from the total.
- Scenario 3: The employee leaves Goucher to conduct business elsewhere and then returns to his or her personal residence. Calculate the miles driven from Goucher to the off-campus business location and the miles driven from the off-campus business location to the employee's personal residence. Subtract one-half the employee's normal daily roundtrip commute from the total.
- Scenario 4: The employee leaves Goucher to conduct business elsewhere and returns to Goucher. The employee keeps track of the miles driven and seeks reimbursement for the total.
The Reimbursement Must Include the Following Elements:
- Business purpose
- Calculation of mileage including subtraction of applicable personal commute
- MapQuest (or some similar website) printout in support of miles driven
- Budget officer approval
Failure to report one or more of the above will result in return of the request.
An employee's normal daily commute shall be defined as the most direct and efficient route between the college and the employee's normal place of residence. As part of employment at Goucher, an employee will be expected to attend events on the weekend. This is not reimbursable and should be viewed as part of an employee's normal daily commute. If the employee is not expected to maintain an office at Goucher or not during certain periods of the year, the employee should follow Scenario 4 and substitute his or her personal residence for Goucher when calculating the reimbursable miles driven and note this exception on the reimbursement request. Employees are expected to carpool when possible. Requests should be submitted no later than 60 days after incurring the expense.
The policy ensures the college's compliance with the Internal Revenue Service's accountable plan requirements.
- Charges for rental automobiles are reimbursed at actual cost incurred provided that use of a rental automobile is the most economical way to achieve the purpose of the trip, and a brief memo or note of explanation should be included with the travel expense voucher. However, you are encouraged to use your corporate credit card for this service whenever possible.
- The college has a service contract with Enterprise Rent-A-Car. Additional information should be obtained from the director of business and auxiliary services regarding these contracts when making car rental arrangements.
- Goucher College has insurance coverage for collision and damage, and comprehensive liability for rental car contracts when the rental car is being used for college business. Procuring the "collision damage waiver" and liability" insurance offered by the rental companies is NOT permitted for Goucher or contract employees. Goucher employees, are required to procure the rental car using their Goucher credit card, which contains primary accident coverage for rental cars.
TAXI AND LIMOUSINE SERVICE
Reasonable taxi, limousine, and bus service expenses are reimbursable. Again, you are encouraged to use your corporate credit card for these services whenever possible. You should use bus or limousine service to and from airports unless use of a taxi or rented car is imperative. Receipts are required for taxi, limousine, or other transportation services regardless of the dollar amount.