Finance Policy No. 300: EXPENSE REPORT POLICY
Updated: 3/15/15
1.
PURPOSE
This document establishes policies governing the reimbursement of travel, entertainment and other
business expenses ("business expenses") incurred during the conduct of College business, as well as the
issuance and use of credit cards. It is College policy to reimburse employees for ordinary, necessary and
reasonable expenses when directly related to the transaction of College business.
Directly related means:
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there is the expectation of deriving some current or future benefit for the College
the employee is actively engaged in a business meeting or activity necessary to the performance
of the employee's job duties
there is a clear business purpose for entertainment
Employees are expected to exercise prudent business judgment regarding expenses covered by this policy.
Reimbursement for expenses that are not in compliance with this policy requires the prior written
approval of the Vice President and the Vice President for Finance or the President.
College employees are responsible for complying with this policy. Employees submitting expenses that
are not in compliance with this policy risk delayed, partial or forfeited reimbursement.
2. SCOPE
This policy applies to all employees of Champlain College.
3. DEFINITIONS
Definitions are contained within the policy as necessary.
4. POLICY
4.0 DOCUMENTATION
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Request for reimbursements must be submitted on either a Reimbursement Requisition Form or a
Travel Expense Form for all approved business expenses. See attachments, Travel Expense
Form, and Reimbursement Requisition Form
Champlain College complies with IRS regulations, which require that all business expenses be
substantiated with adequate records. This substantiation must include information relating to:
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(1) The business purpose of the expenditure
(2) the amount of the expenditure
(3) the time and place of the expenditure
(4) the names and the business relationships of individuals other than yourself for whom the
expenditures were made.
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Attached is an example of how your completed reimbursement requisition form should lookSample of Completed Requisition
Requests for reimbursement lacking this information will not be processed and will be
returned to the originator.
4.1 REIMBURSABLE EXPENSES
A Travel expense report or reimbursement requisition form should be completed for allowable
expenses and should contain the following information:
 Include the 13 digit Account number (x-xx-xxxx-xxxxxx) at the top of the form (i.e. budget
number)
 Please return your expense report within a timely manner (i.e. Do not submit an expense report in
May 2013 for expenses occurred in October of 2012, this is not timely).
 All expenditures should be accompanied by proper receipts (not a credit card statement) and an
explanation of the business purpose.
Preparing Receipts:
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You are required to submit all receipts equal or greater than $25
All receipts must be TAPED not Staple, securely onto an 8 ½ x 11 paper. See example:
Receipts
While original receipts are recommended for all expenses submitted for reimbursement, they are
required for all expenses greater than $25.00.
Ensure that there are proper authorization (s) on all travel expense reports and
reimbursement requisitions (as defined in Finance Policy 301) before they are submitted
from reimbursement.
Reimbursements with numerous receipts not properly taped will be returned to that
employee/student to be fixed, and their reimbursement will be delayed.
If a receipt of $25 or more is missing, the policy requires that you submit a MISSING RECEIPT
REPORT
The following are reimbursable expenses assuming they are directly related to the transaction of College
Business:
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Hotel or motel and related tips
Travel expenses including airfare, train fare, bus, taxi and related tips
Meals, including reasonable tips
Business telephone calls
Laundry and/or dry cleaning expenses during trips in excess of 5 days
Car rental
Personal mileage (.555 cents per mile)
Gasoline and oil for College owned, leased or rented vehicles
Tolls
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Conference and convention fees
Business entertainment expenses
Parking
Other reasonable and necessary business expenses, not specifically excluded by section
The following expenses are not reimbursable under this policy:
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Tips in excess of 20% & tips in addition to pre-applied gratuity
First class airfare
If meal(s) are included in the conference and/or convention fees, NO additional cost may be
incurred for alternative meals (i.e. Conference includes breakfast and lunch; your
reimbursement would be for dinner only).
Inkjets and ink cartridges (except specialty inkjets like plotters). Costs related to these items
included on a requisition will not be covered by the institution.
No policy can anticipate every situation that might give rise to legitimate business expenses. Reasonable
and necessary expenses, which are not listed in the above section, may be incurred. Each employee and
supervisor must use his/her best professional judgment in determining if an unlisted expense is
reimbursable under the guidelines provided.
Personal vehicle: Employees who utilize personal cars for business travel will be reimbursed at the per
mile rate established annually by the College. Miles submitted for reimbursement should be net of any
normal commuting miles. An example of accounting for mileage is below:
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Should list the exact location (i.e. City, State) to and from, the total mileage.
Mileage between an employee’s residence and place of work is not reimbursable and should be
documented on the form in determining your mileage reimbursement. For example:
Total trip from your residence to the travel location
80
Less Normal commute to the College
<20>
Total mileage reimbursed
60
Current reimbursement amount is $ .555 per mile.
4.2 MEAL EXPENDITURE
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All requests for meal reimbursement for the College business is expected to be reasonable.
Document on a separate sheet of paper the amounts expended on each meal. Especially if you are
missing a receipt.
A receipt will be required to document any meal purchase. If one individual paid the bill for an
entire group, each individuals name in attendance should be listed on the receipt. Only the
individual who purchased the meal should submit the reimbursement. All receipts must be
TAPED onto an 8 ½ x 11 paper.
If your conference includes meals. Do not attempt to charge additional expenditures for meals
provided.
4.3 CASH ADVANCES
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A request for cash advances can be requested on the travel expense report (the pre-numbered
report can be obtained in Finance. See example Travel Advance report.pdf
Request for cash advances should be limited.
Return travel expense report with all supporting documentation to Finance.
Unspent money should be sent to Student Accounts with the expense report, receipts and
payment.
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* Note only cash advances require the pre-numbered expense report. All other expenses can be
completed using the attached excel Travel expense report Form Travel Expense Report Form.
4.4 P-Cards
See Finance Policy 303 on how to obtain a College Credit Card
4.5 OFFICE SUPPLIES
The College has an account with WB Mason and should be the only place where supplies are purchased.
If you do not have an account, contact the Finance Office.
4.6 SALES TAX
As a not-for-profit organization, Champlain College is exempt from certain sales taxes and it is the
employee's responsibility to be familiar with this exemption. It is the employee's responsibility to indicate
to the vendor that Champlain is a tax- exempt organization.
A Tax Exempt Certificate (attached as Tax Exempt Form) is included. Use of the certificate to avoid sales
tax on personal transactions is strictly forbidden.
4.7 POLICY EXCEPTIONS
Generally, any exception to this policy must have the prior written approval of the applicable Vice
President and the President or Vice President for Finance. Requests for exceptions should document
extenuating circumstances or proposed overall savings to the College. At certain times, under unusual
circumstances, exception may be made after the fact, however, payment by the College will not be made
without the approval of the President or Vice President for Finance.
Effective Date: March 15, 2015
Finance policies and procedures are updated on an as-needed basis, as such the College reserves the right to alter, amend or suspend the
terms of this policy at its sole discretion.
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