Common use of TRAVEL ON COLLEGE BUSINESS Clause in Contracts

TRAVEL ON COLLEGE BUSINESS. 1. All accounts or statements must be submitted on a standard or approved form, and the claim voucher certified by the employee, as required for all claims. Employees using their automobiles regularly should submit their claims monthly. Employees who use their automobiles occasionally may elect to submit their claims quarterly. 2. Claims for mileage must list all business stops and the distance traveled between these stops, except within a city, town or village, in which case all stops must be listed, but if short mileage (less than two (2) miles) is involved, the mileage traveled can be listed after the last stop within such city, town or village. 3. No mileage reimbursement will be allowed for travel between residence and Court House or other County buildings, except as such reimbursement may be specially authorized by State Law or by regulations or in cases where an employee starts from residence on official business, in which case mileage claims must so state and give reason therefor. 4. Any person or employee traveling by an indirect route must assume the extra expense, as reimbursement will be based only upon such charges as would actually be incurred by traveling the most direct route. This rule will be waived when the use of expressways, even though not the most direct route, will result in the reduction of travel time. 5. In order to receive reimbursement for mileage at rates hereinafter provided, and for travel expense incurred by attendance at conventions, meetings of associations or organization, such attendance must have been previously authorized by the President. Such expenses must be listed on a BCC travel voucher, and accompanied by hotel bills, convention or meeting registration receipts, airline, bus or train receipts or seat checks, toll and parking receipts. Meals and taxi fares must be listed separately. Meals are allowed only when obtained outside the County. When claiming taxi fares, starting point and destination must be listed, and if claiming such fares when automobile is available, reason for such charges must be given. Reasonable customary tipping will be allowed, and should be included in the respective taxi charges. 6. When requesting authorization to travel, the request should state the date and time of the anticipated departure from and arrival at the College. 7. When the use of a personally-owned car is authorized by the College President to operate on business for the College, all regulations herein contained must be observed, and the rates of reimbursement herein stated will be allowed in all cases except as otherwise authorized, allowed and directed by State Law. 8. The mileage reimbursement herein provided will be allowed for one person only as the owner of the automobile, regardless of the number of employees traveling in the said automobile on the same trip, in pursuit of College business, or to such meetings as may have been previously authorized. 9. All College employees traveling outside the County, on College business, must have authorization to do so, even though they are passengers in a car and do not expect to have any reimbursable expenses. 10. It is intended that the rates prescribed herein shall be maximum, and actual expenses only shall be charged. Said rates shall not be exceeded, except in such cases and for such employees as are specially excepted and otherwise authorized and directed by State Law for particular cases. 11. The mileage rate shall be the IRS rate for each mile driven during the term of this Agreement. 12. Reasonable and customary charges for room accommodations shall be allowed. Tips for lodging shall be allowed at the rate of up to $2.00 per hotel stay. Tipping for other types of lodging is not regarded as necessary or customary, and therefore not allowable. When the spouse accompanies a College employee, the amount of room charges allowable shall be the single-room rate for overnight accommodations. 13. Actual and necessary charges for meals shall be allowed. These may include a reasonable tip and, when claiming reimbursement, need not be claimed separately. 14. Emergency repair work only shall be authorized on College cars while out of the County. In claiming reimbursement, an explanation of the reason for such repair work should be given. 15. College-owned cars should be fully gassed before leaving the College. Gasoline credit cards should be used as much as possible when it is necessary to purchase gasoline while on the road. The receipt received by the employee when using the credit card should be submitted to the College Controller with his voucher for reimbursement. 16. Charges for long-distance telephone calls on official business will be allowed provided an explanation is given showing the name of the party with whom communication was held. 17. New York State hotel occupancy and transportation taxes are not reimbursable. Employees should present exemption certificates at ticket windows and hotel desks. 18. When claiming mileage for use of a personally-owned car, charges for tolls, parking and storage will be allowed.

TRAVEL ON COLLEGE BUSINESS. 1. All accounts or statements must be submitted on a standard or approved form, and the claim voucher certified by the employee, as required for all claims. Employees using their automobiles regularly should submit their claims monthly. Employees who use their automobiles occasionally may elect to submit their claims quarterly. 2. Claims for mileage must list all business stops and the distance traveled between these stops, except within a city, town or village, in which case all stops must be listed, but if short mileage (less than two (2) miles) is involved, the mileage traveled can be listed after the last stop within such city, town or village. 3. No mileage reimbursement will be allowed for travel between residence and Court House or other County buildings, except as such reimbursement may be specially authorized by State Law or by regulations or in cases where an employee starts from residence on official business, in which case mileage claims must so state and give reason therefor. 4. Any person or employee traveling by an indirect route must assume the extra expense, as reimbursement will be based only upon such charges as would actually be incurred by traveling the most direct route. This rule will be waived when the use of expressways, even though not the most direct route, will result in the reduction of travel time. 5. In order to receive reimbursement for mileage at rates hereinafter provided, and for travel expense incurred by attendance at conventions, meetings of associations or organization, such attendance must have been previously authorized by the President. Such expenses must be listed on a SUNY BCC travel voucher, and accompanied by hotel bills, convention or meeting registration receipts, airline, bus or train receipts or seat checks, toll and parking receipts. Meals and taxi fares must be listed separately. Meals are allowed only when obtained outside the County. When claiming taxi fares, starting point and destination must be listed, and if claiming such fares when automobile is available, reason for such charges must be given. Reasonable customary tipping will be allowed, and should be included in the respective taxi charges. 6. When requesting authorization to travel, the request should state the date and time of the anticipated departure from and arrival at the College. 7. When the use of a personally-owned car is authorized by the College President to operate on business for the College, all regulations herein contained must be observed, and the rates of reimbursement herein stated will be allowed in all cases except as otherwise authorized, allowed and directed by State Law. 8. The mileage reimbursement herein provided will be allowed for one person only as the owner of the automobile, regardless of the number of employees traveling in the said automobile on the same trip, in pursuit of College business, or to such meetings as may have been previously authorized. 9. All College employees traveling outside the County, on College business, must have authorization to do so, even though they are passengers in a car and do not expect to have any reimbursable expenses. 10. It is intended that the rates prescribed herein shall be maximum, and actual expenses only shall be charged. Said rates shall not be exceeded, except in such cases and for such employees as are specially excepted and otherwise authorized and directed by State Law for particular cases. 11. The mileage rate shall be the IRS rate for each mile driven during the term of this Agreement. 12. Reasonable and customary charges for room accommodations shall be allowed. Tips for lodging shall be allowed at the rate of up to $2.00 per hotel stay. Tipping for other types of lodging is not regarded as necessary or customary, and therefore not allowable. When the spouse accompanies a College employee, the amount of room charges allowable shall be the single-room rate for overnight accommodations. 13. Actual and necessary charges for meals shall be allowed. These may include a reasonable tip and, when claiming reimbursement, need not be claimed separately. 14. Emergency repair work only shall be authorized on College cars while out of the County. In claiming reimbursement, an explanation of the reason for such repair work should be given. 15. College-owned cars should be fully gassed before leaving the College. Gasoline credit cards should be used as much as possible when it is necessary to purchase gasoline while on the road. The receipt received by the employee when using the credit card should be submitted to the College Controller with his voucher for reimbursement. 16. Charges for long-distance telephone calls on official business will be allowed provided an explanation is given showing the name of the party with whom communication was held. 17. New York State hotel occupancy and transportation taxes are not reimbursable. Employees should present exemption certificates at ticket windows and hotel desks. 18. When claiming mileage for use of a personally-owned car, charges for tolls, parking and storage will be allowed.

TRAVEL ON COLLEGE BUSINESS. 1. All accounts or statements must be submitted on a standard or approved form, and the claim voucher certified by the employee, as required for all claims. Employees using their automobiles regularly should submit their claims monthly. Employees who use their automobiles occasionally may elect to submit their claims quarterly. 2. Claims for mileage must list all business stops and the distance traveled between these stops, except within a city, town or village, in which case all stops must be listed, but if short mileage (less than two (2) miles) is involved, the mileage traveled can be listed after the last stop within such city, town or village. 3. No mileage reimbursement will be allowed for travel between residence and Court House or other County buildingsthe place of employment, except as such reimbursement may be specially authorized by State Law or by regulations of the County Legislature, or in cases where an employee starts from residence on official business, in which case mileage claims claim must so state and give reason therefor. 4. Any person or employee traveling by an indirect route must assume the extra expense, as reimbursement will be based only upon such charges as would actually be incurred by traveling the most direct route. This rule will be waived when the use of expressways, even though not the most direct route, will result in the reduction of travel time. 5. In order to receive reimbursement for mileage at rates hereinafter provided, and for travel expense incurred by attendance at conventions, meetings of associations or organizationorganizations, such attendance must have been previously authorized by the College President. Such expenses must be listed on a BCC College travel voucher, and accompanied by hotel bills, convention or meeting registration receipts, airline, bus or train receipts or seat checks, toll and parking receipts. Meals and taxi fares must be listed separately. Meals are allowed only when obtained outside the County. When claiming taxi fares, starting point and destination must be listed, and if claiming such fares when automobile is available, reason for such charges must be given. Reimbursement for meals will be permitted in accordance with current College guidelines. Reasonable customary tipping will be allowed, and should be included in the respective taxi charges. 6. When requesting authorization to travel, the request should state the date and time of the anticipated departure from and arrival at the College. 7. Authorization for use of a personal vehicle for College business by an employee below the level of Vice President will be delegated to the appropriate Vice President. When the use of a personally-personally- owned car is authorized by the College President to operate on business for the College, all regulations herein contained must be observed, and the rates of reimbursement herein stated will be allowed in all cases except as otherwise authorized, allowed and directed by State Law. 8. The mileage reimbursement herein provided will be allowed for one person only as the owner of the automobile, regardless of the number of employees traveling in the said automobile on the same trip, in pursuit of College business, or to such meetings as may have been previously authorized. 9. All College employees traveling outside the County, on authorized College business, must have authorization to do so, even though they are passengers in a car and do not expect to have any reimbursable expenses. 10. It is intended that the rates prescribed herein shall be maximum, and actual expenses only shall be charged. Said rates shall not be exceeded, except in such cases and for such employees as are specially excepted and otherwise authorized and directed by State Law for particular cases. 11. The Any compensation for mileage rate shall be based upon the current IRS rate for each mile driven during the term of this Agreementreimbursement rate. 12. Reasonable and customary charges for room accommodations shall be allowed. Tips for lodging shall be allowed at the rate of up to Two Dollars ($2.00 2.00) per hotel stay. Tipping for other types of lodging is not regarded as necessary or customary, and therefore and, therefore, not allowable. When the spouse accompanies a College employee, the amount of room charges allowable shall be the single-room rate for overnight accommodations. 13. Actual Meal reimbursement will be in accordance with College purchasing guidelines and necessary charges for meals shall be allowed. These may include a reasonable tip and, when claiming reimbursement, need not be claimed separatelyprocedures with no reference to receipts. 14. Emergency repair work only shall be authorized on College cars while out of the County. In claiming reimbursement, an explanation of the reason for such repair work should be given. 15. College-owned cars should be fully gassed at College pumps before leaving the Collegedeparture. Gasoline credit cards should be used as much as possible when it is necessary to purchase gasoline while on the road. The receipt received by the employee when using the credit card should be submitted to the College Controller with his his/her voucher for reimbursement. 16. Charges for long-distance telephone calls on official business will be allowed provided an explanation is given showing the name of the party with whom communication was held. 17. New York State hotel occupancy and transportation taxes are not reimbursable. Employees should present exemption certificates at ticket windows and hotel desks. 18. When claiming mileage for use of a personally-owned car, charges for tolls, parking and storage will be allowed. 19. With the permission of the college president or his/her designee, any employee may use his/her own vehicle to and from the approved destination and be reimbursed covered expenses. When using his/her own vehicle, an employee may transport family members who accompany him/her. 20. If in the event an employee is allowed to travel pursuant to this Article, and College-County policy, their expenses shall not exceed the amount allowed on their travel voucher except as follows: 1. Expenses listed in this Article may exceed the travel voucher amount by ten (10) percent if: a. The excess is evidenced by receipts, accepted by Audit rules and regulations.