Travel Policy
Retrieved from 12/14/2011 Memo to the FIT Community
Travel Reimbursements
(refer to BiTech Policies and Procedures on MyFIT)
Original receipts must be presented for all expenses, except for tips and snacks under $5.00
Reimbursement forms must be approved by the same supervisor who approved the original travel request. Employees cannot approve their own expense reimbursements
Travel Advances
(refer to BiTech Policies and Procedures on MyFIT)
Travel advances must be approved by a supervisor.
Backup should include information on the conference, event, and purpose of trip.
College will pay as an advance:
- 100% of hotel and transportation
- 75% of meals and incidental expenses
Transportation To and From Airport or Train Station
Transportation to and from airports and train stations are fully reimbursed with receipts, plus tolls and up to 15% tip.
Travelers should use most economical travel options.
Hotels
Basic room and occupancy tax are fully refundable when staying at hotel where conference is being held or if hotel is recommended by the conference.
Room service, laundry, and pay TV charges will not be reimbursed.
In addition to business related telephone calls (to the College), one personal telephone call per day while traveling will be reimbursed.
Airfare/Railfare
Economy or coach tickets will be reimbursed.
Car Rentals
Car rentals are only allowed when no other means of transportation is available. The most economical parking options should be used.
Car rental expenses for personal use during a conference will not be reimbursed.
Personal Automobile:
Personal automobile use will be reimbursed at the NYS/IRS approved mileage rate (currently .55 cents/mile) plus tolls.
Your personal vehicle should only be used if it is more economical than air or rail.
The most economical parking options should be used at conference sites or when deciding to parking at an airport versus taking a cab to airport.
Meals
The College will reimburse for meals purchased during work related travel upon submission of original receipts up to a total of $50 per day. Tips and snacks under $5.00 do not require receipts.
Alcoholic beverages consumed during a meal will not be reimbursed.
Tipping and Gratuities
Payment for customary and reasonable tips and gratuities, such as baggage handling and for transportation services, is permitted.
The cost of tips for meal service is included in the daily meal allowance and will not be reimbursed as a separate expense.
Personal Travel and Entertainment
Optional conference banquet expenses will be covered with prior approval from supervisor.
Expenses for non-conference related entertainment or travel in the conference host city will not be reimbursed.
Request Reimbursement
To request reimbursement of travel funds, complete the Travel and Business Expense Report (.pdf) and attach expense details.