Business Travel Expenses

When provided with an Agnes Scott purchasing card, business expenses should be charged to college issued purchasing cards. Please refer to the Agnes Scott College Office of Accounting page: http://www.agnesscott.edu/accounting-and-budget/policies/p-card-policy.html for details on the use of college issued purchasing cards. However, if this is not possible, Agnes Scott College will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. Regardless of payment method, the following rules apply to all college business travel.

The immediate supervisor must approve all business travel in advance. When approved, the actual costs of travel, meals, lodging and other expenses directly related to accomplishing business travel objectives will be reimbursed by Agnes Scott. Employees are expected to limit expenses to reasonable amounts. Personal charges are not permitted on company issued credit cards.

Expenses that generally will be reimbursed include the following:

  • Airfare or train-fare for travel, including baggage fees, in coach or economy class or the lowest available fare.
  • Reasonable cost of ground transportation to include car rental fees, shuttle or airport bus service, public transportation, taxi or car service, parking fees or mileage for use of personal car.
  • Reasonable cost of standard accommodations in hotels, motels or similar lodgings.
  • Reasonable cost of meals.
  • Tips not to exceed 20 percent of the total service.
  • Charges for internet, telephone calls, fax, and similar services required for business purposes.
  • Reasonable charges for necessary laundry and valet services. (Personal entertainment and personal care-items are not reimbursed.)

Employees involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. Vehicles owned, leased or rented by Agnes Scott may not be used for personal use without prior approval.

As soon as possible, after travel is completed, employees should submit original receipts to the Office of Accounting.

Abuse of this business-travel-expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.


Policy No.  512  Issued  3/1/2012