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					                                                                           HUMAN RESOURCES
                                                                                Index No. VI-2
PROCEDURES MEMORANDUM
TO:           MCC Staff
FROM:         Office of the President
SUBJECT:       Travel Guidelines

DATE:         April 14, 2009
PURPOSE:       To establish uniform procedures for all College reimbursed travel and
               miscellaneous expenditures.

SCOPE:         These procedures apply to members of the Board of Governors and to
               all classifications of College employees, with the exception of those employees
               covered by the "Travel Reimbursement for Split-Campus Assignment" provision
               as specified in any formal negotiated labor agreements.



                                     TRAVEL GUIDELINES
  1. General Guidelines
        Travel as addressed herein shall be related to College business and generally falls into the
        following categories.
           A. Travel among campuses and local work sites within the four-county area to
              perform teaching and other job related duties.
           B. Travel within the state of Nebraska and out-of-state to attend College-related
              activities, regional, national and international meetings.
           C. The method of travel should represent the greatest economic benefit to the
              College in terms of time and expense. Please make all reservations for air, hotel,
              and conference fees and any changes or cancellations as early as possible to avoid
              encountering additional costs. Please notify your supervisor and the business
              office of any changes you make to your trip.
           D. Travel expenses are reimbursed based upon actual cost for applicable
              transportation, lodging, meals, registration fees and other miscellaneous expenses.
              Original itemized receipts are required. The College does not reimburse on a per
              diem basis for meals and lodging.
           E. Reimbursement for registration fees (if not prepaid by MCC) requires a paid
              receipt plus supporting information such as a registration confirmation card.
           F. No reimbursement for alcoholic beverages.


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           G. MCC Reimbursement Vouchers must be submitted with appropriate receipts to
              Financial Management within 30 days following the travel. Use ink and not pencil
              in completing the reimbursement voucher. Travel occurring near the end of the
              fiscal year must be submitted to Financial Management for reimbursement by
              July 15 of the current year.
           H. It is the responsibility of the traveler to follow these guidelines. Supervisors are
              also responsible to review requested MCC Reimbursement Vouchers before
              signing their approval.
           I. Some federal, state and private contracts/grants may have more restrictive travel
              compliance guidelines. If conflicting guidelines apply, the more restrictive rules
              will be used.
   2. Meal Reimbursement Guidelines
           A. Meal Reimbursement During College Travel, including local travel
When a meal is incurred as part of College travel, reimbursement will be made according to the
following table:

        Trip                    Breakfast                  Lunch                     Dinner

    One-day trip         Yes if departure from       Yes if supervisor        Yes, if return home is
                         home is prior to 6:30      approval is received         after 7:30 p.m.
                                 a.m .               prior to the meal.

   Multi-day trips-      Yes, if departure from     Yes, if departure is       Yes, if departure is
      first day          home is prior to 6:30      prior to 11:30 a.m.        prior to 6:00 p.m.
                                  a.m.

During multi-day trip              Yes                       Yes                       Yes

   Multi-day trip-        Yes, if return is after   Yes, if return is after   Yes, if return is after
     final day                 8::00 a.m.                 1:00 p.m.                 7:30 p.m.

            Starting and ending times of your trip must be included in the space on the back of
            the reimbursement voucher entitled "Purpose of Expenses."
   3. Local Travel
           A. Defined - Local travel is considered as one-day travel within Nebraska to a
              destination within a 200-mile radius of Omaha with return to Omaha occurring
              the same day. (For purposes of authorization and reimbursement, overnight travel
              within a 200-mile radius of Omaha is considered and handled as long-distance
              travel. The provisions of long-distance travel are prescribed in Section 4 below.)
           B. Authorization - Travel within the four-county area and to Lincoln and Council
              Bluffs may be authorized verbally by the immediate supervisor. Other travel with
              return the same day, is to be requested on MCC Form P108-1, "MCC Request for

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   Travel Authorization," and approved by the appropriate Dean, Vice President, or
   Executive Vice President.
C. Transportation - Transportation may be by College-owned or personal vehicle.
   Use of a personal vehicle for College business will be reimbursed at the
   prevailing rate established by the State of Nebraska Department of Administrative
   Services. The Purchasing Department will communicate the prevailing rate to
   College staff through the use of e-mail and Inside Story, and other appropriate
   publications. A College-owned vehicle may be used when appropriate and
   available. Vehicle reservations at Fort Omaha Campus must be made with the
   Facilities Management Department, and at South Omaha and Elkhorn Valley
   Campuses with the Campus Services Manager. A person driving his/her personal
   vehicle on College business does so at his/her own risk and is personally
   responsible for all costs of operation, including repairs to the vehicle and for
   public liability and property damage.
   If a College vehicle is going to be needed when traveling out of the four-county
   area, please reserve the vehicle ahead of time by filling out a request for vehicle
   usage on the Facilities Management web page and getting prior approval if you
   need to keep a College vehicle overnight.
   If your travel is not approved, please notify Facilities Management to cancel your
   request. Remember to complete a Travel Authorization form far enough in
   advance to allow for adequate processing time. Facilities Management should
   have a copy of the Travel Authorization prior to your vehicle checkout date.
   Facilities Management will also need a copy of your approval to have a College
   car in your possession overnight.
   Based on availability, if it is more efficient from a resource and energy
   perspective to take a College vehicle home overnight before you begin traveling,
   or to keep a College car overnight before your return it, please make a request via
   email to the College Business Officer (the Director of Administrative
   Management will serve in this role if the College Business Officer is unavailable)
   at least 3 days in advance, with a copy to your Vice President. The College
   Business Officer will approve or disapprove the request and copy the Facilities
   department.
   If approved, the College vehicle should be parked in a garage overnight if
   possible and should not be used for personal reasons. It is imperative that you
   return the College vehicle by the time stated in your request so that other
   staff are not held up by lack of a vehicle.
   The College will not be responsible for personal vehicles left on campus while
   you use a College vehicle.
D. Reimbursements
 1) Reimbursable local travel trips include but are not limited to:
      a)   Travel among campuses, centers and assigned work sites for College

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           business, including staff development and College events;
     b)    Travel on local errands for College business;
2) Local travel will be allowed for travel among campuses or work sites when an
   employee must be present at more than one work site a day. Travel will not be
   paid from home to the normal first work site or from that work site to home.
   However, in situations involving initial travel to other than the normal first work
   site or when departure for home is from other than the normal first work site,
   reimbursement may be claimed from or to home only to the extent that the home
   to normal first work site mileage amount is exceeded.

   Example 1:
       Your normal work site is FOC, 7 miles from your home.
       You have a meeting at the beginning of your workday at EVC which is 18
       miles from your home.
       After the meeting, you travel to your normal work site at FOC.
       You are reimbursed for a total of 33 miles: 11 miles to travel from home
       to your meeting at EVC (distance from home to EVC minus the 7 miles
       you would normally travel to your work site at FOC); plus 22 miles from
       EVC to FOC.

     Example 2:

          Your normal work site is located at EVC, 25 miles from your home.
          You have a meeting at the beginning of your workday at SOC, which is 8
          miles from your home.
          After the meeting, you travel to your normal work site at EVC.
          You are reimbursed for the standard miles from SOC to EVC (22 miles)

  NOTE 1: Certain employees are assigned on an area-wide basis and may be
  designated to report to various campuses or locations as a normal first work site.
  These employees will not be reimbursed for travel relating to their first work site.
  NOTE 2: The special provisions of "Travel Reimbursement for Split-Campus
  Assignment" will take precedence over paragraph 2.d.(2) above for full-time
  instructors and other staff covered under the current "Agreement" referred to in
  the paragraph entitled "Scope" on page 1.
  NOTE 3: 177-day over 9-month contract instructors will not be reimbursed for
  travel under part-time contracts, including summer contracts. This note applies to
  teaching assignments only.
  NOTE 4: All Fremont instructors, full-time (both under contract and for work not
  under contract, such as committee meetings) and part-time, can receive
  reimbursement for travel up to the actual mileage incurred, but no greater than, to
  and from Elkhorn Valley Campus to Fremont Center for class sessions taught and
  office hours held at Fremont. Round-trip travel between EVC and Fremont is not
  reimbursable for holding Fremont office hours when a class is not also being

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taught at Fremont by the instructor during the quarter in which reimbursement is
requested, or when Fremont is the instructor’s home campus.
Example 1:
       You are a part-time instructor who works at the First National Bank of
       Omaha, and you teach a course in Fremont. You reside in Omaha. You
       would be reimbursed for 48 miles (24 miles each way) from the Elkhorn
       Valley Campus to the Fremont Center each time you drive to the Fremont
       Center to teach a class.
Example 2:
       You are a part-time instructor who works at Mutual of Omaha, and you
       teach a course at Fremont. You reside in Arlington, Nebraska, which is 11
       miles from the Fremont Center. You would be reimbursed for 24 miles
       from the Elkhorn Valley Campus to the Fremont Center plus 11 miles
       from the Fremont Center to your home, for a total of 35 miles.
Example 3:
       You are a full-time instructor who teaches a class at Fremont, but your
       home campus is other than Fremont. On days you travel only to and from
       Fremont, examples 1 and 2 directly above also apply to you. Which
       example you use depends upon the location of your home. If Fremont is
       your home campus, you will not be reimbursed for travel.
Example 4:
       You are a full-time instructor who teaches a class at Fremont. If your
       teaching assignment involves a split-day, you would receive full
       reimbursement for travel from your first location to Fremont and from
       Fremont to Elkhorn Valley Campus.
NOTE 5: When a part-time instructor teaches at two separate locations in the
same day, the mileage between sites will be reimbursed.

Example 1:
       You are a part-time instructor teaching a Tuesday/Thursday morning class
       at the Fort Omaha Campus and a Tuesday/Thursday evening class at the
       Sarpy Center during the same term. You would receive mileage between
       FOC and Sarpy on days when you teach this schedule.
Example 2:
       You are a part-time instructor teaching on Monday/Wednesday at 8:00
       a.m. at Elkhorn Valley and another class at 1:00 p.m. at South Omaha.
       You would receive mileage between Elkhorn and South on days when you
       teach this schedule.



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              NOTE 6: When an employee is required to travel or work on College business on
              a scheduled day off and receives no additional compensation for the time worked,
              then mileage from the employee’s residence to the location of the work or event
              and return home will be reimbursed. If an employee is compensated for time
              spent working, either at straight or overtime pay rate, then there is no
              reimbursement for mileage.
              College staff who volunteer and receive no compensation for College events over
              and above their normal work schedules can be reimbursed for mileage to and
              from the event.
              The following examples are for illustration purposes only:
              Example 1:
                     Salaried employees who are required by their supervisor to answer an
                     emergency call at one of the campuses on a scheduled day off will be
                     reimbursed for round-trip mileage.
              Example 2:
                     A salaried employee who voluntarily goes in to work on a scheduled day
                     off will not be reimbursed for mileage.
              Example 3:
                     An hourly paid employee is required to report to work on a scheduled day
                     off. There is no mileage reimbursed, because the employee is paid for time
                     worked.

Standard Distances - Standard one-way distances for use in reimbursing travel among College
campuses and major teaching sites are as follows:

               Bellevue    FOC       SOC       EVC       Offutt   Fremont    Sarpy      ATC
Bellevue           -        13         6        25         4         47       10         23
Ft Omaha          13         -         9        22        17         35       16          8
So Omaha           6         9         -        22         9         41        9         18
Elkhorn           25        22        22         -        30         24       18         15
Offutt             4        17         9        30         -         53       12         25
Fremont           47        35        41        24        53          -       39         28
Sarpy             10        16         9        18        12         39        -         15
ATC               23         8        18        15        25         28       15          -

           3) MCC Reimbursement Voucher and Supporting Documents – Travel
              reimbursement requests will be documented, cost center assigned and submitted
              on the MCC Reimbursement Voucher Form. Supporting documents must be
              attached to the Reimbursement Voucher.

   4. Long-Distance Travel


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A. Defined - Long-distance travel is considered as travel to a destination beyond a
   200-mile radius of Omaha. (For purposes of authorization and reimbursement,
   local travel resulting in an overnight stay will also be considered and handled as
   long-distance travel.)
B. Authorization - Long-distance travel is to be requested on MCC Form P108-1,
   "MCC Request for Travel Authorization," and approved by the appropriate
   supervisor(s), Vice President, and Executive Vice President and, when
   appropriate, the President. Presidential approval must be obtained for any travel
   outside the 48 contiguous states. Plans should be made well in advance. Travel
   requests should be submitted as soon as possible, but not later than four (4) weeks
   prior to travel to ensure the most favorable transportation rates and hotel
   reservations. In addition, your Dean, Vice President, or the Executive Vice
   President may require an "Information for Travel Authorization and Travel
   Summary" form.
C. Transportation -
 1) On trips over 200 miles, air travel will generally be less expensive than auto
     travel unless more than one person is traveling to the same destination. All
    business air travel will be by coach/tourist/economy class, whichever is most
    economical for the College. The Purchasing Department, in consultation with
    the traveler(s), will determine the best mode of travel. A person driving his/her
    personal vehicle on College business does so at his/her own risk and is
    personally responsible for all costs of operation, including repairs to
     the vehicle and for public liability and property damage .

 2) Transportation between home and the airport, between the airport and visit sites
     and related parking will be reimbursed. Employees are encourages to use
    surface parking as opposed to garage parking. The employee should use an
    economical mode of transportation for the visit area (personal car, taxi, shuttle,
    bus, subway, train, airport limousine, and rental car) and obtain receipts
    wherever possible. In most cases, it is much more economical to utilize a shuttle
    service from the airport to the hotel and back as opposed to renting a vehicle.
    Permission to rent a car for transportation within the visit area must be obtained
    in advance of the travel on the MCC Request for Travel Authorization form. If
    approved, the employee will be reimbursed for an intermediate-sized rental
    vehicle for the days he/she is conducting College business. It is not necessary to
    purchase additional insurance coverage since the College maintains adequate
    coverage for employees operating rental vehicles. Refrain from taking any
    "prepaid options" with respect to gasoline and return the vehicle with a full tank
    of gas.

 3) The provisions of the Fair Labor Standards Act, as amended, apply to Non-
    Exempt staff members. Accordingly, actual travel time to and from the
    destination incurred by these staff members will be considered part of their
    work week and the provisions of PM VII-19, Overtime, Holiday and
    Compensatory Time Procedures, will be applied.

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4) The College may ask the traveler to volunteer to travel on a weekend if there is
   a substantial reduction in transportation costs. The College will reimburse the
   traveler for hotel and meal costs directly related to the added travel time, but not
   to exceed the difference between the lower cost air fare and the fare that would
   have otherwise been charged. There will be no additional compensation for the
   weekend days beyond the required reimbursement specified for Non-Exempt
   staff members in section 4, paragraph C, (c) above.

5) Use of College Vehicles for Overnight Travel: Use of College vehicles shall be
   on a first-come, first-serve basis. The MCC Request for Travel Authorization
   form, complete with all required signatures, is required. All drivers are required
   to have a valid driver’s license. Feasibility of extended out-of-town usage of
   College vehicles shall be determined at the discretion of the Director of
   Facilities Management.

6) Commercial Air Travel - Arrangements for commercial air travel must be made
  by the traveler through Metro’s contract travel agencies. College-authorized air
  travel will be paid by Metro directly to the travel agency. The agencies may also
  be used for personal/leisure travel; such travel must be paid directly by the
  traveler to the contract agency. All College-authorized air travel will be by coach
  fare.

  Agency Phone Number
  AAA (Omaha) 390-1060
  Sample airfare prices and schedules for use in preparing your travel request can
  also be obtained from Internet sites such as:
  http://www.itn.net (AAA site)
  http://reservations.previewtravel.com

  Note: Do not finalize travel reservations until you receive notification from the
  Purchasing Department that your travel has been approved. The travel agency will
  make air travel reservations which represent the greatest economical benefit to the
  College in terms of time and expense.

  If you see a lower fare than AAA quotes, bring it to their attention to see if they
  can match it. AAA has access to air fare web bases in which they can obtain the
  best possible prices for their clients.

  If you book a flight on the internet you need to be aware of some potential
  drawbacks. Oftentimes ticket sales are final - no cancellations or voids, any
  problems/changes need to be handled directly with the airline, the traveler must
  use his/her personal credit card to charge the flight, seat assignments are not
  available, and flight insurance is not provided. If a ticket is purchased over the
  internet, the traveler is responsible for any extraneous charges that the College
  would not normally incur by doing business with a travel agency.

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   When arranging airline reservations, the following information is necessary:
    a) name of person making arrangements
    b) department name
    c) phone number
    d) name of passenger
    e) origin and destination; round trip or one-way
    f) date of travel
    g) departure time frame desired
    h) cost center number
    i) information only at this time or are actual reservations being made
    j) seat assignments or other special requests
    k) a traveler profile form must be completed for special requests

   The itinerary will be issued and sent to the traveler via the Purchasing
   Department. In the case where electronic tickets are issued, the Purchasing
   Department will send the itinerary to the traveler promptly upon receipt from the
   travel agency. In the case where actual tickets are issued, the Purchasing
   Department will notify the traveler on the day the tickets are delivered to the
   Purchasing Department, and will determine the best arrangement for the traveler
   to obtain the tickets. An approved MCC Request for Travel Authorization form
   must be received in the Purchasing Office before any itinerary or ticket can be
   released to the traveler.

   Helpful hints to economize travel dollars:
          Make your reservations early (at least 30 days prior to travel); purchase
          tickets in advance.
          Check the media for fare announcements, i.e., special flights or coming
          rate increases/decreases. Purchase tickets before increases take effect.
          Take advantage of off-hour and off-day flights if the rate is better and your
          schedule will permit.
          For short trips, check, or have the contract travel agent check, for alternate
          transportation methods which may cost less with little loss of time.
          Give the contract travel agent as much flexibility as possible to schedule
          the least expensive flight.
          Do not request the travel route based on a specific carrier.
          Consider combining trips, if possible.
          Be sure to review your itinerary immediately upon receipt; last minute
          changes can be expensive.

D. Mileage Reimbursement
   Mileage will be reimbursed on the basis of the most commonly used route. Only
   the authorized traveler who furnishes a private vehicle for group trips may claim
   and be reimbursed for mileage. No mileage reimbursement will be made to
   travelers using a College or rental vehicle.



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   When commercial air service could have been used advantageously on out-of-
   state trips, but the traveler chooses to use personal vehicle transportation, mileage
   will be reimbursed at the price of the lowest readily available airfare ticket that
   can be obtained by the Purchasing Department or at the prescribed mileage rate,
   whichever is less. Travelers who choose to use motor vehicles instead of available
   commercial air service, as described above, will not be reimbursed for food or
   lodging expenses that would have been avoided by using commercial air service.

E. Parking and Tolls
   Travelers are reminded that they may use the Fort Omaha Campus to park
   personal vehicles during College travel. Public Safety must be consulted for
   directions as to the appropriate places to park. Public Safety will not provide
   transportation to the airport.
   Reasonable parking and toll charges from any temporary parking facility will be
   reimbursed. Utilize long-term surface parking as opposed to garage parking when
   leaving your personal vehicle at the airport. Abbott Parking offers significantly
   reduced parking rates for College travelers and will bill the College directly. Their
   lot is at Hartman Avenue and Abbott Drive adjacent to the Hertz Auto rental
   facility. If you utilize the Abbott Parking lot during authorized College travel, you
   simply inform their cashier that Metro has a billing account, and present your
   College business card to the attendant. Abbott Parking provides a 24-hour shuttle
   service to and from the airport with delivery to your automobile upon your return.
   Use of this mechanism for non-College travel is prohibited.

F. Gasoline and Oil
   Gasoline and oil are not reimbursable for a personal vehicle; however they are
   reimbursable for a College vehicle or a rental vehicle. Original receipts must be
   attached to the employee’s MCC Reimbursement Voucher form.

G. Lodging, Meals, Registration Fees and Other Miscellaneous Expenses

 1) Travelers must make their own hotel reservations. In order to prevent
    reservation problems at the hotel, travelers are strongly encouraged to confirm
    hotel reservations with their personal credit cards. However, travelers may ask
    Accounts Payable to send a hotel deposit payment. In addition, the College may
    elect to pay for hotel room expenses only with a College purchasing card. Such
    a card will be maintained and controlled in Accounts Payable. If such advance
    deposit to the hotel is required, information including hotel address and
    confirmation number, must be provided with the MCC Request for Travel
    Authorization form. Travelers are encouraged to ask for the discounted hotel
    rate when making reservations (i.e., conference, government, education or
    corporate rate).

 2) College travelers are expected to select reasonably priced lodging
    accommodations when on official College business and will be requested to
    justify charges that appear to be excessive.

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 3) All claims for lodging reimbursement must be supported by original receipts
    that show the name of the motel or hotel, the number of occupants and the
    goods or services for which each individual charge is made (room, tax, and
    food).

 4) Meals will be reimbursed at actual cost including tips (not to exceed 15%
    of the pre-tax amount) and up to the daily maximum. Receipts must be attached
    to the MCC Reimbursement Voucher form. The College will not reimburse for
    meal costs if the meal involved has already been paid for as part of a conference
    registration fee. Delivery costs for room service will not be reimbursed.

     The daily maximum rates can be found at:

     http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC
     &contentId=17943

     Some destination cities may have slightly higher meal allowances. Travelers
     may look up the current allowances for specific destinations at the above
     Internet site.
     College travelers are expected to make reasonable selections when ordering
     meals. Reimbursement claims for food are reviewed, and travelers may be
     required to justify claims. Questioned claims will not be reimbursed without
     satisfactory justification.

 5) Payment for conference registration fees, including program meals, should be
    requested on the MCC Request for Travel Authorization form submitted to the
    Purchasing Department. The registration form completed by the employee will
    be enclosed with the check to be forwarded by Financial Management, if
    requested.
     a) The College will reimburse for business phone calls. Personal calls are the
         responsibility of the employee.
     b) The College will reimburse for reasonable tips. Tips for meals should be
         included in the meals category on the MCC Reimbursement Voucher
         form as noted in section 4, paragraph G, (d). Reasonable tips for baggage
         handling, mail service, parking, and transportation, etc. should be listed
         under the miscellaneous category.

H. Expenses Which are Not Reimbursable

   The following kinds of expenses are not reimbursable by the College: expenses
   incurred for any extension of official travel into a personal weekend or vacation
   period (except as noted in section 4, paragraph C, (f) above) , personal telephone
   calls, valet service, laundry, dry cleaning, personal services, parking tickets,
   traffic tickets, rental of movies, alcoholic beverages or added costs because of
   spouse, dependents and/or family members in company of staff member.


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       I. Travel with Spouse, Dependent and/or Family Members
          The College will reimburse for lodging at the lowest single room rate. The staff
          member is required to pay for all costs for the spouse, dependents and/or family
          members, including transportation, meals and spouse registration, if any.

       J. Travel Advances
          A travel advance may be obtained with the approval of the Director of
          Administrative Management. The employee should request the advance on the
          MCC Request for Travel Authorization form far enough prior to travel to allow
          for routine check processing. The travel advance must be supported by approved
          and reasonable out-of-pocket expenditures on the MCC Request for Travel
          Authorization form. The minimum travel advance amount is $100.00. The
          advance will be recorded as a loan to the employee on the College’s financial
          records until an MCC Reimbursement Voucher form is filed for the associated
          expenses.

       K. MCC Reimbursement Voucher and Supporting Documents

          Travel reimbursement requests will be documented and submitted on the MCC
          Reimbursement Voucher form. Original copies of hotel bills, meal receipts,
          passenger copies of travel transportation tickets and conference receipts must be
          provided. The MCC Reimbursement Voucher form with supporting documents,
          including return of unused cash advance when applicable, must be submitted by
          check within thirty (30) days of completion of travel. Failure to return unused
          advances or to promptly submit the MCC Reimbursement Voucher form to
          Financial Management may result in denial of future advances.

5. International Travel

   All long distance guidelines from section 4 apply. Please see additional guidelines below:

       A. Foreign travel guidelines published by the U.S. State Department will be used as
          reference for maximum allowable hotel, meal, and incidental amounts (U.S. State
          Department "Maximum Travel Per Diem Allowances for Foreign Areas"). Hotel,
          meals, and incidentals must be substantiated by original receipts. Actual expenses
          will be reimbursed up to the maximum allowed by the U.S. State Department
          guidelines. Tips for meals should be included in the meals category on the MCC
          Reimbursement Voucher, and are included in the maximum amounts. Travelers
          may look up the current allowances for specific destinations at the following
          Internet site:
          http://www.state.gov/www/perdiems/index.html

       B. Supplemental health insurance is required for staff and will be paid for by the
          College. Supplemental health insurance will also be required for students
          traveling as part of College sponsored trips. It is the sole responsibility of the
          traveling students to obtain their own international health care insurance

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              coverage. Proof of such insurance must be submitted to the College prior to
              travel.

          C. Immunizations required by the country being visited will be paid by the College
             in excess of the amount covered by the staff member’s insurance. The staff
             member traveling should submit the explanation of benefits from his/her personal
             insurance to show the remaining amount to be paid by the College. Students are
             required to pay for their immunization expense(s).

          D. Passport issuance fees will not be reimbursed by the College for staff members or
             students. Passports are valid for a period of ten years and may be used for
             personal use during the time period.

          E. Entrance visas and departure/exit fees are required by some countries and are
             issued for a specific time period. Visa fees and departure/exit fees are
             reimbursable by the College. These fees will be included in the fees for the trip
             paid by the student. Staff members will be reimbursed a reasonable amount for
             photographs required for visa applications. Staff members must submit original
             receipts with the MCC Reimbursement Voucher to be processed by the traveler’s
             supervisor and Financial Management. Students are required to provide their own
             photos.

          F. Foreign exchange rates must be documented by exchange receipts. Use of major
             credit cards is encouraged. Major credit cards will report exchange rates on the
             traveler’s monthly statement.

          G. Gifts Related to International Travel - In cultures where it is appropriate for the
             traveler to bring gifts (as determined before travel by the administrator in charge
             of the program through which the employee is traveling), the College will pay for
             gifts purchased for this reason to the extent the gift and payment satisfy Board
             Policy. Discussion must take place with the administrator in charge before travel
             as to the extent and nature of the gifts and must be approved prior to the purchase.

   6. Special Travel Provisions
      It is recognized that due to particular or unusual circumstances, situations may present
      themselves in regard to travel authorizations, accountability and reimbursement which
      are not specifically addressed herein. The traveler’s supervisor and the Dean of Finance
      and Administrative Management will address these as the situation dictates.


Adopted 3/15/88; Revised: 01/11/02; 03/17/03; 7/21/03;10/29/03; 10/22/04;11/16/04;7/25/05
(Miscellaneous Expenditures put in separate PM), 6/12/06(added mileage for Bellevue Center);
6/5/07; 12/7/07 (mileage chart updated) ; 4/14/09 (link updated)




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