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					McNally Smith College

Travel & Expense Policy
Table of Contents


Introduction .......................................................................................................................1

1.0 Travel Arrangements. ..............................................................................................2
     1.1     Authorization
     1.2     Internal Contacts
     1.3     Travel Agency

2.0 Air Travel .................................................................................................................3
     2.1     Reservations
     2.2     Advance Tickets
     2.3     Preferred Carriers
     2.4     Class of Service
     2.5     Private or Charters
     2.6     Frequent Flyer
     2.7     Flight insurance
     2.8     Stay-overs
     2.9     Group Travel
     2.10 Personal & Business Travel
     2.11 Denied Boarding Compensation
     2.12 Refunds
     2.13 Unused Tickets
     2.14 Lost or Stolen
     2.15 Lost Baggage

3.0 Lodging. ...................................................................................................................6
     3.1     Hotel Selection
     3.2     Hotel Cancellation
     3.3     Staying With Friends or Relatives

4.0 Car Rental. ...............................................................................................................7
     4.1    Car Selection
     4.2    Car Size
     4.3    Car Insurance
     4.4    Refueling
5.0 Other Transportation. ...............................................................................................9
     5.1      Personal Car
     5.2      Ground Transportation

6.0 Meals & Entertainment. .........................................................................................10
     6.1     Personal Meals
     6.2     Business Meals
     6.3     Entertainment Expenses

7.0 Telephone Usage. ...................................................................................................11
     7.1      Business Calls
     7.2      Air Phone
     7.3      Home Calls

8.0 Expense Reporting. ................................................................................................12
     8.1     Filing
     8.2     Approvals
     8.3     Foreign Currency Exchange
     8.4     Documentation Requirements
     8.5     Missing Receipts
     8.6     Entertainment
     8.7     Extended Trip
     8.8     Submission

9.0 Other Reimbursable Expenses. ..............................................................................15

10.0 Other Non-Reimbursable Expenses. ......................................................................16

11.0 Combining Personal Travel with Business. ...........................................................17

Appendix A. ....................................................................................................................18

Appendix B. ....................................................................................................................19

The policies and procedures described in this document are intended to provide you with
a reference for McNally Smith College travel guidelines. We will address the more
common areas related to travel, however, we realize you will encounter circumstances
that are not described by our policies. If you encounter an unusual situation, discuss it
with your supervisor or the Finance Department, so we can be consistent in handling
similar circumstances.

Consistency is one of the key reasons for clarifying these policies. Consistency helps
ensure all employees are reimbursed for travel expenses as efficiently as possible. It also
allows for fair treatment of all employees when everyone has the same rules.

A second reason for this document is to help you understand your role as a representative
of McNally Smith College. Your professionalism is critical to our success as you
represent the College as a business partner with our clients. We want these policies to
support your efforts to provide a professional level of client support.

An important reason for these procedures is to ensure compliance with IRS requirements.
Correct and timely documented expenses prepare us to work effectively with the
government and auditors.

A fourth area the guidelines address is cost control. We want business travelers to
experience a reasonable level of comfort and services at the lowest possible cost. We can
reduce travel expenses by negotiating discounted rates with preferred suppliers.

We live in a rapidly changing world. As with any policies, these are subject to change as
we adjust to changes in the environment, such as government regulations, new
technology or efforts to be more efficient. There may be circumstances that management
determines it appropriate to deviate from these policies.


This policy applies to all McNally Smith College employees as well as Consultants and
other contract help who are eligible for travel reimbursement.

1.0 Travel Arrangements

1.1 Travel Authorization

Employees and their supervisors are responsible for determining the need for business travel.
Employees should have the approval of their supervisor before all travel. If an employee’s
supervisor is not available, and waiting could cause a missed opportunity to save money on
advance airline booking, the employee should obtain advance approval from the next higher

Supervisors may deny reimbursement if advance approval is not obtained.

1.2 Internal Contacts

Travel questions can be referred to the Corporate Travel Coordinator or CTS. See Appendix A
for phone numbers.

1.3 Corporate Travel Agency

All air, lodging, and car rental reservations, including en route itinerary changes, must be
booked through the corporate travel agency “CTS” (Corporate Travel Solutions). Reservations
made through other sources are a violation of policy and result in lost management information
for McNally Smith College. If circumstances cause you to make travel arrangements on your
own or through a different travel agency, supply an explanation, supporting documents and
approval by your supervisor.

To get started, contact the Accounting Office. You will receive a web link to the Corporate
Travel Agency “CTS” website where you can fill out a traveler profile.

2.0 Air Travel
2.1 Reservations

Travelers must book all airline reservations, both domestic and/or international, through “CTS”,
the corporate travel agency. Whenever possible, reservations should be made sufficiently in
advance to take advantage of discounts. However, caution should be exercised when non-
refundable fares are offered. Unless the trip is a certainty, non-refundable fares should be
declined. Airfares over $1,000.00 need to be approved prior to booking by the Director of
Finance & Operations, Founders or President.

The corporate travel agency is empowered to obtain the lowest reasonable airfare consistent
with the traveler’s schedule. This may include stopovers if resulting delay is two hours or less
for domestic or international flights.

2.2 Advance Tickets

Airline tickets may not be expensed prior to travel, except where tickets must be paid for more
than 15 days in advance of a trip in order to take advantage of a special discount fare. In such a
case, a copy of the ticket and a memo explaining the reason for the advance purchase must
accompany the expense report. E-tickets are preferred. Make all airline travel reservations with

2.3 Preferred Carriers

Purchasing, in conjunction with the corporate travel agency “CTS”, has negotiated preferred
rates with several airlines. By using these carriers, McNally Smith College will reduce travel
costs. Employees may not specify an alternative to these carriers.

Exceptions are:

   When one of these carriers does not fly to your destination.

   When routing on corporate carrier would inconvenience your domestic schedule more than
    one hour or your international schedule more than two hours.

2.4 Class of Service

The following guidelines should be complied with when making travel arrangements:

   Coach class for all travel.

   First Class and Business Class will not be used.

2.5 Private or Charters Airplanes

McNally Smith College does not reimburse use of private or charter airplanes for travel unless
prior approval is obtained from functional Vice President or President.

2.6 Frequent Flyer Programs

McNally Smith College employees are entitled to any benefit earned from frequent flyer
programs. However, under no circumstances should the employee cause undue expense (i.e.,
higher fare, longer stay, etc.) to the McNally Smith College to achieve extra benefits from these
programs. All expenses regarding membership into the various frequent flyer programs and
airline lounges are the responsibility of the employee.

2.7 Flight Insurance

Individual flight insurance is not a reimbursable expense.

2.8 Saturday Night Stay-over

Employees are encouraged to take advantage of the lower airfares associated with a "Saturday
Night Stay-over.”

Employees will be reimbursed for up to two additional days lodging, meals, and car rental
expense, provided that there is a net cost saving to the McNally Smith College Group as
compared to the non-Saturday night stay-over fare after all expenses.

2.9 Group Travel

Group travel is defined as a group of 10 or more people traveling to a common destination for a
common purpose (i.e., training meeting, trade show). Unless a designated meeting planner is
handling the arrangements in conjunction with the corporate travel agency, the travel agency
should be advised of such a group so that the lowest possible fare may be negotiated. Ask
“CTS” if a convention rate is available.

2.10 Personal & Business Travel

The cost of trip routing that includes personal business must be compared to the cost of a direct
trip. The employee must pay any incremental cost.

Any incremental expenses resulting from personal involvement of friends or family in business
trips must be identified and paid directly by the employee. McNally Smith College, will pay for
expenses incurred for members of employee’s family who accompany him or her on McNally
Smith College business only after advance authorization by the functional Vice President or

2.11 Denied Boarding Compensation

Airlines occasionally offer free tickets or cash allowances to compensate travelers for delays
and inconveniences due to overbooking, flight cancellations, changes of equipment, etc.
Travelers may retain any compensation that they receive for involuntarily given up seats.

Employees must not voluntarily give up seats if, as a result, McNally Smith College incurs
additional costs or a loss of the employee's productive time.

2.12 Refunds

Refunds of airline tickets or other reductions in ticket costs, which have already been
reimbursed by McNally Smith College, must be promptly returned to McNally Smith College.

2.13 Unused Airline Tickets

When travel plans have been changed the corporate travel agency should be contacted
immediately to cancel reservations.

If ticketing was electronic (e-ticket), please advise the corporate travel agency to process a
refund for electronic ticket.

For standard tickets, employees are responsible for ensuring that the unused airline tickets
(refundable and non-refundable) are promptly returned to the corporate travel agency for
possible credit or re-issue. (Please send ticket back via Airborne Express).

2.14 Lost or Stolen Tickets

Employees must notify the corporate travel agency immediately upon discovering that an
airline ticket has been lost or stolen.

2.15 Lost Baggage

The ultimate responsibility for retrieving and compensating for lost baggage lies with the
airlines. McNally Smith College will not reimburse travelers for personal items lost while

3.0 Lodging
3.1 Hotel Selection

Travelers should book all hotel reservations through the corporate travel agency “CTS”. If
traveling abroad, bookings may be made through the corporate travel agency “CTS” if
corporate rates have been negotiated locally (these should be paid by the employee and
expensed). The guideline for hotel accommodations is to stay at moderately priced hotels that
cater to business travelers. Lodging expense is the cost of the hotel room and all taxes. Do not
include phone, meals, movies, laundry or any charges in the room rate. Expense all charges

3.2 Hotel Cancellation Procedures

When guaranteed reservations cannot be met, travelers are responsible for canceling or
changing the room reservation to avoid a "no show" charge. Cancellations may be made either
by calling the corporate travel agency “CTS” or the hotel.

Travelers should request and record the cancellation number in case of billing disputes.

An employee making “guaranteed” hotel reservations, for arrival after 6:00 p.m., should be
aware that they will be billed for the night’s lodging if they do not show. The employee is
responsible for making appropriate cancellations as McNally Smith College will not reimburse
employee for “no show” charges.

3.3 Staying with Friends or Relatives

Employees will not be reimbursed for gifts, meals, or entertainment given to friends or relatives
in lieu of normal hotel charges unless they have the pre-authorization of their supervisor.
Receipts must be submitted for all such expenses.

4.0 Car Rental
4.1 Car Selection

Travelers should book all car reservations through “CTS” the corporate travel agency. “CTS”
has negotiated preferred rates with a designated car agency. Employees are expected to use the
designated car agency whenever possible. When traveling/visiting McNally Smith College,
check for available McNally Smith College cars before renting a vehicle.

When traveling with other employees, share a car rental if your destination is the same.

4.2 Car Size

Employees should always rent intermediate size cars or smaller, unless four or more people are
traveling together. Four or more employees may rent a full size model and five or more
employees may rent a van or appropriate number of cars.

4.3 Car Insurance

McNally Smith College’s corporate insurance policies cover employees renting cars on
McNally Smith College business within the United States and Canada. For employees,
Collision Damage Waiver (CDW) and Additional Liability insurance (ADL) are covered by a
McNally Smith College paid insurance program. Additional coverage offered by car rental
companies, CDW and ADL, should be declined. In the event of damage to a rental car, direct
the rental agency to contact our insurance contact (listed in Appendix). You should have no
further involvement, nor pay any additional charges.

For McNally Smith College employees, when renting cars outside the United States or Canada
travelers should accept the optional auto insurance coverage, which will be reimbursed by
McNally Smith College, except for personal insurance (which covers you as an individual), and
personal property insurance (which covers your belongings). The naming of these policies
varies in different countries and may be misleading, so be sure to verify the nature of the
coverage before accepting or declining.

All travelers should be aware that our corporate cards typically offer insurance coverage for
international car rental. If you have a card, you should check your coverage before purchasing
additional coverage.

When traveling outside the United States and sharing a rental car with other McNally Smith
College employees, be sure that all drivers are named in the additional coverage.

Please be aware that the McNally Smith College does not provide coverage in the event a
family member or other non-business traveler is accompanying the employee, or if the car lease
is extended for personal reasons. We suggest that you look into your personal insurance issues
in these instances. Car rental insurance accepted to cover these situations will not be considered
a reimbursable expense.

4.4 Refueling

Employees should submit receipts for reimbursement of gasoline costs; the standard mileage
rate does not apply to rental cars. Employees are expected to refuel rental cars before
returning them to avoid paying the premium prices typically charged by car rental
agencies (assuming refilling is a condition of the rental contract).

5.0 Other Transportation
5.1 Personal Car

Employees may use personal cars for business purposes when other means of transportation are
unavailable or less economical. It is the responsibility of the owner of a vehicle being used for
business to carry adequate insurance coverage for their protection and for the protection of any
passengers, the cost of which is encompassed by the standard mileage rate or car allowance.
Please realize that you are personally liable for any damages in event of an accident.
Recommended minimum coverage is $300,000 liability and $50,000 property.

The use of personal cars for business will be reimbursed at the standard rate prescribed by the
IRS. This mileage allowance covers all automobile costs, except parking and tolls. Note that
only mileage above and beyond your normal commute is reimbursable. Employees will be
reimbursed for parking and tolls with appropriate receipts provided. Trips over 250 miles one
way should be made by air – unless approved by your supervisor. The reimbursable cost of the
trip (including hotel, meals, mileage and other expenses) can not exceed the cost that would
have been incurred had the trip been made by public transportation.

Reimbursement for traveling between employees' homes and their normal place of business is
not allowed.

5.2 Ground Transportation

Employees traveling to the same location should share ground transportation to and from the
airport whenever possible.

The cost of taxis, buses, trains or limos to and from hotels, airports, and places of business are
reimbursable when more economical means of transportation (e.g., hotel vans, shuttles) are not
available, or, due to business requirements, not appropriate to the travel schedule. When using a
limousine service, the employee must request a “shared” limousine. Only charges for “shared”
limousine service will be reimbursed.

6.0 Meals & Entertainment
6.1 Personal Meals

McNally Smith College reimburses personal meals (at actual cost) for employees while they are
on business trips. Since costs vary depending upon the region of the country, the following
guidelines regarding acceptable costs of meals should be followed: a range of $5.00 to $10.00
for breakfast, $5.00 to $15.00 for lunch, and $15.00 to $30.00 for dinner. Receipts are required
to support meal expenses. Meal expenses are not reimbursed for business trips unless an
overnight stay away from home is required.

6.2 Business Meals

Dining expenses incurred by an employee when in the company of other McNally Smith
College employees, while on McNally Smith College business, are reimbursable. Original
receipts must be attached for all entertainment or business meal expenditures and the
justification detailed on the expense report, regardless of the amount expended.

Names of accompanying employees, business topics discussed, amount, location, and date of
the expense must be listed on the receipt or the expense report.

The meal should be paid for and reported by the most senior employee from the organizational
hierarchy that is hosting the event.

6.3 Entertainment Expenses

Entertainment expenses relate to customer activities.
Any entertainment expenses charged to McNally Smith College should be part of a planned
program with a specific business objective in mind and must include a business discussion
immediately prior to, during, or immediately after the event. The costs of entertaining actual or
prospective customers, suppliers, applicants, or other non-company individuals for business
purposes are reimbursable only if properly documented on your expense report.

Names of the individuals, company affiliation, business purpose, amount, location, and date of
the expense must be listed on the receipt or in the appropriate section on the expense report.

Prudent and proper entertaining is expected. If in doubt about entertainment, you should discuss
it beforehand with your supervisor.


                                                                                           - 10 -
7.0 Telephone Usage
7.1 Business Phone Calls

Employees will be reimbursed for all business phone calls that are reasonable and necessary for
conducting business. The toll-free 800 number should be used to access voice mail and express
messaging whenever possible.

Long distance telephone calls, when made by McNally Smith College employees while on
business, should be made using a cellular phone, credit card or a long distance telephone card.
Employees should avoid making long distance calls from their hotel room telephone (unless the
call is placed on telephone credit card), particularly when calling from overseas.

Reasonable personal calls, while out of town on a business trip, are also reimbursable.
McNally Smith College will pay for one personal call per employee, per day, while traveling to
allow employees to check in with their families.

7.2 Air Phone

Due to the high cost, travelers may use an air phone only if an emergency or critical business
issue is involved.

7.3 Home Telephone

Business phone calls placed from the employee's home phone are reimbursable. The complete
bill, with business calls highlighted, must be attached to the expense report.

                                                                                           - 11 -
8.0 Expense Reporting

Expense reports should be used only for travel and expenses incurred directly in the
performance of job duties. Moving expenses, housing and auto allowances, legal or other
personal expenses paid on behalf of the employee by McNally Smith College should be
submitted to Human Resources for processing through Payroll. Tax laws require all such
payments be reported as part of the employee’s compensation and adhering to this process will
ensure McNally Smith College and the employee are properly handling them.

8.1 Filing Expenses

For McNally Smith College employees with an American Express corporate card, an expense
report is available online by going to See the
accounting office on how to complete the expense report.
Expense reports must show the explicit business purpose for each segment of a trip. All
receipts are required by the MN Dept of Revenue to prove sales tax paid. Please staple receipts
to expense report prior to submitting to Accounting.

Travelers should file expense reports no later than seven days after completion of each trip. The
McNally Smith College may not reimburse expenses submitted more than 60 days from date of

Employees without an American Express card should submit an Excel spreadsheet expense
report to accounts payable as an e-mail attachment or hard copy, with their supervisor’s
approval. Accounts Payable will reimburse the employee in the next scheduled check run
provided the documents and supervisor approval have been received.

Any questions about expense items and documentation should be resolved with the employee’s
supervisor and Accounts Payable prior to submission.

8.2 Approvals

No employee is authorized to approve their own, a peer's, or a superior's travel expense report.

Supervisors should review expense reports submitted to them on a timely basis.
Supervisors are responsible for ensuring their employees comply with this Travel and Expense
Reporting Policy.

8.3 Foreign Currency Conversion

Expenses incurred in foreign currency should be expensed using the actual exchange rate
supported by receipts such as foreign currency exchange receipts or corporate travel card
billing statements. If not we will use the rate of exchange on the day we receive the report.
Please use one expense report for each foreign currency. i.e.… If you are traveling to France
and Germany – submit one report for France and another one for Germany

An alternate source of reference is the Wall Street Journal rate for the date of transaction.
For McNally Smith College employees, complete the expense form in the foreign currency, so
that entries match supporting documents, and use the conversion calculation built into the
expense form.

                                                                                            - 12 -
8.4 Documentation Requirements

Receipts are required for all expenses except tips. Receipts must include vendor, amount and

Travelers must submit the following documentation along with their expense report:

   Airline tickets – original passenger coupon plus invoice/itinerary. All reservations should
    be made thorough “CTS”.

   Ticketless airfare – passenger receipt, if available, plus copy of itinerary.

   Hotel – itemized hotel bill. The credit card receipt should also be submitted (unless a quick
    checkout option has been utilized).

   Car Rental – car rental agreement. The credit card receipt should also be submitted (unless
    a quick check-in/out option has been utilized).

   Meals/Entertainment – cash register receipt or credit card receipt if paid by credit card.
    Document names of attendees, company name, and business purpose.

   Telephone – complete phone bill with business calls highlighted.

   Other expenses – original receipt completed by the vendor or charge billing statement and
    charge slip.

8.5 Missing Receipts

An attached statement with a full explanation of the expense and the reason for the missing
receipt is required. If the expense is over $25 it must be specifically approved by the
employee’s supervisor.

8.6 Entertainment

The entertainment section of the report should be used only for expenses incurred with non-
company personnel. Names of the individuals, McNally Smith College affiliation, business
purpose, amount, location, and date of the expense must be listed in the appropriate section at
the bottom of the expense report.

Meals with other McNally Smith College employees, consultants and contractors should be
entered in the “Meals” section with details disclosed at the bottom of the expense report.

8.7 Extended Trip

It is recommended that an employee on a trip of more than three weeks complete an expense
report prior to trip completion.

                                                                                            - 13 -
8.8 Submission

All receipts should be taped to sheets of paper, or stapled and attached in an orderly fashion to
the back of the expense report.

Send all reports to Accounts Payable.


                                                                                             - 14 -
9.0 Other Reimbursable Expenses

 The following expenses, when directly related to business travel, are reimbursable:

    Fees for currency conversion and pre-purchased travelers checks:

    Laundry and dry cleaning (for trips of four consecutive days or longer)

    Hotel Health/Recreational Club Facilities: golf, tennis, etc., if it is a corporate sponsored
     event or approved entertainment of client

    Parking and tolls

    Passport, visas, and required inoculations

    Tips

     Moderate amount for tips for meals and taxis, and reasonable tips for baggage handling at
     hotels, airports will be reimbursed.

    Trapped Time

     Occasionally an employee may find himself/herself on a trip where business demands
     result in days "trapped" between meetings (i.e., weekend falls in between meetings). In
     addition to lodging, meals and car rental expenses will be reimbursed

    Miscellaneous Expenses

     There may be items that you did not plan for that may need purchasing during a business
     trip (i.e., supplies, equipment, replacement for items broken while in transit, etc.). If these
     items are needed to successfully perform your tasks while on business, submit the receipt
     and an explanation in your expense report. Items purchased for over $100.00 need to be
     approved by your supervisor.

                                                                                                - 15 -
10.0 Other Non-Reimbursable Expenses

The following expenses are NOT reimbursable:

   Child care, house sitting, and kennel fees (unless employee does not usually travel)

   Credit card late payment fees or interest (unless extenuating circumstances exist)

   Flight upgrades and airline clubs

   Personal articles (e.g., luggage, briefcases, clothing, toiletries, medicine)

   Personal life insurance

   Personal services (e.g., barber, hair stylist, massage)

   Personal travel

   Spousal travel

   Traffic and parking fines

   Personal entertainment expenses (e.g., theater tickets, sightseeing trips) except as described
    under Entertainment Expenses or as part of a McNally Smith College-organized function,
    e.g., Regional Sales Meeting.)

                                                                                            - 16 -
11.0 Combining Personal Travel with Business

Prior to combining any personal travel with a business trip, you should have a discussion with
your supervisor for advance approval. Expenses incurred while on personal travel should not be
included on your expense report.

Spouse Travel

A McNally Smith College employee who is traveling on business may take his or her spouse
provided that the spouse pays for his or her own personal expenses. The employee is expected
to conduct business as usual. The cost differential is to be paid by the employee.

                                                                                         - 17 -
Appendix A
CTS Contact Information:

      Mon-Fri 8:00am - 5:00pm

       651-287-4970 or 800-444-5028

      For after hours emergency needs: 800-358-1639

                                                       - 18 -
Appendix B

   delayed submission of expenses
   missing receipts
   documentation for entertainment
   confusion about different types of meals
   math errors

Delayed submission of expenses.
Please submit your expense reports weekly. If you wait longer, it will be more difficult to locate
receipts and complete any needed documentation.

Missing receipts.
Develop a system to save and document receipts daily.

Documentation for entertainment.
Entertainment involves customers or potential customers. The IRS requires proof it is a business
expense rather than a personal expense. Therefore, you need to document the date, place, amount,
and names of those in attendance, their company affiliation, AND the business purpose for the
expense. For example, when taking a client out to lunch, be sure to list at least one business topic
you discussed. (The IRS only allows a partial deduction for entertainment expenses.)

Meal expenses.
There are three categories of meals but we consider them all the same for reporting purposes
since the IRS only allows a partial deduction of meals for tax purposes.
All three of these items should be reported as meals on your expense report:
1) Personal meals are those relating to an individual while away from home at least one night on
    McNally Smith College business. You simply need to document date, place and amount if the
    expense report indicates the business purpose. (Date, place & amount are typically already on the
2) Business meals represent a second category. The only difference from personal meals is that there are
    two or more people from the same company (or a related company) on the same receipt. You need to
    indicate the names of the people in attendance and make sure the receipt shows date, place & amount
    and that the expense report indicates business purpose.
3) Business meetings are similar to business meals but they relate to breakfast, lunch or dinner meetings
    when the employee participants are not traveling out of town on business. Please document date,
    place, amount, list of those in attendance and business topics discussed.

Math errors
Addition errors are common on expense reports. Rather than printing your own blank expense report and
completing them manually, we prefer that you use an Excel spreadsheet and let the computer do the
addition for you.

                                                                                              - 19 -
I have read and understand the McNally Smith College Travel Policy. By signing this
form, I agree to abide by the rules set forth in this manual.

Employee Signature: __________________________________Date: ___________

                                                                                 - 20 -

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