Necessary updates to journey and expense insurance policies

Effective July 1, 2026, a number of vital updates will take impact concerning the college’s Travel Policy and Accountable Plan. Anyone touring on official college enterprise ought to rigorously overview these coverage updates earlier than reserving journey or submitting bills.

Summary of adjustments

Taxis, journey shares and shuttles

• Tips for taxi drivers, journey shares and shuttle companies are now not thought of “incidentals.” 
• Reasonable gratuities related to journey share or taxi companies are allowable as much as 20% of the transportation whole fare.

Card funds and documentation

• P-Card or Travel Card stay the popular methodology of fee for airfare, lodging and convention registrations. 
• The use of non-public playing cards for State journey doesn’t create an obligation to reimburse curiosity expenses, late charges or some other bills associated to a private card. 
• Trip prices paid by P-Card or Travel Card have to be documented on the Expense Report. Best observe is to mix them in a single doc labeled, “P-Card (or Travel Card) Expenses.”

Reimbursement timelines

• The State expects that reimbursements will likely be submitted inside 30 calendar days following completion of journey. 
• Further, bills submitted greater than 90 calendar days after completion of journey are usually not allowable and shall not be reimbursed except the delay is because of distinctive circumstances. These circumstances have to be submitted in writing and permitted by a chosen authority. 
• This change doesn’t impression the 60 day interval at which reimbursements are taxed (per Accountable Plan 6290).

Vicinity mileage

• Vicinity mileage will now be outlined as mileage incurred for official State enterprise inside or close to the traveler’s official main workstation space, fairly than specifying 100 miles. 
• Vicinity journey reimbursement will solely be licensed as soon as an worker’s accrued official enterprise mileage reaches 50 miles inside a six month interval. 
• Claims have to be submitted no later than 30 days after reaching the 50 mile threshold and previous to the tip of the fiscal 12 months to be eligible for processing and reimbursement.

Combining private and enterprise journey

• Combining private journey with official State journey shall not end in further reimbursable prices to the State past people who would in any other case have been incurred for official enterprise functions alone. 
• A price comparability exhibiting the distinction is required. Flight schedules don’t represent a legitimate comparability. The comparability should replicate the reserving that will have occurred if there was no private journey.

For questions concerning these adjustments, please contact [email protected].