Professional Development Reimbursement Guidelines & Instructions

Understanding that travel expenses vary according to region, faculty and administrators are asked to be as economical as possible when booking school-sponsored travel. In doing so, we act as responsible stewards of school resources, and we insure that more of our colleagues can share in the benefits of our Professional Development program.

Reimbursement Instructions

1) Expenses must be entered on a daily basis, using the Expense Report (Excel doc).

2) All receipts should include a date and a brief item description. Include receipts for transportation (including air travel, car rental, tolls, parking), hotels, and food.

• Transportation: Please include actual receipts for airfare and rental cars, not simply reservations or seat assignments. These typically contain the last four digits of your credit card number.
  • Personal autos: If a personal vehicle is used, please enter the total miles driven. Please include on the expense report the names of all those traveling with you.
    
• Hotels: Names of school employees sharing a hotel room must also appear on the Expense Report.
  
• Food: Receipts for meals and individual daily totals are required. If meals are provided as part of the registration fee and are not separately stated, a reasonable amount shall be allocated to the cost of such meals as follows: breakfast $8, lunch $10, dinner $22, and the per day maximum will be reduced accordingly. Three meals a day at a maximum cost per day of $40.00 plus up to 20% for tips are reimbursable.
  

3) Enter the total of the cost column including the amount for reimbursable mileage for
refund.

4) Submit this expense report and your organized, original receipts to Jeannie or Paul. Allow up to two weeks for the Business Office to provide reimbursement checks.