Business Travel Expenses

Spelman will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved through the budget process.


Employees whose travel plans have been approved should make all travel arrangements through Spelman's designated travel agency.


When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Spelman. Employees are expected to limit expenses to reasonable amounts.


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


Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.


When travel is completed, employees should submit completed travel expense reports within 10 days. Reports should be accompanied by receipts for all individual expenses.


Employees should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.


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  Effective Date:  9/1/2000