PURPOSE:
Provide financial requirements and guidance to employees traveling on ICOM business.
SCOPE:
This policy applies to the following individuals:
- Employees traveling on Company business
- Employees traveling for Continuing Education
- Students traveling at the request of ICOM
POLICY & PROCEDURES STATEMENT
Guidelines and Procedures
Employees of ICOM are expected at all times to make decisions regarding travel arrangements that are reasonable and cost effective. Travel represents an opportunity for employees to exhibit three key standards of Professionalism and Resourcefulness behaviors: we act with integrity in all that we do; we treat ICOM resources like our own; and we minimize expenditures to help keep tuition low for students.
Advance Authorization Required
Advance authorization and documentation are required by ICOM travel policies. These requirements are essential to ICOM’s accounting and auditing functions. Therefore, travel undertaken without complete, proper, and advanced approval may not be reimbursed.
Travel Request Form
Employees are required to seek prior written approval of their travel from their Budget Manager by submitting a completed Travel Request Form with estimated costs. This includes a description of the purpose to travel, the event location (only North America), and a brief statement as to the benefit of the travel to the individual, department, or ICOM in general. The expenditure must be deemed appropriate and be specific as it pertains to the employee’s position held and the overall mission of ICOM.
If the Budget Manager supports, the travel request it will be routed to the Oversight Manager for their review. Additional information or changes may be requested as needed at any step in the approval process.
If the Oversight Manager supports the travel request it will be routed to the Approver (CEO, CAO, or CFO). If the travel request is officially approved the Employee will be notified so they can proceed with their travel arrangements.
GENERAL GUIDELINES
1. Transportation by air
Tickets should be purchased at the earliest opportunity to secure the most favorable pricing. The cost for commercial airfare shall be limited to the lowest available class of passage rate, such as “economy” or “main” or similar classification. First Class fares are not allowed.
Baggage fees charged by commercial airlines are allowable, not to exceed one checked bag and one carry-on bag per departure, unless additional baggage costs are necessary and approved in advance.
Any additional costs, such as in-flight services, internet access or entertainment, are not allowable and are the responsibility of the traveler, unless a valid business purpose is identified and approved in advance by included it in the travel request.
An employee may use their personal credit card to pay for airfare in order to earn “points”, but reimbursement will not take place until after the trip is complete and the required expense reporting has been properly submitted.
Consideration for reimbursement for airline tickets and conference registration before the travel is completed will be considered on a case-by-case basis.
2. Use of Rental Cars
Employees should shop rates being offered from multiple rental companies . Reimbursement for a rental car is limited to a midsize or smaller vehicle unless multiple employees traveling together make a larger car necessary. There may be other exceptions to reduce risk such as challenging weather conditions in certain areas.
It is ICOM’s general policy to not pay for goods or services that are not used by its employees. Therefore, it is strongly preferred that employees NOT prepay for a tank of fuel when renting a vehicle for ICOM business purposes. There can be exceptions – for example if extreme weather conditions are predicted for the day, you will be returning the vehicle – but it is generally expected that employees will personally refuel shortly before returning rental vehicles.
When renting or leasing a vehicle for ICOM business use the following additional insurance coverage is as follows:
These MUST be taken:
Collision Damage Waiver- its purpose is to pay for losses to the vehicle you rent in the event it is damaged either by you or someone else.
These should NOT be taken:
Personal Accident Insurance- This is a supplemental life and accident policy covering the driver and sometimes the passengers of the vehicle. As this coverage is for the sole benefit of the driver or passengers, it is not appropriate for ICOM to reimburse an employee who elects to take this coverage.
Personal Effects Protection- This coverage insures the personal property of the renter while using the vehicle.
Additional Liability Insurance- This coverage provides an additional layer of liability protection beyond that automatically provided when a vehicle is rented. Such additional coverage is unnecessary when you are on ICOM business because ICOM provides whatever additional protection is necessary above that provided with the vehicle.
3. Travel Using Personal Vehicles
While the cost of travel is an important consideration, the employee is encouraged to make wise decisions regarding the wisdom of flying when compared to driving. Generally speaking, for safety considerations flying will be approved if the alternative involves 6 or more hours of one-way driving.
The employee may choose to drive their personal vehicle rather than a rental car. Mileage when using an employee-owned vehicle must be documented in writing by a Google Maps (or similar) itinerary clearly showing the route to and from the destination. Also, mileage reimbursement in and around the location will be reimbursed up to 20 miles per day. Mileage will be calculated at the current IRS guideline mileage reimbursement rate. No fuel reimbursement is provided as it is included in the reimbursement rate.
Personal vehicles must be insured at the owner’s expense. Employees are encouraged to consider that their personal insurance rates will likely be impacted if an accident takes place during your business-related travel using your own vehicle.
When an employee drives a personal vehicle for ICOM business, the insurer of the employee’s vehicle is primarily liable for all insurance expenses incurred, including the damage or repair deductibles. ICOM’s insurer would be secondarily liable for coverage within the limits of ICOM’s insurance policy. Employees who use a privately-owned vehicle for traveling on business are advised to inform their insurer.
4. Transportation
Taxi, rideshare (such as Uber/Lyft), hotel shuttle, or bus fares to and from airports, train depots, and hotels, and other ground transportation costs necessary to conduct ICOM business while in authorized travel status are allowable. Receipts must include any tip paid. The most efficient means of transportation is preferred.
5. Lodging
ICOM employees are encouraged to be reasonably economical and use discretion when making lodging arrangements. Lodging expense is reimbursable when traveling 50 miles or more from their normal work location. Employees are responsible for making their reservations prior to travel. At the time reservations are made or during registration, employees should identify themselves as ICOM employees/attendees and ascertain whether a conference or corporate rate is available.
Employees are required to obtain a receipt that adequately identifies the establishment name and itemizes room charges, meal charges, applicable taxes, and occupancy dates. Meals, snacks, beverages, and other similar charges will not be reimbursed as they are included in the meal per diem.
6. Meals During Travel (NOT business entertainment related)
ICOM has elected to reimburse meals during travel on a per diem basis. A per diem reimbursement set by the Board shall be paid for all approved travel requiring an overnight stay and time away from their normal work location of 24 hours or more.
The daily per diem amount is currently $79 which includes tax & tip. This is the highest amount IRS rate allowed. The meal per diem amount includes meals and all incidentals such as bottled water, soft drinks, snacks, etc. During trips, the first and last days are considered to be travel days and the per diem amount for each such day is $40. Exceptions can be made for a day for which the travel itinerary exceeds six hours.
Complimentary meals provided by hotels, airlines, conferences, or hosted company events will NOT be deducted from the per diem allowance.
Per diem meal reimbursement do NOT need to include receipts as documentation.
7. Business Entertainment Meals
While a limited number of senior ICOM employees are expected to host such gatherings, when entertaining guest(s) for approved ICOM business purposes, employees will be reimbursed for the full amount spent as long as the following conditions are met:
- The costs of food, beverages and dessert are reasonable
- The tip should be reasonable (not more than 20%)
- Charges for alcohol should be limited to dinner and one drink per person in the group or one bottle of wine for every 3 persons in the group.
- Both the itemized receipt showing food, beverages, and tax – not simply the total be- fore tip - and the summary receipt showing the tip MUST be submitted.
- A list of all persons in attendance and the purpose of the meal/meeting must be provided by the ICOM employee submitting for reimbursement. This information can be handwritten on the back of one of the meal receipts as long as that information is readable on the receipts being provided.
- Local mileage for business entertainment and meals is not reimbursable, as hosting such events is considered a part of the employee’s professional responsibility.
Other Limitations on Travel Reimbursements
Parking at Boise International Airport will be reimbursed at not more than the Long-Term Garage daily rate in effect at the time of the travel. If you park in Short-Term parking you will only be reimbursed at the Long-Term daily rate.
Employees are encouraged to consider the option of using Uber/Taxi to and from Boise airport when those costs would be less than allowable parking charges for the trip.
Required Documents
All actual costs and supporting receipts must be submitted for reimbursement within 10 business days after the conclusion of a trip. An updated travel request with final costs included must be submitted to invoices@idahocom.edu. All expenses in June must be submitted by July 10 to be correctly included in ICOM’s accounting records for the fiscal year ending June 30.
References: Google Maps: https://www.google.com/maps
Approved by: ICOM Board of Directors - Pending review in 6/13 board meeting
POLICY OWNER:
Vice President of Finance & Administration and Chief Financial Officer
APPROVAL:
Effective: 5/24/23
Last Reviewed: 5/24/23
Review Requirement: 5 Years