Excelsior College Travel Policy

Effective for travel occurring after July 1, 2019

Revised June 2019
Effective 7/1/2019
1. INTRODUCTION
This document establishes policies and procedures governing the reimbursement of travel and
entertainment expenses during conduct of the College's business. The Travel Policy applies to staff,
faculty and consultants traveling on behalf of Excelsior College and seeking reimbursement or payment
for travel related expenses from Excelsior College, unless a contractual arrangement stating otherwise is
in effect. It is the College's policy to reimburse travelers for ordinary, necessary and reasonable travel
expenses pertaining to the transaction of the College's business. Travelers are expected to exercise
prudent business judgment regarding expenses covered by this policy.

2. RESPONSIBILITIES
2.1. Traveler
Individual travelers are responsible for appropriate use of, and accurate accounting for, travel funds
provided to them and for utilizing the most cost-effective means of travel. Prior to booking travel, an
employee on College business (unless exception has been made) must complete a Travel Request in Unit4
Business World (U4BW) which details the destination, hotel for overnight lodging (if applicable), dates
of travel, unit to be charged, and estimated cost of trip. Any conference agenda or itinerary must be
included with submission of this form, highlighting any meals provided. The College does not cover the
cost of dependents, spouses or other non-employees who may accompany a traveler. Travelers must
ensure that any additional costs related to non-employees are not included in travel reimbursement or
payment requests.

2.2. Unit Managers

Unit managers are responsible for approving all travel related expenditures for their units and ensuring
that related travel costs are the most economical and within the standards set forth in this policy.
2.2.1. Signatures
The Unit Manager, or Vice President or appropriate supervisor must approve the Travel Request
through U4BW workflow, before any expense is committed by the College, to indicate that the
trip is necessary and the costs are appropriate. Any international travel must also be approved by
the President.

2.3. Fiscal Office

The Fiscal Office is responsible for the administration of the College's Travel Policy. In administering
this policy, the Fiscal Office will conform to the travel policy as much as is practicable. The Fiscal Office

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reserves the right to determine what business expenses are considered reasonable and necessary, and may
authorize reimbursement of expenses in excess of those provided in this policy, if under unique
circumstances, the additional expense is in the best interest of the College. The Controller will be
responsible for reviewing and approving all travel payment requests in excess of the prescribed rates.

3. TAX EXEMPT STATUS

Excelsior College is a nonprofit organization exempt from New York State sales tax on goods and
services. Travelers must request exemption from sales tax on lodging, car rental, or other taxable services
purchased by presenting form ST-119.1, "Exempt Organization Exempt Purchase Certificate”, to vendors
in New York State. This form can be obtained from the Finance website on Excelsior Central.

4. TRANSPORTATION GUIDELINES
Excelsior College strongly encourages travelers to book reservations through the College's designated
travel agency, Plaza Travel Center, phone number 518-785-3338. (Interview candidates’ travel and
Commencement travel must be booked through Plaza Travel Center.) The traveler is expected to travel by
the method most conducive to achieving the objectives of the trip while balancing cost, time, and safety.
Added costs incurred for the convenience of the traveler, such as travel by circuitous routes, schedules
requiring unnecessary sleeping accommodations, or because dependents, spouses or other non-travelers
are accompanying the traveler, will not be reimbursed. It is the traveler’s responsibility to ensure that
reimbursements for such costs are not reflected in the travel reimbursement requests. For emergency
assistance after hours when Plaza Travel Center is closed, the traveler may contact the Travel Helpline at
1-888-824-6433 (note: this service should not be used to initiate travel reservations).

4.1. Personal Automobile

Personal vehicles may be used when the best interests of the College are served. If a traveler is
conducting business more than 50 miles from their official workplace, the traveler has the option to rent a
vehicle in lieu of using a personal automobile. It is the responsibility of the traveler to prevent incurring
additional expense through the use of personally owned cars when common carrier services can be used
without undue delay in conducting the College's business. It is the personal responsibility of the driver to
determine that the personal vehicle driven carries adequate insurance coverage for the driver's protection
and for the protection of any passengers. When driving a personal vehicle for business purposes, the
vehicle owner’s insurance policy will be responsible for injury to individuals, damage to the vehicle and
primary over any other collectible insurance.

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 4.1.1. Reimbursement
Reasonable and accurately recorded personal car mileage is reimbursable at the allowable rate
determined annually by the Internal Revenue Service (IRS). The actual costs of receipted tolls
and parking are also reimbursable. Use of personal EZ Pass (or equivalent electronic toll
collection systems) for tolls will be reimbursed, if rate documentation is included. Total miles to
be reimbursed is the lesser of the actual miles driven: from traveler’s home to business
destination, or from Excelsior College to business destination. If the traveler wishes to use a
personal automobile for convenience, the maximum reimbursement will be the cost of a rental car
or coach by common carrier plus associated transportation costs to and from terminals, including
mileage, tolls, and parking costs. CPNE examinations – Clinical faculty mileage will be based on
the faculty member’s home address to and from the hospital; and for those approved for overnight
stay, travel between hotel and hospital.
4.1.2. Documentation Standards
Mileage, toll charges and parking fees must be recorded on the Travel Reimbursement Form in
U4BW. Drivers are reimbursed for actual miles traveled as indicated by supporting
documentation such as Google Maps or MapQuest printout, which must be attached to the Travel
Reimbursement Form. Original receipts/EZ Pass statements are required for any other
expenditure over $25, and such receipts must be attached to the Travel Reimbursement Form.
Receipts for amounts $25 and under do not need to be provided. All costs should be recorded on
the Travel Reimbursement Form with fully documented explanations.

4.2. Car Rental

Excelsior College strongly encourages travelers to book reservations through the College's designated
travel agency, Plaza Travel Center. The College has a contract with Enterprise/National Car Rental,
therefore the traveler must reserve with this vendor if available. Compact to standard/intermediate size
vehicles (or equivalent internationally) are most appropriate; documentation must be provided to support
the selection of full-size or larger vehicles. When several individuals travel to the same location for the
same trip, and the travel is via personal auto or rental car, the travelers should travel together and only
incur the cost for one vehicle whenever possible. If a traveler is conducting business more than 50 miles
from their official workplace, the traveler has the option to rent a vehicle in lieu of using a personal
automobile.
4.2.1. Reimbursement
The actual cost incurred for business related travel for rental cars is reimbursable.
Enterprise/National Car Rental must be used, if available. Allowable rental costs include daily

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 rental fees, local and state taxes, concession fees, drop-off fees and gas costs; note the traveler
must refuel the car prior to returning – the car rental fuel service option is not reimbursable. GPS
rental is not reimbursable; however GPS units are available to check-out upon request via the IT
Assistance Request Form, which can be accessed through the TFS BMC Remedy Action Request
System. If the state requires electronic toll collection, tag rental is reimbursable.

4.2.2. Insurance
The College’s insurance covers the traveler when they travel. Travelers should rent vehicles in
the name of the College to ensure that the College and the traveler are covered in case of an
accident. Travelers can rent in the name of the College or by using an Excelsior College corporate
credit card. Please be advised that when vehicles are rented in the traveler’s name, the traveler’s
personal automobile insurance will be the first line of coverage. For domestic travel, all physical
damage, liability and personal accident coverage offered by the rental company should be
declined when renting in the name of the College. Employees traveling internationally should
purchase the liability and physical damage coverage from the car rental agency, if it is offered.
4.2.3. Documentation Standards
Automobile rental charges and gas are reimbursable only if supported by the original car rental
agreement and invoice, and sales receipt for gas. Receipts for tolls (and tag rental, if applicable)
must be included for reimbursement for expenditure over $25, and such receipts must be attached
to the Travel Reimbursement Form. Receipts for amounts equal to or under $25 do not need to
be provided. The total cost must be recorded on the Travel Reimbursement Form.

4.3 Parking
The most economical option for parking should be utilized while balancing cost, time, and safety.
Travelers parking at the Albany airport should look to park in the long term or economy lot first.
Valet parking, such as at hotels, is only reimbursed if no self-parking option is available. Original
receipts are required for parking expenditures over $25, and such receipts must be attached to the
Travel Reimbursement Form. Receipts for amounts equal to or under $25 do not need to be
provided. All costs should be recorded on the Travel Reimbursement Form with fully
documented explanations.

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4.4. Air Transportation
Excelsior College strongly encourages travelers to book reservations through the College's designated
travel agency, Plaza Travel Center. Use of the College’s travel agency for air travel provides a balance
between overall cost-effectiveness and the traveler’s need for reliable service and support.
4.4.1. Class of Service
Travelers are expected to travel coach, except for continuous flights of eight hours or greater
(eight hours of air time, this does not include layovers) in which case travelers may travel in
business class if approved. Travelers who elect to fly in business class for continuous flights that
are less than eight hours will only be reimbursed for, or payment made for, the least expensive
coach fare available based on a 21-day advance purchase estimation for that same route.
4.4.2. Lowest Logical Airfare
All airline tickets must be booked and charged at the lowest available airfare as determined by
our designated travel agency at the time of booking. Whenever possible, airline reservations
should be booked as far in advance as possible (at least 3 weeks) to take advantage of available
discount fares. As per section 4 above, the traveler is expected to travel by the method most
conducive to achieving the objectives of the trip while balancing cost, time and safety.
4.4.3. Frequent Flier Programs
All rewards for frequent travel or other business bonuses that accrue will belong to the traveler.
The routing of air travel should not be designed to benefit any Frequent Flier Program. The
lowest logical airfare should be accepted regardless of airline carrier. Tickets or upgrades
purchased with frequent flyer miles are not reimbursable.
4.4.4. Reimbursement
The actual cost of airfare for business related travel is reimbursable. Reasonable baggage fees and
airline wi-fi fees are also reimbursable, assuming they are business-related. Travelers are
responsible for any upgraded seating fees, including “Early Bird” programs.
4.4.5. Documentation Standards
The flight confirmation and itinerary used to accompany tickets or other original documents used
to support the cost of the trip, including baggage and wi-fi fees, must support requests for
expenses over $25. Receipts for amounts $25 and under do not need to be provided. All costs
should be recorded on the Travel Reimbursement Form with fully documented explanations.

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4.5. Railroad
Rail travel should be used when it provides the most logical means of transportation. Excelsior College
strongly encourages travelers to book reservations through the College's designated travel agency, Plaza
Travel Center. Business Class upgrades are not reimbursable.
4.5.1. Reimbursement
The actual cost of rail service for business related travel is reimbursable. Employees are
responsible for any upgraded seating fees.
4.5.2. Documentation Standards
The rail confirmation or other original document supporting the cost of the rail travel to support
the requested reimbursement for expenses over $25 must be attached to the Travel
Reimbursement Form. Receipts for amounts $25 and under do not need to be provided. All costs
should be recorded on the Travel Reimbursement Form with fully documented explanations.

4.6. Public Transportation

Travelers may use taxi, Uber, Lyft, car service, bus service or subway for business related travel
when it provides the most logical means of transportation.
4.6.1. Reimbursement
The actual cost incurred for use of public transportation for business related travel is
reimbursable.
4.6.2. Documentation Standards
The actual costs must be recorded on the Travel Reimbursement Form and original receipts must
be attached for expenses over $25. Receipts for amounts $25 and under do not need to be
provided. All costs should be recorded on the Travel Reimbursement Form with fully
documented explanations.

5. LODGING
Excelsior College strongly encourages travelers to book reservations through the College's designated
travel agency, Plaza Travel Center. Plaza Travel Center will provide travelers the choices of full service
hotels with reasonable rates. In cases where a conference or workshop is being held at a specific hotel, at
a special conference rate, or preferential rates are available, this information should be given to Plaza
Travel Center at the time reservations are being made. When booking hotel reservations, travelers should
exercise prudent business judgment to ensure the cost of lodging is kept to a minimum and reasonable
rates are obtained.

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5.1. Booking
When a lodging reservation is made in New York State, the traveler should request exemption from sales
tax by presenting form ST-119.1, per section 3 above.

5.2. Cancellations
It will be the responsibility of the traveler to cancel a room reservation if his/her travel plans change.
Either call the hotel directly or notify Plaza Travel Center to do so. If this is not done, the traveler will be
held responsible for a "no show" room charge. The College will deduct this charge from the Travel
Reimbursement Form or request payment directly from the traveler. Please also email Itinerary@
excelsior.edu to inform the Fiscal Office.
5.3. Reimbursement
The actual cost incurred for lodging for business related travel is reimbursable. Lodging reimbursement is
only allowed when the traveler is at a distance equal to or greater than 50 miles from the traveler’s
principal place of business. Allowable lodging expenses may include: a single-occupancy room rate, out-
of-state taxes and internet access.

5.4. Documentation Standards

All costs should be recorded on the Travel Reimbursement Form with fully documented explanations.
Original receipts must be attached for expenses over $25, including an itemized hotel folio showing a $0
balance. Receipts for amounts $25 and under do not need to be provided.

6. MEALS AND INCIDENTALS

For travelers traveling on Excelsior College business, the daily meal allowance will be based on the
Federal CONUS per diem rate for meals and incidentals (per diem) and will be allowed only when
traveling 50 miles or greater from their principal place of business (or home for CPNE faculty).
This per diem rate is separate from mileage and separate from other transportation expenses which require
actual receipts. The per diem rate is payable without itemization of expenses or receipts. It is designed to
cover charges for meals including breakfast, lunch, dinner and related tips and taxes, as well as incidental
expenses including tips given to porters, baggage carriers, bellhops, hotel maids and stewards.

6.1. Calculation of Per Diem Allowance

The actual daily per diem is calculated based on the city or county where the traveler stays overnight. The
rates for all locations within the U.S. can be found at the U.S. General Services Administration website at:
http:// www.gsa.gov/perdiem. The rates for international locations can be found at the U.S. Department of

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State website at: http://aoprals.state.gov/web920/per_diem.asp. Please see the CONUS rate guide for
computation of the daily rate applicable to your destination. Full days of travel accompanied with
overnight lodging, occurring between the first and last day of travel are reimbursed at the full CONUS
rate subject to adjustment for meeting meals as noted below.

Excelsior College has simplified the calculation of the per diem allowance so that it is based upon the
time of day the travel is occurring. If flying, times are based on two (2) hours before the flight departure
time and one (1) hour after flight arrival time. However, if traveling by train or solely by car,
departure/arrival time is based on the time you leave your home or principal place of business.
A) Breakfast is based upon departure/arrival time of 8:30 a.m.
B) Lunch is based upon departure/arrival time of 1:00 p.m.
C) Dinner is based upon departure/arrival time of 6:00 p.m.
D) Incidentals per diem are reimbursable for each night of hotel stay (max $5/day for any location
including international).

When meals are included with a hotel stay, as part of a conference program, or meals are provided via the
College or as a group or meeting meal (and therefore reimbursement is not needed since the traveler does
not pay for the meal), the appropriate reduction should be made to the CONUS per diem rate by the
traveler on the Travel Reimbursement Form. Any exception should be documented on the Travel
Reimbursement Form.

6.2. Documentation Standards

All costs should be recorded on the Travel Reimbursement Form with fully documented explanations.
Dates of travel, departure and arrival times must be recorded on the Travel Reimbursement Form for the
reimbursement to be processed. Original receipts must be attached for expenses over $25 and receipts for
amounts $25 and under do not need to be provided.

6.3. Non-Overnight Travel

When the traveler is in travel status that does not require rest (non-overnight travel), reimbursement for
breakfast, lunch and dinner will be made in accordance with the eligibility limitations listed in the
previous section, 6. Meals and Incidentals, and the rates based on the previous section, 6.1 Calculation of
Per Diem Allowance. Incidentals are reimbursed for overnight travel only. The documentation standards
in section,6.2 also apply.

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7. GROUP BUSINESS MEALS
If an employee is claiming per diem while traveling on Excelsior College business but entertains
individuals on behalf of the College during that trip, they may submit that expense for reimbursement
provided they reduce the daily per diem amount for that meal accordingly. This applies when hosting an
event for individuals outside of the College, or when hosting a group business meal with non-Excelsior
College employees present. This is also allowed when only Excelsior College employees are present and
dine together, provided the expense reimbursement amount is reasonable. When multiple employees are
involved, the highest ranking employee of the hosting organization should incur the expense and submit it
for reimbursement.

7.1. Reimbursement
The College does not reimburse travelers the full per diem rate when meals are provided directly by the
College or paid by another on behalf of the traveler. The per diem is designed to reimburse travelers for
the cost of meals incurred; therefore no reimbursement is due to the traveler if the meal is provided by
another individual or the College. When meals are included as part of a conference program, or meals are
provided via the College or as a group or meeting meal (and therefore reimbursement is not needed since
the traveler does not pay for the meal), the appropriate reduction should be made to the CONUS per diem
rate by the traveler on the Travel Reimbursement Form. Alcoholic beverages are not reimbursable; on a
rare instance when reimbursement is requested, an explanation should be included in submitted
documentation for consideration.

7.2 Documentation Standards

The reimbursement must include a listing of those individuals attending the meeting and their
professional affiliations. A summary receipt and itemized receipt for expenses over $25 are also
required as proper receipt documentation of the meal. Receipts for amounts $25 and under do not need
to be provided.

8. OTHER REIMBURSEMENTS
8.1 Telephone and Faxing
Travelers will not be reimbursed for calls or texts made on cellular phones while traveling. The cost of
telephone calls is deemed to be included in the per diem allowance, and are not reimbursable under this
policy. Charges for faxes, copies or electronic submission of business documents are reimbursable. All
costs should be recorded on the Travel Reimbursement Form with fully documented explanations.

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Original receipts for expenses over $25 must be attached to the Travel Reimbursement Form. Receipts
for amounts $25 and under do not need to be provided.

8.2 Non-Reimbursable Items

A list of non-reimbursable items can be found on the Finance website on Excelsior Central. This list is not
intended to be comprehensive. If an item is not listed and you are unsure if it is reimbursable, please
contact the Fiscal Office.

9. TRAVEL PAYMENT PROCEDURES

9.1. Foreign Currency Transactions
9.1.1. Expenses Paid on a Credit Card
Expenses on a credit card require a copy of the credit card statement which shows the converted
purchase amount in $USD to support the amounts on the Travel Reimbursement Form. The
statement can be printed online in real time and does not have to be an end of cycle statement.
9.1.2. Expenses Paid in Cash
Expenses in cash require either the original exchange receipt or upload of an OANDA rate from
www.oanda.com/currency/converter/ (or another comparable exchange rate site).
Use the OANDA rate from the date of arrival in-country. Documentation should be a printout
from the website showing the rate on the date.

9.2. Travel Advance

The College will advance funds to employees for expenses deemed necessary if the advance is estimated
to be over $150. Travel advance requests should be submitted to the Fiscal Office via the Advance Form
in U4BW at least ten (10) business days in advance of the date funds are needed to allow for the
necessary processing time.
9.2.1. Documentation Standards
The Advance should be requested when needed through U4BW based on an approved Travel
Request. The employee should show the estimated costs of per diem for meals and incidentals.
9.2.2. Follow-up on Advances
The employee is responsible for following up on travel advances issued to them. The employee is
expected to complete the Travel Reimbursement Form within 14 days of completion of the travel.
If the traveler does not submit the required documentation to account for any open advances
within 14 days, future travel advances will not be issued. If the trip was canceled, the advanced
funds must be returned within seven (7) days of the cancellation date.

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9.3. Filing Travel Reimbursement Form Procedure
The Travel Reimbursement Form in U4BW must be used to provide a means for documenting the
purpose and duration of a trip, as well as the details of expenses incurred. The request form also furnishes
other data necessary for the proper administration of travel funds. This request form is to be submitted
within 14 days of travel completion.
9.3.1. Signature
The traveler's submission of the completed Travel Reimbursement Form is certification that the
trip was taken for the indicated purpose, the accounting is accurate, and allowances and
reimbursements are calculated in accordance with the Travel Policy. Signing (submitting) an
expense report that contains fraudulent reimbursement requests may result in disciplinary action,
up to and including termination. The Unit Manager (or authorized signatory) must approve the
completed travel reimbursement report in U4BW workflow to certify that the trip was taken for
the express purpose of carrying out College objectives or business. The Fiscal Office must
approve the completed form to indicate that all aspects of the travel policy have been complied
with.
9.3.2. Receipts
The traveler must attach receipts for all expenses submitted for reimbursement over $25 on the
Travel Reimbursement Form, except for those items outlined in the policy for which receipts are
not necessary. Justifications, explanations and logs, if required, must be attached to the form.
9.3.2.1. Lost or Missing Receipts
Missing or lost receipts for airfare, lodging or rental car must be obtained from the
vendor; these expenses will not be reimbursed without documentation. Other expenses
without a receipt will be reimbursed up to $25 that are considered reasonable at the
discretion of the Fiscal Office. Please include an explanation of the unreceipted expense.
For charges on personal credit cards, it is expected that the traveler will provide a
scanned copy of the personal card transaction. For checks, a copy of the cancelled check
(or proof that the check was cashed) will suffice. Excelsior College, in order to maintain
its standing with the IRS, reserves the right to request further information and make the
final determination on whether or not the reason and documentation is sufficient for
reimbursement.

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