Business Office

Travel Procedures

All travel at state expense must be incurred for the primary benefit of the college.  Lake Superior College has adequate teleconferencing and video conferencing facilities as a viable alternative to travel.  Should travel be necessary the following policy applies.

Approval:  All travel must be authorized and approved prior to creating any travel arrangements.

• In-state travel can be authorized verbally by the employee's supervisor, provided the supervisor is authorized to approve purchase orders.  Many border communities are considered in-state such as Duluth-Superior or Fargo-Morehead.  All supervisors must verify adequate budget is available to pay travel expenses prior to authorizing travel for an employee.  Supervisors should request cost estimates to assure funds are available.  Employees should always provide an agenda if available to document the cost estimate.
• Out-of state travel must be pre-approved in writing by the President or a Vice-President.  Forms are available on the Business Office website. A signed copy of the authorization must accompany any reimbursement or payment request related to the trip. All supervisors must verify adequate budget is available to pay travel expenses prior to authorizing travel for an employee.  Supervisors should request cost estimates to assure funds are available. Employees should always provide an agenda if available to document the cost estimate.

Travel Arrangements:  Travel arrangements should be made with the goal of maximizing the use of campus financial resources.  Purchase orders are required for all airfare, lodging, and conference registration costs.  A copy of the event agenda (and out-of-state travel authorization if applicable) should accompany each purchase order.  See "Exceptions to the standard LSC purchase order" for instructions when a vendor will not accept a purchase order. 

• Fares: Employees should secure the lowest fare available.  Arrangements should be made early enough to take advantage of purchase discounts when possible.  Travel insurance coverage is not a reimbursable expense.  Upgrades are not permitted.  Lost baggage & excess baggage fees are not reimbursable travel expenses. 
• Lodging:  The lowest, government rate available should be secured at a reasonably priced licensed lodging facility.  Additional miscellaneous charges included with the room are generally not reimbursable unless necessary for business purposes.
• Conference Fees:  Employees are encouraged to take advantage of early registration discounted rates when available.  Obtain a conference agenda to submit with your reimbursement.  All registrations over $1,000.00 will need to have a special expense form completed.

All other travel expenses require a purchase order, can be paid directly by the employee, and will be reimbursed according to the procedure described below.

• Personal Vehicle Usage:  Use of a personal vehicle for travel is acceptable.  Mileage is reimbursable based on respective bargaining agreement mileage rates.  Mileage claimed may only include necessary mileage for business purposes.  Personal mileage while in travel status is not reimbursable.
• Rental Vehicle:  Rental vehicles are generally not allowable. Rental vehicles are acceptable provided the type of trip or location of meetings is such that use of local transportation (taxis, airport shuttles/limousines, buses, etc?) is not practical or more expensive.  Rental vehicles shall be rented at the lowest possible rate.  Employees shall use compact or mid-size/intermediate rental vehicles subject to the following exceptions:
• • The number of passengers is three or more and additional space is necessary.
  • Excess baggage for official business requires a large vehicle (booth displays, sales items, large instructional or presentational items, etc?).
  • A larger vehicle is provided at no additional charge above the compact or midsize rate

For travel within the United States, employees shall decline rental vehicle insurance as the state has provisions for insuring rental vehicles though the Risk Management Division.  For international travel employees should accept all rental vehicle insurance coverage.  Insurance coverage purchased in foreign countries is reimbursable.

All vehicle rental reservations are made through Enterprise Rent-a-car at 722-5800.  To reserve a vehicle you must be an employee or a student of Lake Superior College and be at least 21 years old.  (Student travel guidelines can be obtained in the Student Life Office).   Travelers making reservations shall inform Enterprise they are traveling on business for Lake Superior College.  LSC has a contract with Enterprise, LSC purchase orders are accepted, and Enterprise will bill the college.  Direct payment should only be utilized in emergency situations.

Risk Management requires purchase of both auto liability and auto physical damage insurance through the rental company when Enterprise cannot be used. Therefore, employees purchasing such insurance may be reimbursed for that expense. Procedure 5.19.3, part 7 subpart E is in the process of revision, but until the complete revised policy has been posted, please reference this message.

• Meals: To claim breakfast you must be in travel status before 6:00 a.m. and to claim dinner you must be in travel status after 7:00 p.m.  Times of travel must be listed on your reimbursement or meals will not be reimbursed.

Reimbursement of Travel Expenses:  Employees shall be reimbursed for all reasonable and necessary expenses while traveling on authorized business.  Request for reimbursement shall be submitted on an Employee Expense form. 

• Receipts:  Original itemized receipts are required for all expenses except meals or as required in collective bargaining agreements or compensation plans.  Cancelled checks and copies of credit card bills do not substitute for original receipts.  Employees may file a notarized affidavit in lieu of a receipt if the original receipt is lost or was not obtained.  If in doubt, always obtain a receipt for any expense you plan to claim on your expense form.
• Miscellaneous reimbursable expenses:
• • Documented personal telephone calls if allowed by collective bargaining agreements or compensations plans.
  • Laundry and dry cleaning for individuals in travel status in excess of one week without returning home shall be reimbursed actual cost not to exceed applicable collective bargaining agreements or compensation plans for laundry and dry cleaning for each week after the first week.
  • For information on bargining agreements visit www.hr.mnscu.edu/forms/reimbursechart05.pdf
• Non-reimbursable expenses:
• • Alcoholic beverages.
  • Late payment fees or interest on state-issued corporate credit cards.
  • Expenses of traveling companions or family members.
  • Expenses related to vacation or personal days while in travel status.
  • Loss or theft of personal property.
  • Entertainment or amusement costs, movies, "no show" charges, optional travel or baggage insurance, and parking or traffic tickets.
  • Incomplete or incorrect expense reports.

Upon completion of travel employees shall submit a completed Employee Expense Report, referencing the purchase order number(s), promptly and no later than 60 days from the date of return.  Expenses submitted after 60 days may not be reimbursed.  The following must be included with the Employee Expense Report:

• Written approval for out-of-state travel.
• An agenda, email, website, pamphlet, or some form of documentation to support the travel.
• Odometer readings for any mileage claimed on a personal vehicle.
• Receipts for any expense with the exception of meals or as required in collective bargaining agreements or compensation plans.
• Include your state SEMA4 Employee ID Number.
• Should you lose a receipt, you must fill out an Affidavit of Expense, available in accounts payable (up to a $25 limit).

Student club (advisor) travel: All travel associated with student clubs must adhere to the above procedures.

Travel associated with staff development funds: All travel associated with staff development funds must adhere to the above procedures, in addition to:

• Requesting funds from your appropriate bargaining unit's staff development committee.
• Upon the committee's approval of staff development funds, submit your letter of approval to purchasing. Purchasing will create a purchase order for your travel and provide it to the employee. 
  

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