Following is a guide indicating allowable and non-allowable expenses. Whether an individual or team event, the expectation is to remain within approved budgets/funds. Receipts must be kept and submitted with appropriate expense/check request paperwork upon return for reimbursement. A signed credit card slip IS NOT a receipt. The College policy states that expense requests must be submitted within 60 days or the request will be denied. Registration fees should be paid in advance of the conference/event.

Transportation:

• Airfare: Book airfare with Susan Benson in the Business Office or submit a request for reimbursement.

  Susan Benson
  sbenson@carleton.edu
  507-222-5990

• Personal Mileage: Reimbursement for a personal car is at a rate of .315 cents/mile. The College cannot reimburse for gasoline per IRS guidelines. Mileage reimbursement may be requested by submitting a Student Organization Check Request form. Tolls and parking expenses are also allowable expenses.
• Allowable Mileage: This includes round trip travel from the College to the conference/event and back to the College, also included is travel to the airport.

  Note: It is not allowable to book a hotel across town (to be closer to the night life on your personal time) nor is mileage for multiple trips to and from the conference/event.

Hotel:

The expectation is that groups will either stay at the sponsoring College or in a nearby hotel. Travelers should select accommodations from moderately priced properties. Hotels should be booked through Susan Benson in the Business Office.

Susan Benson
sbenson@carleton.edu
507-222-5990

Note: Internet Service is a personal expense unless included in the room rate.

Meals:

The College reimburses expenses based on actual charges incurred, not perdiem rates. Please itemize these expenses and support them with receipts. Signed credit card slips do not qualify as receipts.

Suggested Meal Rates:

• Breakfast/Lunch $15.00
• Dinner $16.00
• Daily Total $31.00

Meals provided in conjunction with seminars and on transportation carriers may not be claimed as part of the meal allowance. Breakfast or dinners are not honored if travel begins after 9:00 a.m. or ends before 6:00 p.m. respectively. You are encouraged to take advantage of meals provided by the event sponsor.

Examples:

• Leaving campus in the afternoon means only the evening meal is reimbursable and it would not total an entire day allotment; see above meal rates.
• Many sports teams, for example, stop at a fast food or all you can eat buffet type restaurant.
• Upscale restaurant expenses are considered the group/individual's personal choice, but any cost over the per day allotment are out-of-pocket personal expenses.
• Saving up your day's allotment to have a more upscale evening meal is allowed, but breakfast and lunch then become the individuals personal expense.

Non-Reimbursable Expenses:

Students are responsible for their own incidentals: e.g. TV rental movies, alcoholic beverages, fines for vehicle violations (speeding or parking tickets, etc.), spa or health club fees, room service, personal entertainment or excursions, personal phone calls.