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DEE REGULATION

COMPENSATION AND BENEFITS: EXPENSE REIMBURSEMENT 

SECTION ONE: EXPENSE REIMBURSEMENT

1.01 The College will reimburse employees for work-related expenses as allowed by this Regulation.

1.02 Definitions

1.02.1 Instructional Travel

Instructional travel is defined as travel required as part of the employee’s assignment, and it includes but is not limited to, clinical or practicum travel for instructors, routine recruiting travel, off-campus teaching travel, registration travel, and other travel required for the purpose of supervising students.

Employees are encouraged to submit monthly mileage reimbursement requests for instructional travel, but should submit reimbursement requests no less frequently than once per semester. The College may delay the processing of travel reimbursement requests if requests are submitted during the last week of a semester. All travel reimbursement requests for a fiscal year must be submitted by the processing deadline for check requests pertaining to that fiscal year.

Instructional travel reimbursements should only include mileage in excess of round-trip mileage from home to campus 

1.02.2 Professional and Development Travel

Professional or developmental travel includes approved travel for the enhancement of knowledge and skills required by a position’s job description.

1.03 Overview

All employees are responsible for reviewing travel procedures prior to travel. All travel arrangements should be made using the most cost-efficient method available, as well as exercising care to avoid impropriety or the appearance of impropriety.

Unauthorized travel expenses are the sole responsibility of the employee.

1.04 Travel Approval

During the College’s budget development process, each unit manager should estimate the cost of all anticipated travel by employees assigned to his/her unit for the fiscal year. All actual travel must be approved in advance by the employee’s supervisor.

1.05 Reimbursement Rates

The College will calculate reimbursement for travel using approved travel reimbursement rates and guidelines. Currently approved rates and guidelines are included in DEE – EXHIBIT.

1.06 College Credit Cards

Employees authorized to use a College credit card should exercise care to keep receipts and to document the use of the card on AC Form 10L. Travel expenses charged to a credit card should be within allowable limits and should not be claimed additionally for reimbursement.

1.06.1 Personal expenses will not be allowed and should not be submitted for reimbursement or charged on the P-card. Personal expenses include, but are not limited to, movie rental, alcohol, laundry charges, gym expenses, and personal calls. 

1.06.2 If a P-card is utilized for meal purchases, the employee is required to reimburse the College for all meal charges in excess of the maximum allowable for the trip as defined above and will result in the issuance of a P-card noncompliance notice. Upon completion of the trip, funds owed to the College can be deducted from the amount of reimbursement owed to the employee or must be repaid within thirty (30) calendar days. 

Receipts

All receipts submitted for reimbursement must be legible and include the name of the business, date of purchase, detail of what was purchased, and how payment was made. All credit card charges should be in the name of the employee.

SECTION TWO: EXPENSE CATEGORIES

2.01 Mileage

2.01.1 DEE – Exhibit  presents the College’s reimbursable mileage rate. Allowable mileage is different from odometer mileage. Employees should use Mileage calculator in Emburse Enterprise/Chrome River to calculate allowable mileage.

2.01.2 Employees may not claim mileage reimbursement when using a College vehicle.

2.01.3 Only mileage that exceeds the standard commuting distance (home-to and from-work) is eligible for reimbursement.

2.01.4 Tolls incurred while traveling for business are allowable. Receipts are required when requesting reimbursement.

2.01 Airfare

2.02.1 Employees must make their airfare reservations at least 21 days in advance. If extenuating circumstances exist (e.g. last-minute attendee substitution or last-minute changes), where airfare must be booked within 21 days of travel, the employee must document the circumstances, receive written approval from a College Executive, and submit the documentation and approval with their submission/reimbursement request.

2.02.2 When it is necessary to book airfare, the College will reimburse employees for the actual cost of refundable economy-class airfare. Where necessary, the College will reimburse employees for one checked bag and one carry-on bag. The College will not reimburse employees for seat upgrades or for first-class tickets.

2.02.3Employees must attach documentation evidencing the cost of airfare. If employees book reimbursable airfare, employees must attach an original boarding pass, or other documentation indicating ticket utilization, with their reimbursement request.

2.02.4 Use of third-party booking websites or services are prohibited.

2.02.5 Ticket changes that result in a higher fare are only allowed if resulting from a valid business reason, pre-approved by the supervisor, and documented in writing.

2.02.6 Travel one day prior and/or one day post conference/meeting/event dates may be allowed if reasonable flights are not available for same-day travel.

2.02.7 Airline reward miles or dollars earned for college-paid flights or as a result of delayed flights or other inconveniences while traveling for College business are considered the employees’ and can be utilized at their discretion, including personal travel.

2.03 Fly vs. Drive

If a trip is 350 miles one way or more, the most economical means of travel is usually to fly, so that is the preferred method of travel unless there are other factors that make driving a better option for the department and traveler.

For travel less than 350 miles one way, employees may use their personal vehicle or a rental car for travel. A traveler should compare the cost of mileage reimbursement or rental car costs vs. the cost of allowable airfare, plus any related local transportation expenses.

If an employee chooses to rent a car and the total cost (rental car and fuel expense) is anticipated to exceed the cost of using a personal vehicle (mileage reimbursement) or flying (airfare and related local transportation expenses), the employee should pay out-of- pocket for the rental car and fuel expense. Reimbursement will be the lesser of the mileage rate, airfare, and related transportation expenses or the combined rental car and fuel expense.

2.04 Parking

2.04.1 Hotel Parking

The College encourages employees to use self-parking and free parking options. However, where free parking is not available or there is a safety, health, or similar reason, the College will, with a receipt, reimburse the cost of parking.

2.04.3 Airport Parking

Off-site parking is encouraged. Parking charges up to the daily amount for terminal parking is allowable. Reservations for parking are encouraged to take advantage of available discounts.  Valet parking is not reimbursable.

2.05 Ground Transportation

2.05.1 Ground transportation includes college-owned vehicles, shuttles, taxis, buses, ride-sharing services, and rental vehicles.

2.05.2 For business travel in a destination city to/from a hotel, conference, or other business point, travelers may be reimbursed for actual expenses for the most cost-effective, appropriate method of ground transportation, such as taxi, UBER, or LYFT, shuttles, or other public transportation. 

2.05.3 Car rental and fuel for travel in a destination city may be allowed only if it is documented that this is the most cost-effective, appropriate method of transportation. The College will reimburse the cost of a full-size car, full-size SUV, or an equally priced vehicle with documentation. Any upgrades will be at the employee’s expense.

2.05.4 Fuel reimbursement is only allowed for rental vehicles or the use of College-owned vehicles, if a fleet fuel card is not available. Mileage reimbursement is utilized for the use of a personal vehicle. 

2.06 Tolls

The College will reimburse employees for toll fees incurred during business-related travel with supporting documentation.

2.07 Registration Fee(s)

The College will reimburse employees for approved registration fees with supporting documentation. If registration materials indicate meal(s) were included in the cost of the conference, event, or program, the College will reduce the per diem reimbursement for meals accordingly.

2.08 Tips or Gratuities

2.08.1 Meals

Because the per diem meal allowance is inclusive of tips, the College will not reimburse employees for tips or gratuities except for business-related meals(see Subsection 3.02 of this Regulation). 

2.08.1 Other Tips and Gratuities

The College will reimburse tips and gratuities for business-related taxis, rideshare, or similar transportation up to a maximum of 20 percent of the ride cost.

2.09 Lodging

2.09.01

Employees should select the conference hotel or the most economically priced, suitable lodging closest to the conference/meeting/event location.

2.09.02

Employees must reserve lodging in their name. The College will reimburse employees for the actual cost of lodging, but the College will not reimburse employees for the Texas state sales tax.

2.09.03

Employees are encouraged to utilize conference rates or the Texas State Travel Directory, which provides for a negotiated lower rate for state employees, when possible. In circumstances where lodging is unavailable at less than the currently approved rate (see DEE Exhibit), employees may claim a higher rate only if approved prior to the travel by the Vice President of Academic Affairs or the Vice President of Business Affairs.

2.09.04

Allowable incidental charges incurred as part of the hotel bill may include parking, internet, and phone expenses when incurred for business purposes.

Valet Parking is not allowed unless appropriate justification is provided. Examples of limited exceptions are when no other safe option exists or a condition is documented in the employee’s file with HR/Benefits.

Personal expenses will not be allowed and should not be submitted for reimbursement or charged on the P-card. Personal expenses include, but are not limited to, movie rental, alcohol, laundry charges, gym expenses, and personal calls.

2.09.05

Rental of privately owned lodging is not permitted (e.g., Airbnb, Home Away, VRBO).

2.09.06

The College will not process reimbursement without an original lodging receipt that shows a detail of charges, the method of payment, and a zero balance due. It is the employee’s responsibility to obtain a receipt and to submit for reimbursement even if the reservation was made and paid by Angelina College.

2.09.07

Employees are reminded to carry and use the hotel occupancy tax exemption certificate for exemption from Texas state sales tax. Certificates are available in the business office and at the reservation desk of many lodging establishments. If an employee does not carry an exemption certificate, the sales tax incurred will be deducted from the employee’s reimbursement.

2.010 Overnight Meals

2.10.01

The College will not reimburse for meals during non-overnight travel. Employees will not be reimbursed for meals that occur during non-overnight travel except for business-related meals as defined in Subsection 3.02 of this Regulation. 

2.10.02

For overnight travel only, employees may claim the allowable per diem list in DEE Exhibit. When traveling overnight, employees may claim the per diem amount for breakfast if they travel between 12:00 a.m. and 9:59 a.m. Employees may claim the per diem amount for lunch if they travel between 10:00 a.m. and 4:59 p.m. Employees may claim the per diem amount for dinner if they travel between 5:00 p.m. and 11:59 p.m. No meal receipts are required to claim the per diem.

2.10.03

Employees may not claim the per diem for non-overnight travel.

2.10.04

The College will only reimburse actual expenses for all overnight Perkins grant travel per grant restrictions.

2.10.05

If a P-card is utilized for meal purchases, the employee is required to reimburse the College for all meal charges in excess of the maximum allowable for the trip as defined above and will result in the issuance of a P-card noncompliance notice. Upon completion of the trip, funds owed to the College can be deducted from the amount of reimbursement owed to the employee or must be repaid within thirty (30) calendar days.


2.11 Entertainment

The College will not reimburse the cost of entertainment and/or excursions that are arranged for a conference/convention or team travel (i.e., golf fees, amusement park fees, etc.).

2.12 Costs for Extended Trips with Personal Days

Employees should pay for any personal portion of costs separately when possible. Mixed costs that cannot be paid separately must be paid with personal funds, and then employees can request reimbursement for the allocable business portion.

2.13 International Travel

2.13.01

International travel must be approved, in writing prior to booking, by a member of Executive Council or the College President. 

2.13.02

Use of College-issued technology while traveling internationally must be coordinated with the Angelina College Information Technology department.

2.14 Travel Cancellations

2.14.01 Cancellation at the employee’s discretion. 

The employee must reimburse the College within 30 days of travel cancellation for any travel expenses paid with College funds. Exceptions may be available in accordance with existing HR policies.

2.14.02 Cancellation at the College’s discretion.

No action unless the College paid the expense and a credit has been issued to the employee by the vendor, then the following will apply:

  • Travelers will inform their leaders of the credit value and the expiration date.

  • The credit should be applied to future College travel prior to the expiration date if applicable. Employees will provide documentation of the applied credit to their supervisor.

  • If the credit is not used by the expiration date, no further action is required.

  • While this practice is not encouraged, if the credit is used for personal travel, the employee must reimburse the College.

2.15 Consequences for Non-compliance 

Failure to comply with this policy or other related Angelina College policies and procedures may jeopardize an employee’s reimbursement for travel expenses or may require repayment to the College for non-compliant charges on a P-card. Consequences for non-compliance may include, but are not limited to:

  • Denial of reimbursement

  • Suspension and/or permanent revocation of P-card privileges

  • Payroll deduction if non-compliant P-card charges are not reimbursed prior to the close of the current fiscal year

  • Mandatory re-training

  • Revocation of travel privileges

  • Disciplinary action in accordance with Angelina College policies and procedures up to and including termination of employment


SECTION THREE: SPECIAL CIRCUMSTANCES

3.01 Advance Money for Student Travel

For student travel only, the College may advance money for student lodging and meals to a trip sponsor who is not authorized to use a College credit card. A trip sponsor shall be a full-time employee of the College. The College will not issue advance money directly to students. To request travel advance money, the trip sponsor should complete the Student Travel Request Form.

When the College issues travel advance money, the employee is responsible for submitting a properly documented Travel Reimbursement Form, with a copy of the Student Travel Request Form attached, within 10 business days of completion of the travel. If the employee fails to submit all required documentation within 10 business days of completion of the travel, the College may deduct the amount that was advanced from the trip sponsor’s pay.

Travel reimbursement rates and guidelines shall apply to students except that meal per diem may not exceed the currently approved student daily rate (see: DEE Exhibit ). If the trip sponsor purchases meals for him/herself, the employee meal per diem guidelines shall apply.

3.02 Business-Related Meals

Business-related meals while not on overnight trips must be substantiated using the actual receipt method. The College will reimburse tips and gratuities for business-related meals up to a maximum of 20 percent of the meal cost. Business-related meals must meet one of the following conditions:

  • The main purpose of the meal is to meet with one or more individuals who are not employed by the College to conduct College business or to otherwise benefit the College during the meal. Examples of appropriate business-related meals include recruiting prospective students or employees, negotiating with potential or current partners, cultivating donations or other support for the College, establishing or strengthening professional relationships beneficial to the College, etc. Receipt documentation must include the names of those joining the meal and the purpose of the meal. Reimbursement will be paid from itemized receipt, but the cost of the meal should stay within meal per diem guidelines.

  • An employee attends a business meeting or conference of exempt organizations (chambers of commerce, business leagues, professional organizations or associations, or government agencies) in which the employee represents the College, but the meal is not provided as part of the meeting registration. The College requires a receipt for the meal, and a meeting or conference agenda or itemized bill as documentation for reimbursement.

  • An employee travels as a coach or sponsor with a team or group of students. Employees should submit itemized receipts with the names of those joining the meal. Individual meal per diem guidelines should be followed.

With prior approval from the College President, a Vice President, or a Dean, a meal in which the primary purpose is to meet with college employees and conduct college business. Approvals for meals of this type should be infrequent and used to mark a special occasion or to enhance the efficiency of the meeting.


3.03 Grant-Related Reimbursement

Grant funds must be expended for reasonable and necessary costs in conducting approved grant activities. Reasonable means a cost is consistent with prudent business practice and comparable to current market value. Necessary means the cost is essential for the College to accomplish the objectives of the project. The College must comply with the applicable Federal Cost Principles in expending grant funds.

Travel costs for executive officers (including the president, vice presidents, and deans) or administrative support staff may not be funded under specific grant programs.

3.03.1 Travel Approval

Travel costs for professional development including registration fees, flight, and lodging must be submitted in advance to the Office of Grants and Sponsored Program. Travel must be an allowable expense approved by the funding agency and pre-approval must be submitted prior to the event. Any costs above the requested amount will be charged directly to the employee’s department account.

3.03.2 Travel Documentation

Travel costs must be properly documented with receipts to be reimbursable. Travel costs not supported by proper documentation are not allowable grant charges and are subject to disallowance by state and federal auditors and monitors. Travel documentation must be submitted within a timely manner to be reimbursed. All documentation must be submitted within fifteen (15) days of completion of travel to the Office of Grants and Sponsored Programs.

3.04 Grant-Professional Development Allowable and Unallowable Expenses Employees may be reimbursed for expenses related to grant-funded workshops or conferences. In addition to college policies, such reimbursements must conform to grant specific requirements set by funding agency.

3.04.1 Mileage

Faculty will be reimbursed for mileage by using the College’s reimbursable mileage rate. Mileage rates are listed in DEE Exhibit. 

3.04.2 Airfare

Grant approved airfare expenses will follow college policy DEE (Regulations) 2.02 Airfare and 2.03 Fly vs. Drive.

3.04.3 Car Rental

Car rental fees, at destination, are not allowable unless other transportation such as taxi, shuttle, or other ride-sharing service is not available for performing official business or unless car rental is more cost effective than alternate modes of travel. If other transportation is available and a car rental is required for travel, the fees will be subject to the college policy regarding ground transportation reimbursement.

Car rental fees, for  travel from college to destination, are an allowable expense if the rental is more cost effective than the alternate modes of travel or the employee has medical documentation restricting them from flying to/from the approved destination. If medical documentation is not provided, the car rental fees will be subject to the college policy regarding ground transportation reimbursement.

If a car rental is allowable, gasoline for the rental car is approved with grant funds. If a car rental is allowed, personal accident insurance or personal effects coverage for rental cars will not be covered.

A standard, mid-size, or equally priced vehicle should be chosen unless a special circumstance exists (i.e. transporting large equipment or large groups).

3.04.4 Registration Fee(s)

Registration fees to attend workshops or conferences are allowable expenses. Conference social events, meals, or recreational events available at a cost above the basic registration fee are not allowed with grant funds.

3.04.4 Lodging

Lodging is reimbursable up to the rate allowable for the destination city. Site-specific information on rates for in-state and out-of-state travel is available at http://www.gsa.gov. The difference between the actual and allowable lodging rates will be charged to the employee’s department account.

3.04.6 Parking

Airport, lodging, and conference standard parking rates are allowable. Valet parking is not an allowable expense without medical documentation or there is no other parking options available.

3.04.7 Meals

College approved per-diem rates for meals will be charged to the approved grant unless per-diem rates are an unallowable expense.

3.04.7.1 Perkins Basic Grant

Per diem rates will be charged directly to the employee’s department account. 


3.04.8 Other non-allowable expenses

Taxi fares and other ride-sharing service fees for official business are not allowable under specific grants. Receipts for taxi or ride-share must be submitted with travel reimbursement request.

Other non-allowable expenses include tips or gratuities of any kind, alcoholic beverages, entertainment, recreational, social events, or any expense for other persons.

The Vice President of Business Affairs is responsible for reviewing and updating this regulation. Policy reviews are made in accordance with the Office of Institutional Effectiveness Policy Tracking document.

Document History: 

Adopted: 10/2006 

Revised: 06/2025