Young Harris College      Young Harris College Employee Handbook
Policy

Business Travel Expenses

The College will reimburse Employees for reasonable business travel expenses if their immediate Supervisor approves the travel in advance. After a trip is approved, you are responsible for making your own travel arrangements.

We reimburse approved travel expenses such as travel, meals, lodging, and other expenses as long as they were necessary to meet the objectives of the trip. You are expected to keep expenses within reasonable limits.

If you are involved in an accident while on business travel, immediately report the accident to your Supervisor. If you use a vehicle owned, leased, or rented by the College, you may not use that vehicle for personal reasons unless you have obtained advance approval from your Supervisor.

There may be times when you want to take a family member or friend with you on a business trip, or you want to combine a business trip with personal travel. In both cases, you must first get prior approval from your Supervisor. Since the purpose of your trip is business, the College needs to make sure that nothing interferes with that objective. You are responsible for any expenses related to the personal portion of the trip or for your companion.

When a business trip is over, you are required to submit your completed travel expense report within 30 days. With your expense report, you must also submit receipts for every expense item in order to receive reimbursement.

See your Supervisor for help and questions about business travel, expense reports, or any other travel issues.

You may not request reimbursement for expenses that you did not incur or that were not business-related. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.


Policy No.  512  Issued  3/1/2009    

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