Policy on Travel and Reimbursement

Civil Liberties and Public Policy Program

POLICY ON TRAVEL AND REIMBURSEMENT

If you need to be reimbursed for expenses related to a CLPP program, the reimbursement must be processed through the Hampshire College Business Office because CLPP is a program of Hampshire College. When you are submitting for reimbursement, the Hampshire College Business Office has specific guidelines about what types of receipts and charges are acceptable. Below are the guidelines on Travel and Reimbursement.

Reimbursable Expenses

1. Meals: We provide meals throughout CLPP programs for all participants and speakers without charge. For meals while traveling, a credit card or cash register receipt is acceptable as long as charges are itemized; a restaurant tear tab is not acceptable. Tips in excess of 20% are not reimbursable. We will reimburse you up to the following amounts per day: breakfast, $10; lunch, $15; dinner, $20.

Please note:

a. Breakfast purchased when departing from home and meals purchased after returning home are not reimbursable.

b. We do not reimburse for meals that are provided during CLPP programs. In other words, if we are providing meals, we won’t reimburse you if you decide to eat elsewhere. We are, however, open to accommodating dietary needs; please be in touch with CLPP staff ahead of time.

c. We will not reimburse for alcoholic beverages.

2. Childcare: We provide childcare during CLPP programs. Please note that we are not responsible for and cannot reimburse for childcare expenses incurred separate from the services that we provide.

3. Accessibility: We strive to make CLPP programs as accessible as possible. If there are expenses that you expect to incur in order to make our programs accessible for you, please be in touch at least 30 days prior to the program dates to insure payment or reimbursement.

4. Mileage: The reimbursement rate is $0.51 per mile for travel to and from the home airport/train station.

a. A printout from Mapquest or Google Maps is required to verify mileage reimbursement requests.

b. We will also need your license plate number.

5. Airline, train, and bus tickets: CLPP’s travel agent will book all travel. If you received prior approval to purchase your own tickets online (meaning your receipt will be an e-mail print out), then you must also submit your boarding passes to show that you actually took the flight, train, or bus, in order to be reimbursed.

6. Ground transportation: We will reimburse you for ground transportation expenses up to $40 each way (to and from the home airport/train station). Please make sure the date and time of your travel is on the receipt. If public transportation is available and easily accessible to you, please use it. If you expect to incur expenses greater than $40 each way, you must receive approval at least one week before the event.

7. Transportation during a CLPP event: While attending a CLPP event, we will make arrangements for transportation between venues; this may include use of local public transportation systems. If you need private transportation while attending a CLPP event, please be in touch with CLPP staff. While attending a CLPP event, we will only reimburse you if transportation is not provided during the event.

8. If you order something by phone or by e-mail, ask the company to send you an itemized receipt. A credit card bill showing your purchase is not enough. You must also submit a receipt from the vendor.

Reimbursement Process

In order to reimburse you for your expenses:

• You must submit original receipts – copies of receipts or faxed receipts cannot be accepted.

o Each receipt must include the name of the vendor, location, date, the dollar amount, and itemized charges.

o If a receipt is lost, please contact us IMMEDIATELY to receive a Missing Receipt Affidavit.

• You must fill out a W-9.

• You must sign and return the Hampshire College Request for Payment (RFP).

Step-by-Step

1. Fill out the Travel Expenses and Reimbursement Form within 10 days of the event.

2. We will mail you a Hampshire College Request for Payment (RFP) and a blank W-9 form with a return envelope.

3. Fill out and return the RFP and W-9. Include original, itemized receipts, and any applicable boarding passes.

4. You should expect to receive the reimbursement within two weeks of returning the signed RFP, W-9 and original receipts.