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Establishes expectations for prudent spending, fiscal accountability, and minimizing costs while assigning business travel costs appropriately. Defines key terms such as eligible guests, local travel, main job location, mileage reimbursement rate, preapproval, per diem, and reimbursement requirements. Outlines policy details on what the college will and will not pay for, including approvals, documentation, receipt rules, and limits like no first-class airfare.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/travel-expenses-policy-statement-procedures-and-definitions/307127/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/travel-expenses-policy-statement-procedures-and-definitions/307127.png","ImageObject",442,249,{"name":88,"@type":89},"Mimi","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-04","2026-09-19",true,{"@type":98,"interactionType":99,"userInteractionCount":79},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is the purpose of the travel expenses policy?","Question",{"text":108,"@type":109},"It provides specific procedures to ensure efficient, fiscally accountable college business travel expenditures and ensures purchases are authorized and compliant with applicable laws and college rules.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"Who qualifies as an eligible guest for college travel expenses?",{"text":113,"@type":109},"Eligible guests are individuals who are not college employees but have a bona fide business reason to travel on behalf of the college, such as consultants, invited speakers, and certain recruits.",{"name":115,"@type":106,"acceptedAnswer":116},"Are local travel expenses eligible for overnight or meal reimbursement?",{"text":117,"@type":109},"Local travel within the 45-mile radius of the campus does not qualify for reimbursement for overnight or meal expenses, though exceptions may be allowed for special circumstances.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},307127,1790196013,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":40,"category_name":41,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":79,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":135,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":73},2336477974920,"https://ap-avatar.wpscdn.com/davatar_155a257f0dc6eb9ab79c44ca47cae57d","Responsible Office Business and Finance  \nPOLICY STATEMENT  \nIt is Central Ohio Technical College's policy to support travel expenses incurred on behalf of the college. Employees are expected to use prudent judgment when incurring these expenses to ensure efficiency and promote fiscal accountability. It is expected that travelers and individuals authorizing travel disbursements will apply this policy in a manner that strives to keep expenses to a minimum and assigns the costs of business-related travel appropriately.  \nThe college acknowledges that every travel expense cannot be defined and quantified; therefore, the college relies on the professional judgment of the employee. Employees who substantially deviate from the policy should be prepared to provide a reasonable explanation to the Vice President of Business and Finance.  \nPurpose of the Policy  \nTo provide travelers and approvers with specific procedures to ensure efficiency and fiscal accountability for college business travel expenditures. To ensure that all college-funded purchases are authorized and in compliance with applicable federal, state, and local laws and regulations, as well as college rules and policies.  \nDefinitions  \n\n| Term | Definition |\n| --- | --- |\n| Cost comparison | Documentation collected prior to incurring travel expenses to demonstrate any variance in costs. |\n| Eligible guest | Individuals (e.g. , consultants, employment recruits, invited speakers, student recruits, college board and advisory group members, volunteers, etc. ) who are not college employees, and who have a bona fide business reason to travel on behalf of the college. |\n| Local travel | Travel which occurs inside the city limits of Newark or within a 45-mile radius of a main job location. |\n| Main job location | The primary location/campus(es) where the majority of work time is spent as defined in the traveler’s job responsibilities. For full-time faculty , this will be the full-time home campus. |\n| Mileage reimbursement rate | Rate per mile reimbursable for business travel in a personal vehicle. The rate is determined annually by the Internal Revenue Service (IRS) . |\n| Non-local or overnight travel | Travel that occurs outside of a 45-mile radius of a main job location. Preapproval is required for overnight travel. |\n| PCard | Bank-issued credit card that serves as the college procurement card. |\n| Per diem | Daily allowance for meals and incidental expenses (including tips and gratuities) published by the General Services Administration (GSA) and U.S. Department of State. |\n| Personal travel | Travel that has no business purpose but may be taken in conjunction with business travel. |\n| Preapproval | Prior authorization for business travel. |\n| Reimbursement | Payment to a traveler based on documented, actual business travel expenses supported by a business purpose and itemized receipts or equivalent documentation as required. |\n| Residence | The primary residence where the traveler lives, regardless of other legal or mailing addresses. |\n| Travel card | Bank-issued payment card issued in the traveler’s name for the purpose of specific approved travel. |\n| Travel expenses | Expenditures that are reasonable and necessary to accomplish the official college business purpose of a trip. |\n| Traveler | Individual who travels for business on behalf of the college. |\n\nPolicy Details  \nI. The college will pay for reasonable and necessary expenses incurred by faculty, staff, students and eligible guests for authorized business travel on behalf of the college.  \nII. Travel expenses for spouses, partners, children and guests of college employees will not be paid for by the  \ncollege unless they are eligible guests as defined above and approved in advance by the Vice President of Business and Finance.  \nIII. An individual’s daily commute to and from their residence and regular or main job location is not considered in travel status and therefore not eligible for travel/mileage expense pa","cbCaimDyoJ3zRdxE","https://ap.wps.com/l/cbCaimDyoJ3zRdxE","pdf",289831,6,"English","# Purpose of the Policy\n# Definitions\n## Cost comparison\n## Eligible guest\n## Local travel\n## Main job location\n## Mileage reimbursement rate\n## Non-local or overnight travel\n## PCard\n## Per diem\n## Personal travel\n## Preapproval\n## Reimbursement\n## Residence\n## Travel card\n## Travel expenses\n## Traveler\n# Policy Details\n# Procedure\n## Submission requirements\n## Local travel","[{\"question\":\"What is the purpose of the travel expenses policy?\",\"answer\":\"It provides specific procedures to ensure efficient, fiscally accountable college business travel expenditures and ensures purchases are authorized and compliant with applicable laws and college rules.\"},{\"question\":\"Who qualifies as an eligible guest for college travel expenses?\",\"answer\":\"Eligible guests are individuals who are not college employees but have a bona fide business reason to travel on behalf of the college, such as consultants, invited speakers, and certain recruits.\"},{\"question\":\"Are local travel expenses eligible for overnight or meal reimbursement?\",\"answer\":\"Local travel within the 45-mile radius of the campus does not qualify for reimbursement for overnight or meal expenses, though exceptions may be allowed for special circumstances.\"}]","Travel Expenses Policy Statement - Procedures and Definitions | PDF",1789844574]