Procedures for reimbursement
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Travel and Entertainment Policy Statement
This policy statement describes the procedures under which Mount Holyoke College reimburses staff members for expenses incurred for official travel and entertainment.
Faculty travel and entertainment, when associated with recruitment, scholarly and professional conferences, visiting committees, guest lecturers and other activities directly connected to the academic program operate under guidelines similar in spirit, but spelled out more fully in Faculty Legislation and annual updates on procedure issued by the Dean of Faculty. When faculty travel or entertain on behalf of the College at the request of administrative departments (i.e., Admissions, Development, Alumnae Association), the following guidelines do apply.
The College's policy of reimbursement follows the basic principle that individuals should neither gain nor lose personal funds as a result of official travel and entertainment. Each individual should be reimbursed for all necessary and reasonable expenses incurred in connection with the performance of approved College business.
Expenditures should be planned so that costs will not exceed budgetary limitations. Individuals must not make commitments to travel or to incur other expenses without first assuring that the proposed expenses are authorized.
Individuals who are authorized to approve requests for reimbursement must review all expense report forms to assure compliance and therefore should also familiarize themselves with these guidelines.
Travelers are advised to check with Accounts Payable for specific reimbursement requirements prior to making and booking travel arrangements. Travelers can also check with Purchasing so as to utilize negotiated contracts for travel related services.