College employees may pay for the meals of a guest or other college employee only under exceptional circumstances involving College business. A written justification including a statement of business purpose of the occasion must be submitted for approval in advance. The College will reimburse an employee for the cost of a meal, which is provided as an integral part of a scheduled function being attended, by the employee. Detailed receipts must be submitted for these pre-approved meal exceptions. Mealtime meetings at restaurants, involving only College employees, are not to be considered College business-related functions, and are not therefore reimbursable unless the expense was pre-approved and necessary to expedite College business. Lodging Lodging for approved overnight stays for College employees at an out-of-county location is fully reimbursable. The employee will be responsible for any portion of the lodging attributable to spouses, family members or guests, if extra charges are incurred beyond single occupancy rates. In order to be reimbursed, an employee must obtain an itemized bill from the hotel or motel and attach it to the submitted expense report. At a minimum, the receipt should include the name and address of the hotel or motel, the specific date or dates that the employee stayed there, and a separate itemized statement of charges. Items such as room upgrades, long-distance phone calls, meals or room service, movies, and other amenities are not eligible for reimbursement. In general, reimbursable lodging charges are limited to the base room charge plus taxes and fees, essential local phone calls/internet connectivity fees, and daily parking. Any non-refundable deposits on lodging not used can only be applied to future CCAC business-related lodging expenses. Air Transportation For air travel, coach, tourist or its equivalent shall be used. Priority or upgraded seating charges will not be reimbursed. First class air travel is not allowed. Special airfares are to be used when available. If the airline charges for baggage, CCAC will reimburse the employee for the baggage fee of one bag only. Advance planning through the College or campus designated travel agent will help to identify special fares available. Employees must purchase trip cancellation insurance when it is offered by the airline for the flight being booked, and will be reimbursed for this purchase. If the employee for whatever reason does not subsequently travel on the flight for which the ticket was purchased, and the ticket is non-refundable, the ticket can only be used for a subsequent CCAC business- related trip. Rental Vehicles Rental cars may be used when the use of a rental car can be economically justified.
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