411.1 Policy
Trustees and the administration acknowledge that certain travel is essential to the college's mission. Therefore, employees, students, and specific other individuals may be authorized to travel on official business for the College of Eastern Idaho (CEI). If prior approval is obtained through established procedures, authorized travelers may submit a claim for reimbursement of allowable travel expenses.
This travel policy and procedures shall apply regardless of the source of funds used for reimbursement or if there is no reimbursement.
CEI reserves the right to adjust the reimbursement procedures and rates, including reducing reimbursements depending on budgetary constraints.
411.2 Procedures
It is the traveler’s responsibility and obligation to read, understand, and adhere to the travel policy and procedures.
Travelers shall follow applicable CEI, local, state, and federal policies, procedures, and regulations. They must always represent CEI with decorum and in an appropriate and professional manner.
Travelers are to use the most economical, reasonable, and practical means of travel. If transportation, lodging, or other travel expenses are not deemed economical, reasonable, or practical, they may be revised. Expenses that are deemed unnecessary or extravagant will not be reimbursed.
Definitions
The following are definitions established for a comprehensive understanding of terms used for this policy and procedure.
Traveler- An individual traveling to represent or for the benefit of the College of Eastern Idaho and is one of the following:
- Employee of CEI
- Non-Employee, such as:
- A Board of Trustee member for CEI
- Independent Contractor (as allowed per contract obligations)
- A job candidate for a CEI position
- CEI guests, such as speakers
- Student of CEI
Official Workstation- The primary work location assigned to the traveler, an employee of CEI, or the location where the traveler most frequently works.
Local Vicinity Travel—Travel that can be completed in the same day with a return time not later than 7:00 p.m.
Per Diem- A daily reimbursable amount for meals (breakfast, lunch, and dinner) and incidental costs. The per diem amount covers meals, reasonable gratuities, and other fees. This is also known as Meals and Incidentals (M&IE).
Approver- For this policy and procedure, the person(s) responsible for budget or funding is also given the authority to manage and monitor travel expenses. If the traveler is an employee, the approver is also the manager of this employee and is responsible for approving the traveler's leave.
Travel Authorization Form- The official request to travel form requires approver signatures. This is to be completed if the travel includes any of the following attributes:
- Travel times and distance occur outside of the local vicinity travel definition.
- The travel will incur costs or necessitate reimbursements (CEI vehicle fuel is excluded).
Travel Expense Report- This form is completed when the travel requires reimbursement or reconciliation of payment for travel-related expenses.
Purchasing Card—This is a credit card procured by the College of Eastern Idaho issued to CEI employees for qualified expenses. For guidelines on its use, see Policy 215: Purchasing Card.
Prior to Travel
All travelers must have an approved Travel Authorization Form before traveling beyond the local vicinity area. Any agenda or schedule associated with the travel must be submitted with the Travel Authorization form.
The traveler’s immediate supervisor must approve the Travel Authorization Form, which is then submitted to the procurement office. Failure to complete the required documentation or receive appropriate approvals before travel may result in non-reimbursement of expenses and disciplinary action.
TRANSPORTATION
Travelers are to use the most cost-effective and efficient mode of travel. This includes:
- using CEI-owned vehicles in place of rental vehicles.
- Using taxis, Uber, Lyft, ferries, buses, metro, and shuttles in place of rental vehicles.
- sharing transportation modes with other CEI travelers.
- renting a vehicle in place of a mileage allowance.
- taking commercial flights in place of ground transportation.
Reimbursement or paid expenses for transportation is based on the most cost-effective and efficient mode of travel. Travelers choosing to use a more costly mode of transportation will be responsible for the difference between the cost-effective and chosen transportation.
Exceptions to using the most cost-effective and efficient mode of transport may be allowed only due to unusual or unforeseen circumstances, adequately documented and with authorized approvals.
Vehicle Use
There are three options for using a vehicle for travel and in this preferred order: CEI-owned, rental, and personal vehicles. The most cost-efficient and effective choice must be selected.
Any traffic law infractions and resulting fines are the traveler's responsibility and are not CEI-reimbursable expenses. Traffic and parking tickets are infractions of state or local traffic laws and are not reimbursable regardless of whether the traveler uses a CEI-owned vehicle, rental vehicle, or personal vehicle.
- CEI-Owned Vehicles
The preferred method of travel is using CEI-owned vehicles, which are to be used solely for CEI business purposes.
Mandatory requirements:
- The driver of the vehicle must carry a valid driver’s license.
- All occupants in the vehicle must wear seat belts.
- All vehicle occupants must be directly involved in CEI-official business travel purposes.
- All CEI travelers with the same destination of 25 miles or more away from CEI are required to carpool.
- Travelers who choose not to carpool when available will not be eligible for transportation expense reimbursement such as mileage, fuel, or rental car expenses.
- In extenuating circumstances, transportation expense reimbursements may be approved at the discretion of the employee’s department leader.
Each CEI-owned vehicle has a designated fuel charge card attached to the key.
- Fuel charges for the CEI-owned vehicle are the only type of purchase authorized for this card and receipts for fuel purchases must be saved and turned in to the Motor Pool department with the vehicle log and binder at the end of the travel.
For travel where a CEI-owned vehicle is used, the following vehicle related expenses may be charged to a CEI-issued purchasing card as issued to an employee (this is not the same card as the fuel card):
- Parking Fees, which include:
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- Parking Meters
- Parking garages
- Hotel or motel (lodging) parking fees
- Airport parking lot fees
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- Toll Fees
- Emergency vehicle repairs and maintenance
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All other CEI-owned vehicle charges are not authorized.
Travel charges to the CEI-issued purchasing card must accompany the Travel Expense report and also on the P-card Expense Report.
- Rental Vehicle
If a CEI-owned vehicle is not available or is found to be less cost-effective than a rental vehicle, procurement services are to be notified. CEI has a list of preferred vendors for rental companies, and account names and numbers are provided to the traveler to reserve a rental vehicle.
The size and style of the rental vehicle should be consistent with travel needs and the most cost-efficient. CEI provides insurance for rental vehicles, so any added insurance offered by rental companies is considered unnecessary and will not be covered by CEI; therefore, the traveler is to decline it.
Mandatory requirements:
- The driver of the vehicle must carry a valid driver’s license.
- All occupants in the vehicle must wear seat belts.
- All occupants of the vehicle must be directly involved in CEI-official business travel purposes.
- CEI travelers with the same destination of 25 miles or more away from CEI, must carpool.
- Travelers who choose not to carpool when available will not be eligible for transportation expense reimbursement such as mileage, fuel, rental vehicle charges, etc.
Vehicle rental charges may be charged on an authorized CEI-issued purchasing card. These include the following:
- Daily rental fee
- Rental vehicle fuel
- Parking fees
- Toll Fees
All other vehicle rental charges are not authorized. Rental vehicles through Turo or other vehicle share programs are not allowed. Charge receipts must be provided with the Traveler Expense Report.
- Personal Vehicle
The use of a personal vehicle is not a preferred or recommended mode of transportation. However, if a CEI-owned vehicle or rental vehicle is found not cost-effective or reasonable for transportation, the use of a personal vehicle may be authorized by the traveler’s Vice President at the discretion of CEI.
When a personal vehicle is chosen and approved, CEI covers mileage or direct fuel expenses, whichever is most cost-effective. The traveler’s personal automobile insurance shall serve as the primary coverage for all claims arising from the use of their personal vehicle. CEI insurance shall provide secondary coverage only, however, CEI’s secondary insurance will not apply if the traveler was engaging in personal activities, deviating from the authorized travel route without prior approval, reckless driving, or any violation of traffic laws. CEI is not liable for any damages to the traveler’s personal vehicle, including but not limited to routine maintenance, mechanical issues, or accidents.
Mandatory requirements:
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- The vehicle's driver must carry a valid driver’s license.
- All occupants in the vehicle must wear seat belts.
- The vehicle being used must have active automobile insurance provided by the
owner and cover the driver. Proof of insurance must be carried in the vehicle.
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- The vehicle being used must have current registration paperwork in the vehicle.
A purchasing card is not allowable for fuel or vehicle-related expenses when using a personal vehicle. The traveler covers other vehicle-related expenses and are not reimbursed.
Allowable mileage is calculated using reputable online map software programs such as Google Maps or MapQuest, with the official workstation as the traveler's starting and ending points.
The CEI reimbursement rate for mileage follows Idaho Statutes 67-2004 and 67-2008 and Federal guidelines established by the General Services Administration (GSA). The reimbursement for using a personal vehicle depends on five factors.
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- Availability of a CEI-owned vehicle
- Rental vehicle cost comparability
- Carpooling availability
- GSA’s established mileage reimbursement rate
- Fuel expense total
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To determine the mileage reimbursement rate, follow the flow chart below by answering each question.
Commercial Airfare
Travelers are expected to reserve the most economical airfare. Airfare prices change rapidly and may need to be adjusted if reservations are not made promptly.
Approved airfare expenses may be charged to a CEI-issued purchasing card.
- CEI allows one personal baggage fee to and from the destination as a covered expense. Additional personal bag fees are the responsibility of the traveler.
- Baggage fees for bags containing only CEI business materials, such as laptops, files, and literacy materials, are covered expenses.
- Internet (wi-fi) connection charges during flights for business purposes may be charged to a CEI-issued purchasing card.
- Meals, snacks, or drink charges during the flight are not covered as reimbursable expenses and are the traveler's responsibility.
- First-class and business-class upgrades are not deemed necessary, are considered extravagant, and are not an allowable expense to CEI.
Other Transportation
Other forms of transportation are acceptable when they are cost-effective compared to other forms of transportation. This includes:
- Taxi Services
- Uber or Lyft (rideshare services)
- Passenger Train (such as Amtrak or metro subway)
- Bus (such as Greyhound or city metro buses)
- Ferry
- Shuttle Services
These services must also be considered when traveling by airfare, and the traveler's destination necessitates transportation between the airport and lodging locations and between lodging and business locations.
The above forms of other transportation expenses may be charged to the traveler's CEI-issued purchasing card. Receipts must accompany the Travel Expense Report.
LODGING
Lodging expenses are allowed for CEI business purposes when traveling outside the local vicinity. Acceptable lodging choices are hotels and motels. Travelers should research, compare, and reserve the most practical lodging, with proximity and daily rate being the primary considerations. When reserving lodging in Idaho, provide the lodging sales tax exemption certificate located at cei.edu/procurement-services.
Approved lodging expenses may be charged to a CEI-issued purchasing card.
- Lodging reservations are to be hotels or motels.
- Lodging options such as Airbnb, VRBO, hostels, etc., are not allowed.
- Receipts for lodging expenses must accompany the Travel Expense Report.
- Internet (wi-fi) connection charges for business purposes are an allowable charge.
- Extravagant upgrades, such as luxury suites, multiple-room suites, and scenic view suites, are not necessary or cost-efficient and are not allowed.
- Additional charges made to the room, such as retail shopping, room service, or movie rentals, are not covered expenses and are the traveler's responsibility.
DAILY PER-DIEM ALLOWANCE
(Meals and Incidentals)
A daily Per-Diem allowance, also known as Meals and Incidentals (M&IE), is paid to the traveler in accordance with the established Meals and Incidentals (M&IE) Rates published at www.gsa.gov.
The Per-Diem allowance is a fixed amount for a full day of official travel status and is not a reimbursement for actual costs incurred. The Per-Diem is intended to cover the cost of food, beverages, and related gratuities. The Per-Diem allowance shall be based on the rate at the temporary work location (travel destination). On the final day of travel, the allowance shall be the rate for the location where the traveler last stayed the night before return.
The traveler may request a limited advance of funds for the daily per-diem allowance or eligible estimated mileage expense. Requests must be approved by the traveler’s immediate supervisor and submitted to the Procurement Department at least ten (10) days prior to the departure date. The traveler is responsible for completing and submitting a Travel Expense Report upon returning.
Exhibit B
Local Vicinity Travel Areas
