Mileage Reimbursement

Drexel University will reimburse its faculty, staff and other authorized individuals for authorized local business and entertainment expenses incurred while conducting University business in the metropolitan Philadelphia area. Reimbursement will be made for expenses that are properly authorized, reasonable and appropriately documented as submitted on the Local Business and Entertainment Expense Report.

It is expected that all Drexel University faculty and staff will exercise appropriate care in incurring such expenses. Because the University is a non-profit, charitable, educational institution, or 501(c)(3) organization as defined by the IRS, such expenses should be moderate both in frequency and in amount. Only actual expenses will be reimbursed. Individuals should neither gain nor lose personal funds while conducting business on behalf of the University.

By signing the Local Business and Entertainment Expense Report, both the individual and their supervisor certify that the report is complete and accurate. Reimbursement of business-related expenses will not occur without such certification and approval, as well as all required information and documents including justifications and receipts. Click on http://www.drexel.edu/depts/compt/ap/ to access the report.

SCOPE

This policy and its related procedures are applicable to all University faculty and staff of all colleges, divisions, departments and units regardless of the source of funds supporting such expenses. This policy is also applicable to all non-University personnel who incur such expenses on behalf of the University. If such expenses are to be charged to a sponsored program, the terms of the grant or contract will take precedence if they are more restrictive than University policy.

DEFINITIONS

Local business expenses include local conference or seminar fees, meals and parking fees while attending local workshops or meetings and other out-of-pocket expenses. Local business expenses also include the cost of meals during business meetings. Individuals who use their personal vehicle for local travel will be reimbursed at the business mileage rate in accordance with the Mileage Reimbursement Policy at http://www.drexel.edu/depts/compt/procedures/mileage.html. Click on http://www.drexel.edu/depts/compt/ap/MileageRate.html for the current business mileage rate.

Local entertainment expenses are incurred while conducting ordinary and necessary business for the University such as fundraising, public relations activities and other University events. Expenses include meals, transportation, parking and tolls. Charges for alcoholic beverages must be properly approved and separately itemized on the meal receipt. Alcohol charges are unallowable for (cannot be charged to) sponsored projects.

PROCEDURES/GUIDELINES

The University requires that local business and entertainment expenses be supported by original receipts or the customer's copy of the credit card receipt. Photocopies of receipts will not be accepted for reimbursement.
Reimbursement of local business and entertainment expenses will be made only when a Local Business and Entertainment Expense Report is fully completed and approved. All information must be provided as described on the report. Include the name and location of the business meeting, the purpose of the expense, the names of guests, their affiliation with the University and a meeting agenda.
Refer to the travel account definitions at http://www.drexel.edu/depts/compt/procedures/travel_accounts1.html for the appropriate account number for each travel expense.
Cash advances are not permitted for local business and entertainment expenses.
Conference and registration fees and hotel deposits may be paid in advance by completing a Travel Advance and Prepaid Expense Report. (See Prepaid Expenses in the Business Travel Policy.) Or, fees and deposits may be paid via University Purchasing Card.
Each Local Business and Entertainment Expense Report must be approved by the direct supervisor of the individual incurring the expense. Individuals cannot approve their own expenses.
Submit fully completed and approved reports to the Accounts Payable Office, 3201 Arch Street, Suite 400, or drop them off in the 3201 Arch Street lobby mailbox.
Reimbursement will be paid by University check and mailed to the home address of the individual incurring the expense.