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Amex Corporate Travel Card A full-time officer with an annual salary greater than $20,000 may request an application from the American Express Corporate Card section of Accounts payable. This card is for official University business and reimbursable travel expenses, such as airline tickets, lodging, meals and other approved travel expenses. The University will not pay the corporate card directly. The Accounts Payable Department will reimburse the employee for travel and business expenses. The University will not pay interest or late fees on the account. It is the responsibility of the employee to pay his or her corporate charge bill by its due date. Approval Be sure that all payment approvals are provided by properly authorized approvers. Please note that manual approval status must be granted in advance by Accounts Payable. Under no circumstance may an individual approve his or her own Expense Report or that of a person to whom he or she reports. Approving an invoice is equivalent to signing a check
Meals for which faculty, staff or students and external parties are present for the purpose of conducting substantial and bona fide University business are allowable to the extent set forth in this policy. In order for a business meal to be reimbursed, a business agenda with a list of attendees and their business relationship to the University is required by IRS regulations. A complete list of attendees will be required for meals up to and including 10 people. If over 10 people just note the actual number of attendees. For example: John Smith Controller, Joe Taylor Consultant had lunch meeting in order to discuss customer service initiatives in the finance division at Columbia University. A detailed receipt must include the date, amount, and proof of payment. Business Meals among University Personnel The University allows payments for reasonable and necessary business meal expenses for meetings involving only University personnel under limited circumstances. The frequency of such meetings and the related expenses must be reasonable and appropriate to the necessary function of business conducted by schools and departments. Such meetings include: Breakfast, lunch, and dinner meetings that are necessary to conduct University business Formally organized luncheon meetings which are necessary to carry out the business of official committees appointed by the University Meetings of an organized group of employees that require the work to progress through a normal mealtime. Business Meals Involving External Parties The University allows payment for reasonable and necessary meal expenses incurred during a business meeting involving external parties when the purpose of the meeting is to discuss University business, or it is necessary or beneficial to the University to provide a meal as part of a larger work scope. Business Performance Gifts, prizes or awards given to employees as recognition for exemplary business performance are an appropriate business expense. A cash or cash equivalent may be given, but are always considered taxable income by the IRS, and reported on an employee’s annual form W-2. Non-cash gifts of less than $100 are reimbursable and non-taxable. Non-cash gifts with a fair market value above the “de minimus” benefit threshold of $100 are considered taxable by the IRS, and reported on an employee’s Form W-2. Business Reason/Purpose All expenses must be for a valid business reason that is necessary and reasonable in order to conduct University business. If the business reason is not obvious be sure to include documentation that demonstrates the necessity of the expense. For example: a written explanation or conference schedule of events. Check pick-up The Check pick-up option allows a processor to specify in AP/CAR that a check not be mailed directly to the Columbia University employee or student but held for pick-up. The Accounts Payable Satellite Office at the Interchurch Center, Room 512, or the Health Science Black Building are the check pick-up locations. Compliance Ensure that expenses are in compliance with University, Federal, and Funding Agency (grant) regulations. Compliance is everyone’s responsibility. The importance of University and Federal compliance can not be understated and remains the highest importance to the University. Attention to compliance should be rigorous at all levels. Conference Fees Meeting and Conference Fees are reimbursed by the University. The University prefers to be billed directly for these expenses. However, if the traveler pays the registration fee in advance, they will be reimbursed upon submission of an approved Expense Report. Be sure to include a flyer (or other documentation) that states the date and time of the conference. DAF Approver Please Note: Approving an Expense Report is the equivalent to signing a check!
Diner’s Club Card Individual departments may charge the expenses of University teams, visiting professors and participants to a Citibank Diner’s Club account. The Citibank Diner’s Club account is to be used strictly for travel expenses, such as airline tickets and hotel bookings. This account may not be used to pay for meals or other types of expenses. The Diner’s Club Card is primarily designed for non-employees and for groups of University personnel. However, departments may request from Accounts Payable to use the card for individual employees. Documentation Supporting documentation is presented to substantiate the truth and accuracy of reimbursement claims. Make sure that all necessary supporting documentation is attached to the original invoice or reimbursement when sent. Please note that copies of all invoices (vouchers) back-up documentation (and all general financial records) must be kept on file by the department for a minimum of seven years. Documentation Requirements IRS requirements are met through the proper completion of an Expense Report. The reimbursement request must establish the following elements of each expense: date, place, amount and essential nature of the expenditure. Clearly state the specific business purpose of the trip on the report. Include original receipts and supporting documentation for expenses over $75 ($25 for meals). Per IRS regulations all Hotel and lodging receipts are required even if they are below $75. e-Commerce University policy dictates that vendors bill the University directly whenever possible. When this is not possible, print out a completed order form from a vendor’s web site. The form must include a description of the product, the amount, the vendor information (name, address and tax identification number), and the recipient’s name and campus address. Then follow the instructions for submitting an Expense Report and include the completed form with the supporting documentation. When requesting reimbursement for an electronic payment, submit an Expense Report. Include a printout of the completed order form and proof of payment (credit card statement or cancelled check) with the report. University faculty and staff should use a corporate charge card when making purchases over the internet. Employee Events Employee events celebrate employees of the University. Subject to budgetary constraints, a department may consider group celebrations for various events. Departmental funds may be expended for food, drinks, decorations, or other entertainment depending on the nature of the event. Entertainment The University will reimburse faculty, staff and students for approved, necessary and reasonable entertainment expenses if such activity was directly related to University business and was conducted for the benefit of individuals outside the University who were present. Entertainment expenses may not be submitted for reimbursement to Federal, State or other granting agency accounts that specifically prohibit entertainment expenses. Entertainment expenses must always be segregated and charged to the unallowable sub code “8500” or “8510” on the Travel & Business Expense Report. Faculty Research Allowance Program (Frap) For eligibility and application guidelines, contact the office of the Vice President for the Arts and Sciences. Please remember to clearly write “FRAP” on the business expense report Foreign Currencies Accounts payable uses oanda.com as its exchange rate resource. All expense reports must be submitted in U.S. dollars. Gifts The University will only allow for gifts to be given to the employee when they are for business performance, years of service, “de minimus” gifts (gifts with small monetary value). Departments and recipients should be mindful that even when a gift is given to an employee is allowed under University policy, it may be considered taxable income, reported on an employee’s Form W-2. Ground Transportation While traveling it may be necessary to use different modes of ground travel. These include taxis, private car service, rental cars, subway, buses or personal vehicles. In all cases, the traveler should exercise judgment and choose the most economical travel option. Please see Travel policy for further guidelines. Hotel All Hotel fees should not exceed $350 per night for travel within the United States and $400 per night for foreign travel. All Hotel receipts are required per IRS regulations. Invoice Number for travel & business expense reimbursements The invoice number for Travel or trip related expenses consists of a format defined specifically for Travel expenses, namely the letters TE followed by the date (in mmddyy format) of the last expense or the return date to NYC. If the employees trip ended on October 15, 2005, and he or she incurred a travel and business-related expense on that date, the invoice number would be TE101505 (TE stands for "Travel End Date"). The TE number for Travel is the return date to New York City The PE Number for non travel related Business Expenses is the actual date of the last expense Lodging in a Private Residence Travelers who stay in a private residence with friends or relatives while traveling on University business may be reimbursed for reasonable expenses incurred by extending appreciation to hosts for their hospitality. This may include a gift to the host or payment for meals. Mileage Reimbursement Rate The federal government establishes the mileage reimbursement rate. The mileage rate covers fuel, maintenance, insurance and operating costs. If you request reimbursement separately for mileage you will not be reimbursed separately for fuel costs. Missing Receipts If an original receipt is missing for a travel expense over $75 ($25) for meals, the individual should request a duplicate receipt from the vendor. In the absence of a receipt, the following alternative documentation methods are acceptable. Alternative documentation must provide sufficient details to enable proper classification of expenses and to identify “unallowable” costs. For expenses greater than $75 ($25 for meals) you will need: Vendor confirmation via email Proof of payment (e.g., cancelled check, credit card statement, etc.). Authorization for missing receipts should be an exception, not a general practice. Employees who frequently fail to submit receipts should be advised that they are subject to denial of reimbursement for undocumented expenses. Moving Expenses As an accommodation the University may agree to provide a new employee with funds to help with costs associated with relocation to Columbia University. These payments are referred to as moving expense reimbursements. If the expenses are submitted prior to the new employees start date they are reimbursed on a Check Request Form. If the expenses are submitted after the new employees start date they must be processed on a Travel Expense Report. Necessary and Reasonable Expense A necessary and reasonable expense is one for which a clear business reason exists and for which the cost is not excessive. Non-Reimbursable Expense University policy considers these expenses to be personal, unnecessary, or avoidable during travel. Personal Meals Meals consumed by an employee while traveling on University business. Except under rare circumstances, personal meals should not exceed the following thresholds (excluding tips and tax): $25 for breakfast Personal Vehicle For business related use of a personal vehicle, the traveler will be reimbursed at a rate based on Federal IRS approved highway mileage guides. Mileage reimbursement covers fuel, maintenance/repairs, insurance, transportation and operating costs; so these will not be reimbursed separately. The traveler will not be reimbursed for the cost of vehicle purchase or lease. If the personal vehicle is used primarily for the convenience of the traveler and the approved travel is to a location more than 500 miles beyond the point of origin, reimbursement will not exceed the lesser of the cost of per mile reimbursement plus tolls, or; the round-trip airfare between the nearest commercial airport serving the origin and destination cities, plus transfer costs to and from the airport. Rail travel If you choose to travel by rail please be aware that the University will reimburse the cost of the train fare not to exceed the cost of the lowest available commercial airfare. Travelers should use Amtrak’s unreserved or reserved coach class of service. If traveling by Amtrak’s acela train, a traveler should obtain business class tickets. The University expects tickets to be purchased at the lowest available fare. Receipts The University requires original receipts for expenses over $75 ($25 for meals) and all Hotel and Lodging charges showing the date of the purchase, itemized list of the purchase, amount and proof of payment (paid invoice, signature for charge, zero balance). Reimbursable expense Expenses incurred while an individual is traveling or conducting business on behalf of the University and that are eligible for reimbursement in accordance with University and Federal policies. Required Authorizations The department administrator (or designee) with the appropriate decision making authority can approve Expense Reports related to University travel and business. Segregated Expenses "Unallowable" expenses incurred while traveling may be reimbursed but are charged separately from regular expenses. These expenses include payments for alcohol, first or business class travel or luxury hotel amount overages. Reimbursement for these expenses must be charged to a University operating account and an 8500 account sub-code or a non grant account. Special Discount Rates Inform the University designated travel agency about any available discount air or hotel rates for the conference or association meeting you are attending. If the travel agency is restricted from booking at the special discount rate, the agent will let you know how to make the booking. Supplemental Approval Supplemental Approval provides certain senior officers (within a school or department) with the ability to approve specific common policy exceptions. Supported Business Expense Business-related expenses substantiated by receipts or other valid documentation. Traveler A person traveling on behalf of Columbia University must be familiar with University and Funding Agency policies and regulations. The traveler has a responsibility to document the business purpose for each expense and provide receipts, flight itinerary and all supporting documentation. Travel Advances A traveler may request an advance of up to $500 to cover out of pocket, incidental expenses while traveling. This should be requested with in a reasonable period of time before the official business trip. A travel advance is meant to cover expenses that cannot be reasonable charged to a charge card. Travel Expense Reimbursements Columbia University reimburses faculty, staff, students, post-doctoral fellows and graduate research assistants for necessary and reasonable travel and business expenses. A necessary and reasonable expense is one for which a clear business reason exists and for which the cost is not excessive. Deans or Administrative Officers authorizing reimbursements are responsible for verifying that expenses are, in fact, necessary and reasonable. They are also responsible for confirming availability of funding sources. Travel-Related Invoices When submitting hotel, car service, or any other travel-related invoice to Accounts Payable for payment, include the name of the traveler, the business purpose of the trip, and, if applicable, the departure and destination points. Travel & Business Expense Report The Accounts Payable Department provides a number of forms and worksheets to submit for reimbursement for all Travel or Business expense. Unallowable Expenses “Unallowables” is the government term that is used as a guideline for everything that needs to be segregated (charged separately). University Preferred Travel Agency Whenever possible, arrange transportation by carrier through the University’s preferred travel agency. This will enable you to access discounts and special rates. Years of Service Gifts, Prizes or Awards related to the length of service and retirement are considered appropriate business expenses and will be reimbursed by the university. In order to be non-taxable to the employee, the non-cash gift must be awarded as part of a meaningful presentation (ceremony or celebration). It can not be given before the 5th year of service, and with at least 5 years in between each length of service award. It also must have a fair market value under $400 for the calendar year. Departments may decide to give gifts that recognize years of service that do not meet these criteria. Unless it is considered “de minimus”, the gift will be reported as income and the amount will be subject to taxation.
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