In addition to any department/division specific international travel policies, faculty and staff are strongly encouraged to:
- Book international travel through the Concur portal, by calling/emailing the Christopherson Business Travel dedicated agent groups (800-285-3603 or firstname.lastname@example.org), or by sending international travel plans to email@example.com. This will allow select campus staff to assist you during an emergency situation.
- Purchase international health insurance through GeoBlue. Comprehensive coverage is reasonably priced and includes everything from basic medical visits to hospitalization and medical evacuation. Coverage is designed for use outside the U.S. only. Most offices on campus have agreed to cover the insurance cost. Check with your budget manager before purchasing insurance to confirm your department’s policy. Once you have received your insurance card and have registered an account with GeoBlue, please download the free GeoBlue Mobile app.
- Complete the international travel form administered by the Center for International Programs for your safety. The information from the form will also help the University better understand the nature of your international travel and potentially connect you to other opportunities while you are abroad.
- Provide a copy of the photo section of your passport to your manager prior to departure. This is for your protection in the event of a serious emergency abroad.
In the event of emergency while traveling abroad, you should contact Campus Safety at 315-228-7911.
The University will reimburse employees the actual cost of moderately priced accommodations.
New York State (NYS) sales tax will not be reimbursed. Sales tax exemption certificates are available in the Office of Accounting & Control and should be presented at the hotel when checking in to a NYS hotel. Please note that the NYS sales tax exemption number is located in the lower left portion of the Colgate University JP Morgan MasterCard which may be honored by the vendor to eliminate the sales tax. Please contact the Office of Accounting & Control for further information.
The University will not reimburse for any mini-bar charges.
The University will not reimburse charges for laundry services or in-room movies for stays of four consecutive nights or less.
Lodging with friends or relatives: When it is convenient for the employee to stay with friends or relatives, the reasonable cost of a gift or meal is reimbursable. A receipt for the gift or meal must be included in the traveler’s expense report. For single overnight stays the maximum amount that can be expensed is $50; for multiple nights, the maximum is $150, regardless of the number of overnight stays
. Only one gift or meal per trip to a host is permitted and cash payments for lodging, if given, will not be reimbursed. In situations where the stay exceeds five consecutive nights, exceptions to the maximum can be approved by an appropriate member of the president’s staff and, if necessary, after consultation with the Vice President for Finance and Administration.
Employees who travel regularly as part of their work responsibilities should use the Colgate JP Morgan MasterCard to cover expenses associated with their business trip. For trips involving students that need a cash advance, requests will need to be processed through Concur. In these instances, the cash advance will be made by direct deposit to the employee’s bank account. Employees cannot request advances through the cashier’s window.
All travel expense settlements will be processed via Concur.
The University must implement and adhere to regulations issued by the IRS and other governmental agencies. All travel expense summaries must include the following:
- Information to establish the business purpose of the travel, entertainment, or other expenditure;
- The amount, date, and place for each expenditure;
- Substantiation of the expenditure with original receipts (except for per diem meal expenses); and
- If necessary, the return of any unused cash advances (due within 30 days of completing the trip).
Reimbursements for Third Parties
Expenses to be reimbursed by a third party (individuals, government, public or private entity) can be charged to the University if the expenses are for a purpose that fulfills the business purpose of the individual in carrying out their responsibilities as an employee of the University (business related). The third party verification form
should be completed and forwarded to the Accounting Office for review.