Colgate University’s preferred and encouraged method for making business related travel arrangements (i.e., air, train or bus, rental car) is through Christopherson Business Travel (CBT), the University’s travel management company.
Travelers can make their travel arrangements through the Concur Solutions (Concur) booking tool, found via the Colgate University portal, or by calling or emailing the CBT dedicated agent group at 800-285-3603 (8:00AM – 9:00PM EST, Monday – Friday) or at firstname.lastname@example.org, respectively.
Whenever possible, employees are required to use their University issued JP Morgan MasterCard for all travel related expenses. If an employee does not have a University issued JP Morgan MasterCard, a personal credit card may be used.
When employees and guests travel for University business, travel should be by the least expensive means available, which means air travel in coach class. Requests to fly other than coach class may be granted by an appropriate member of the president’s staff under the following exceptions; 1) medical necessity, 2) extreme emergency, 3) international travel or 4) domestic flights with airtime of three hours or longer. For these exceptions, an upgrade to economy plus or similar status is allowed with prior approval. Under no circumstances is business class or first class allowed.
Flight insurance is generally not an allowable expense. However, for international and/or group travel, when there is a cancellation concern or anticipated schedule changes, fight insurance expenses will be reimbursed with prior approval from the Director of Purchasing.
Rental Car Use
Employees should rent a car only when it is required for daily use at the business destination, if their trip exceeds 250 miles (one way) and/or if there is no other reasonable means of transportation. The University’s preferred standard rental vehicle is a mid-size sedan. Individuals should go to the University’s car rental link (Rental Cars), found on the Colgate University Purchasing Office website, for a detailed outline of procedures to be followed when renting a car for business purposes. It is expected, however, that travelers make all rental car reservations through CBT via Concur.
Personal Car Use
When an employee’s business travel necessitates the use of the traveler’s personal vehicle, the traveler will be reimbursed at the federally approved mileage rate as communicated by the Office of Accounting & Control. Effective January 1, 2015, the reimbursable mileage rate is 57.5 cents per mile, which is in accordance with IRS guidelines. Mileage reimbursement should never exceed the cost of alternative transportation.
It is important for employees to be aware that the vehicle owner’s insurance policy will always provide the primary liability coverage and the University will not provide reimbursement for any deductibles.
All incidents should be reported to the Assistant Controller & Risk Manager for review by the University’s commercial automobile liability insurance carrier to determine whether there is secondary liability coverage available to respond relative to any amounts exceeding the employee’s primary liability coverage.
Employees who use their personal vehicle for business related travel and who travel less than 250 miles, must use Google Maps, through the Concur travel and expense reporting system, to substantiate any mileage expense claimed. In addition, if the total miles driven exceed the Google Maps shortest determined route by 10% or more an explanation will be required.
When trips exceed 250 miles (one way) travelers must use a rental vehicle. In situations where inclement weather is expected and an all-wheel drive (AWD) vehicle is desired, a personal vehicle may be used if an AWD rental is not available.