Travel & Entertainment

Learn more about travel, business, & entertainment expenses and how to submit a travel expense report.

Booking Travel for the College

For more information on booking travel for college business, travel agreements, and discounts, please visit the purchasing site.

Types of Expenses

Reimbursable

Expenses must have a business connection—that is, you must have paid or incurred deductible expenses while performing services as an employee of the College.

  • Transportation
  • Meals & lodging
  • Required clerical services (such as Internet rental, fax service)
  • Registration Fees
  • Modest Tips

The above is not meant to be all-inclusive.

Non-reimbursable

Expenses not directly related to, or necessary for, the performance of the travel assignment

  • Costs incurred by unreasonable failure to cancel transportation or hotel reservations
  • Fines
  • Lost or stolen tickets, cash, or property
  • Accident insurance premiums
  • Membership in AAA or airline clubs
  • Personal expenses such as pay-per-view movies, health and grooming services, hotel mini-bars
  • The portion of rental car, hotel or other travel expense unrelated to College business
  • Excessive tips

The above is not meant to be all-inclusive.

Entertainment

Entertainment and hospitality expenses incurred in achieving the College’s mission can be approved and reimbursed if it is determined the expenses are: appropriate, reasonable in amount, and serve a bona fide college purpose. Entertainment and hospitality expenses may include the following type of expenditures:

  • Official, or ceremonial functions of the College, such as commencement;
  • Receptions for which the primary purpose is the attendance and benefit of a group of students or potential students;
  • Employee recognition receptions sponsored by Human Resources;
  • Departmental celebrations where the cost is reasonable and the occasion appropriate See also Employee Gifts & Entertainment Policy.

For more information, please refer to the Travel & Entertainment Reimbursement Policy.

Expense Report Instructions

Purpose of Travel Expense Report

To reimburse employees for travel and entertainment related expenditures. You may use an expense report for reimbursement of expenses paid in advance of travel or you may request all travel expense reimbursement subsequent to your trip.

Due Date

A Travel Expense Report for all expenses not previously reimbursed or to clear advances and prepaids must be submitted within 15 days after your trip.

Travel Expense Report Form

Use the most current Travel Expense Report. You can save a copy of the Excel file to your own computer so you can save repetitive header information, but please check the Finance Department website occasionally for updates. The formulas in the spreadsheet will total expenses down the columns and across the rows, as well as summarize expenses for accounting distribution. Please be sure to indicate "Page ___ of ___" if your travel requires more than one expense report form. Using the Excel form improves accuracy and legibility for the person who must process your report, and it will simplify the calculations for you. Handwritten expense reports will be returned to the traveler.

Original Receipts

Turn in the original detailed receipts that include the description of the item(s) purchased. Credit card statements or credit card receipts are not sufficient. If you make a purchase on-line, be sure to print the web page that is designated as your final transaction receipt or confirmation.

Organization of Receipts

Keep receipts for expenses organized by day, e.g. use one envelope per day. When completing your expense report, remove receipts from the envelopes (if applicable) and tape or staple them to 8 ½ x 11" paper, organized by day. Please make a note on the paper if several receipts make up one item of expense per the expense report. Do not staple or paperclip small receipts to the back of your expense report as this makes it difficult to process your report and the receipts may easily become detached and lost.

Lost Receipts

If you lose a receipt, include the expense on your Travel Expense Report along with a statement that the expense was incurred in connection with College business, the expense is accurately stated, and that you will not receive reimbursement for the expense from any other source. It is very important to turn in original receipts.

Foreign Travel

Clearly indicate exchange rates and the day(s) to which various rates pertain. If appropriate, you may complete your Travel Expense Report in the foreign currency and apply one rate to the grand total. Otherwise, complete in U.S. currency with conversions clearly shown on the sheet of paper containing the day's receipts. Provide support, such as bank receipts for currency exchange or a credit card statement, for the rate used. The College reserves the right to verify and adjust exchange rates.

Advances & Prepaids

These are allowed for certain travel involving students, travel under grants if necessary to charge expense to the proper fiscal year, travel to places where use of credit cards is not feasible, extended travel of 14 days or longer, or by special permission. List travel advances in the lower right corner box of the Travel Expense Report. Reduce total trip expense by the amount of advances. If prepaid expenses are less than total trip expenses, you will be reimbursed. If prepaid expenses are greater than total trip expenses, you owe the College money. Attach a personal check made payable to Rollins College.

Accounting Distribution

Include the budget (fund & org numbers) and account number for each line of expense summarized at the bottom of the expense report. A written description of the budget is not adequate. You must provide Finance with the exact budget numbers to charge.

Approvals & Submission

Scan the travel form along with your receipts into a file and attach it to a direct pay request.  You do not need to have the travel form signed manually as this will be done electronically through direct pay. Included below are links to two short tutorial videos that show you how to submit a direct pay request and how to approve one, for travel purposes you will leave the invoice number and invoice date blank.  If you have a request below $100, as always, you can process it through a petty cash request at the Bursar's cashier window.  

Entering a Direct Pay Request (Go to Video)

Approving a Direct Pay Request (Go to Video)

Finance Department
Rollins College
Mailing Address: 1000 Holt Ave.-2715
Winter Park, FL 32789
T. 407.646.2125
Office Location: 422 West Fairbanks Building