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Finance Department

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


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.


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 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

Report is completed in Chrome River.

Original Receipts

Attach 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.

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 use original receipts.

Foreign Travel

Chrome River clearly indicates exchange rates and the day(s) to which various rates pertain. When the report is completed in Chrome River, be mindful of the currency paid and the currency selected. The system automatically adjusts to the receipts conversion rate by date.

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

Enter the budget (fund & org numbers) and account number for each line of expense summarized in Chrome River.

Approvals & Submission

Insert Chrome River approval chain and expected payment time. Submission will be automatically routed to the approvers through Chrome River.

Entering a Direct Pay Request (Go to Video)

Approving a Direct Pay Request (Go to Video)

Expense by Type

Lodging The original, detailed hotel receipt is required. Itemize taxes, parking, meal expenses, etc. included in the hotel bill as appropriate.

Breakfast, Lunch & Dinner Include tips related to each meal with meal expenses, as well as attendees.

Auto Mileage Mileage is reimbursed at the current Federal Government rate. Beginning January 1, 2022, the new rate in the US is 58.5 cents per mile for business miles driven. Use the map provided in Chrome River only. Do not attach printed maps.

Car Rental The College will not reimburse "refueling fees." Do not take accident insurance on rental vehicles for travel within the United States . The College's liability insurance policy covers damage to rental vehicles in the U.S.

Airline, Bus, Train Attach the passenger copy of tickets and boarding passes. If not previously reimbursed, attach original receipt or e-ticket confirmation that you printed from the Internet transaction.

Parking, Tolls, Taxi Attach original receipts whenever possible. For some parking and tolls, it may not be feasible or even possible to obtain receipts.

Gas & Fuel Attach receipts for fueling of rental vehicles. If you drive a personal vehicle, request mileage reimbursement. You cannot claim gas & fuel expense for a personal vehicle, only mileage expense.

Registration Fees You may pay for conference fees by Purchasing card, by direct pay, or from personal resources and request reimbursement.

Entertainment Include food and other entertainment expenses that involve one or more persons external to the College, such as independent contractors or visitors. Expenses for entertainment must include an explanation on the expense report of who was entertained and for what purpose. The related receipts must show the place, date and amount. If any of this information is missing from the receipts, it must be documented on the expense report.