Miscellaneous Reimbursable Expenses
Individuals will be reimbursed for the following miscellaneous expenses incurred while on College business:
Individuals will NOT be reimbursed for the following miscellaneous expenses:
Individual dues for membership in any club organized for business, pleasure, recreation, or any other purpose are not reimbursable. If an exception is approved, the reimbursement must be treated as taxable income to the employee and reported to the IRS.
Memberships in professional societies, organizations, or institutions that are a requirement of the employee’s job and approved by their departmental budget manager are reimbursable and not taxable.
Gifts of any type, including gift certificates and gift cards, for employees, their relatives, students, friends, or vendors for any purpose are not reimbursable.
The travel expenses of an employee’s spouse or family are not reimbursable and should not be charged to a College account or credit card. The President may make exceptions, in writing, for specific College events such as Board of Trustee meetings. Such authorization must be attached to the Travel and Reimbursement Form.
When a spouse or family member(s), for personal reasons, accompanies a traveler, the College will only reimburse the traveler for the cost of a single room.
Hampshire College employees are expected to use reasonable and prudent judgment when entertaining prospective employees.
Reimbursements for authorized travel expenses (e.g. airfare, hotel, and meals) incurred during the recruitment process are not taxable to the prospective employee, but must be authorized by the school or department in order to be reimbursed. Personal mileage to campus for interviews is not reimbursable.
Reimbursement is only made for candidates for positions in pay grade A-13 or higher for administrators or faculty. Immediately after the candidate’s visit to the College, a requisition should be processed by the departmental representative. All expenses must be itemized on a Travel and Reimbursement Report accompanied by the original receipts. The following information must be included with the request:
Once an offer of employment has been accepted, travel expenses necessary to conclude the hiring process that are incurred by the prospective employees and their families are considered taxable. Incentives negotiated during the recruitment process may not be considered “necessary or ordinary” and may therefore be reportable and taxable whether directly reimbursed to the employee or to a third party.
Hampshire College will meet the costs of moving household furniture and effects (excluding such items as boats, power tools, building materials, trailers, and pets) to the Pioneer Valley as described below. This benefit is available to newly appointed full-time, regular members of the faculty and to members of the administration, with a grade level of A14 and above, for their initial move to the Pioneer Valley. Visiting faculty may receive a moving expense reimbursement at the discretion of the dean of faculty. Moving and related expenses may not be charged directly to the College. The newly hired employee will pay all moving expenses and any other related expenses out-of-pocket.
All requests for reimbursement under this benefit must be submitted to the business office within 60 days of the physical move of the items or December 15 of the calendar year, whichever comes first. Please note that in certain circumstances, amounts reimbursed under this benefit may be taxable to the employee and may be reported on the employee’s Form W-2.
Hampshire College will reimburse newly hired employees that qualify for this benefit under the following options up to a maximum of $2000.
If it is necessary to store items at a public storage facility once the items arrive in the Pioneer Valley, reimbursement for up to 30 days of insurance and storage may be included for reimbursement. Any storage costs are considered when determining the $2000 reimbursement maximum.
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