Reimbursable and Non-Reimbursable Expenses

Miscellaneous Reimbursable Expenses

Individuals will be reimbursed for the following miscellaneous expenses incurred while on College business:

Business office expenses (fax, copy services, telegrams/telexes, etc.)
Business phone calls (credit card, cell phone, or hotel/motel charge)
Conference and registration fees (include registration form with Travel and Reimbursement Report)
Currency conversion fees
Gasoline purchased for rental vehicle
Ground transportation (taxi, bus, subway, etc.)
Laundry/dry cleaning/suit pressing for trips exceeding five days
Mileage allowance (includes gasoline, diesel and oil)
Overnight delivery/postage (for items sent back to the College)
Parking and tolls
Rental car (see section below)
Tips (see section on Meals and Entertainment)
Visa/passport consulate fees

Non-Reimbursable Expenses

Individuals will NOT be reimbursed for the following miscellaneous expenses:

Airline club membership dues
Airphone usage
Annual fees for personal credit cards
Auto repairs
Baby-sitting or dependent care
Baggage insurance
Barbers and hairdressers
Car wash
Clothing or toiletry items
Communicating costs to/from home and normal place of business
Costs incurred by unreasonable failure to cancel reservations
Decorative furnishings for personal office spaces
Donations to charities, foundations, or not-for-profit organizations
Entertainment under federal grants and contracts
Expenses related to vacation or personal days taken before, during, or after a business trip
Expenses that have been or will be paid or reimbursed by an outside source
Frequent flyer tickets
Gifts, gift certificates, or gift cards to employees or others (see below)
Golf fees
Health club fees or exercise charges
Helicopter services for airport transfers
In-flight headsets
Laundry or valet services for travel of fewer than five days
Lawn care
Loss or theft of cash advance money or airline tickets
Loss or theft of personal funds or property
Lost baggage
Luggage or briefcases
Magazines, books, newspapers, personal reading materials
Maid service
Medical expenses while traveling
Mini-bar alcoholic refreshments
Movies (including in-flight and hotel in-house movies)
Parking tickets, fines, or traffic violations
Personal accident insurance (domestic)
Personal automobile routine maintenance/tune-ups
Personal computer rentals and internet connection charges
Personal entertainment, including sports events
Personal property insurance
Pet care including kennel or pet sitting fees
Pharmaceuticals; health and beauty aids
Rental car upgrades
Saunas, massages, facials, or spa services
Shoe shine
Souvenirs, personal gifts, or purchases made at duty free shops
Tanning Services
U.S. traveler's check fees

Club Memberships

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

Gifts of any type, including gift certificates and gift cards, for employees, their relatives, students, friends, or vendors for any purpose are not reimbursable.

Thank you gifts to donors must be coordinated with the office of stewardship and donor relations.

Spousal and Family Travel

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.

Employee Recruitment

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 administrator or faculty positions. 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:

Legal name and address of candidate
Date of interview
Title of position applied for
Itemization of expenses
Account number to be charged
Signature of budget manager
All necessary original receipts

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.

Moving Expenses

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 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 who qualify for this benefit under the following options up to a maximum of $2000.

One half of the cost of a commercial mover for the packing and transporting of household furniture and effects. This option does not include any per diem expenses that the employee may incur under this option.
The full cost of a rental truck or trailer, plus the related costs of packing the household furniture and effects. Per diem expenses (meals, lodging), which are determined based on the distance between the employee's former home and the Pioneer Valley as follows:
- For moves of less than 400 miles: $30/one day.
- For moves of over 400 miles: $75.00 per day/one day for each 400 miles or fraction thereof.
The calculated mileage reimbursement if the move is conducted by personal vehicle. The reimbursement will be calculated using the current College mileage reimbursement rate times the number of miles from the former to the new household. No per diem expenses are included in this option.

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.

Travel Reimbursement Form (pdf)

Mileage Work Sheet (pdf)

Missing Receipt Affidavit Form (pdf)