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Cornell University

Cornell Cooperative Extension of Tompkins County

Human Resource Policy Manual

Section:

Operational Policies

Subject:

Business and Travel Expenses

Policy:

Local

Code:

504

Issued:

8/9/02

Association Adoption:

5/6/04

Association Effective Date:

6/10/04

Policy Statement – The Association recognizes the importance of attending professional meetings and approved training opportunities for the personal and professional growth and development of its staff. Therefore, staff may be granted time off and reimbursement for expenses for attendance at professional meetings as indicated below. It is expected that good judgment will be used in exercising this privilege and that requested time off will be mutually agreeable to the employee and his/her supervisor.

Authorization -

A. Sr. Program Staff*--all Sr. Program Staff are authorized to travel within the state on official business such as inservice educational sessions, state and regional meetings, cooperative work with other extension personnel, and carrying out other responsibilities. Official out of-state-travel for Sr. Program Staff must be approved in advance by the Executive Director if said travel is in the extension association's current budget.

B. Others - Extension Community Educators, Program Managers, Program Assistants, Support staff and volunteers may be required to travel in line with their assigned responsibilities. Such travel must be approved in advance by the immediate supervisor.

Cash Advances - Requests for cash advances to cover anticipated business expenses must be submitted in writing to the Executive Director at least 5 workdays in advance.

Procedures for Reimbursement - see the file O:\Orientation Manual\Procedures - Business & Travel Expenses for information on the procedures for reimbursement.

Falsification of Expenses - Falsification of business expenses may result in disciplinary action, up to and including termination.

Reimbursements - The Association will not pay requests for reimbursement of expenses incurred more than 90 days earlier.

Business Travel - An employee is reimbursed for all out-of-town travel expenses for authorized business travel per Association approved rates.

Seminars and Training - An employee shall be reimbursed for attending authorized seminars and training courses that are directly related to the employee’s job and approved by the employee’s supervisor.

Professional and Trade Association Membership - Membership in a professional or trade association will not be reimbursed by the Association.

Mileage - An employee who uses the employee’s own vehicle to conduct authorized Association business is reimbursed at the current IRS rate. The employee is also reimbursed for any business-related tolls and parking fees.

*Executive Director, Senior Extension Educator/Issue Leader, Senior Extension Resource Educator/Team Coordinator , and Resource Educator positions (regular, ongoing positions)

 

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Last Updated: May 20, 2004
Contact: tompkins@cornell.edu