Reimbursement procedures

Guest expense reimbursement policy

Augustana College may reimburse individuals who are not College employees, but who have incurred expenses for College-approved, business-related expenses, including transportation, lodging, and other travel or non-travel costs.

Departments are responsible for informing the guest of the Augustana's expense reimbursement procedures prior to their incurring of expenses and having all related forms properly completed and processed.

Reimbursable expense criteria and required documentation relating to expense

1. Personal car mileage – if claiming personal car mileage, include a map (print-out) to document your mileage with the expense report. Mileage will be reimbursed at 38 cents/mile.
2. Airfare – Augustana will cover the cost of coach/economy airfare. Seat upgrades and baggage check will not be reimbursed.
3. Ground transportation – We expect use of public ground transportation where available but should you need other ground transportation to arrive at your final destination(s), receipts are required.  
4. Meals/food – Meals/food are not reimbursable for on-campus/Quad Cities-area food (within 45 miles of the campus); for example, internal meetings, staff meetings, and awards for faculty/admin/staff or students are not reimbursable. Meal or restaurant receipts outside of 45 miles from Augustana College must provide a full list of items and payment detail. The receipt must be the itemized receipt, not the receipt with just the total. Note on the receipt who was included in the meal and why the purchase qualifies as a business expense.
5. Alcohol – alcohol is not reimbursable.
6. Hotel – Augustana will pay for single occupancy hotel accommodations. The college expects guests on college business to use moderately priced hotel accommodations. We encourage guests and departments to use the negotiated rates with hotels linked here: Augustana Negotiated Hotel Rates
7. Receipts – In general, please include itemized receipts for all expenses. If itemized receipts are not included, the expense will not be reimbursed.  
8. Reimbursements should be submitted within 60 days of incurring expenses.