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IX. Special Travel

 

Travel by prospective employees to interview at Hamilton and relocation of newly recruited personnel to Hamilton is considered Special Travel. Funds for Special Travel are limited by departmental budgets and the terms of sponsored projects. No commitment to reimburse such expenses should be made without first consulting the Dean, Vice-President, department head, or project director who is in a position to determine that funds are available and to authorize the reimbursement.

 

A. Interview Travel

 

Travel expenses in connection with recruitment and interviewing of prospective Hamilton College employees are reimbursable when properly authorized. Requirements or limitations in specific contracts and grants may be applicable to interview travel.

 

 

B. Moving Expenses

The College may authorize reimbursement of a new employee's "qualified moving expenses" up to an amount specified in the appointment letter.  Reimbursement to employees for moving expenses that fall within the Internal Revenue Service definition of "qualified moving expenses" are excluded from taxable income and are identified as follows:

  • Travel from old residence to new residence.  Travel includes transportation and lodging expenses only;
  • Expenses related to moving household good and personal property, including supplies such as boxes, tape, and packaging materials for household goods;
  • Storage charges for the first 30 days.
Although these expenses are excluded from taxable income, the amount must be reported separately on IRS form W-2.
 
It is recommended that Hamilton employees obtain cost estimates from at least two moving companies and accept the lowest responsible bid.

C. Extended Operating Advances

 

The funding requirements of certain College activities, such as research projects, group travel, and consulting and training institutes in foreign countries can be too complex, unpre- dictable, or distant to mesh easily with the procedures used generally for Hamilton travel. Departments considering operations at remote sites are encouraged to discuss their cash requirements with the Controller, ext. 4315, as far in advance as possible, so a plan can be developed that is applicable to the circumstances of the site.

 

After consultation with the Controller, requests for extended operating advances should be signed by the department head and sent to the Business Office. The initial request should specify a maximum advance amount, which should be large enough to cover travel to the site and the costs for one to three months' operation while on site.

 

Because advances represent College funds that are not available for either general College needs or investment, the outstanding balance should be no larger than necessary. In countries with currency subject to substantial and/or frequent devaluation, it is especially important to convert the minimum amount of currency. Where the local financial system is fragile, Hamilton projects should take advantage of government safeguards for accounts of non-nationals.

 

Unless other arrangements are made with the Controller, expense reports must be submitted monthly for all extended operating advances. The accounts will be considered delinquent if no expense report is made for three months, and no further advances will be allowed. As with regular travel, receipts are required when reimbursement is requested on the basis of actual expenses. (See section 5 for a discussion of required receipts and section 6 for a discussion of perdiem reimbursement.) When funds are used to pay non-Hamilton employees who are U.S.. citizens or whose services are performed in the U.S., the recipient's name, legal address, and social security number should be included on the expense report, and a bill or receipt from the recipient should be attached.