Contact: AccountingServices@sinclair.edu
Sinclair reimburses all business-related travel costs, subject to budget availability and administrative approval. This policy has been developed within the constraints and guidelines of the Internal Revenue Service (IRS) and Ohio Revised Code (ORC). All travelers must exercise appropriate judgment when incurring travel expenses.
Questions? Call 937-512-2597.
College-paid travel supports remote short-term assignments for Sinclair’s business and mission purposes.
The President may make exceptions to this policy on a limited, case-by-case basis.
All travel for consultants/vendors should be pre-approved and included in the contract. Expenses should be invoiced after travel with appropriate receipts.
Employees and consultants (if outlined in their contract) may be reimbursed for reasonable, necessary travel costs.
Receipts are required for all expenses except mileage, metered parking, per diem meals, and minor transportation (e.g., tolls, bus/subway).
Air travel is reimbursed if it's the least expensive option. Submit an original invoice and itinerary. Avoid booking via Orbitz, Priceline, or similar sites. Seat upgrades are not reimbursed.
Lodging must be necessary and reasonable. Provide an original, itemized receipt (room and tax only). Room service and mini bar purchases are not reimbursed. Avoid third-party booking sites.
Reimbursed per IRS per diem rates (see www.gsa.gov/mie). Overnight stay is required (lodging receipt needed). Day trips are not eligible.
Per diem includes:
Expenses not included: laundry, lodging taxes, phone calls.
On travel days (departure and return), only 75% of the per diem is reimbursed. Meals already provided (e.g., included in conference fees) must be deducted.
Consultants/vendors may be reimbursed for actual meal costs with receipts, as long as they don't exceed GSA limits.
Must be necessary and reasonable.
Includes parking, business phone calls, and other necessary expenses. Receipts required for all except metered parking.