Reimbursement Procedures
1
. EXPENSE REIMBURSEMENT FORMS SHALL BE SUBMITTED as soon as possible after actual
expenses have been incurred. No reimbursement will be honored if submitted after 90 days of the
incurred expense.
2. ORIGINAL RECEIPTS ARE REQUIRED. Attach all receipts for airline travel, baggage fees, car rentals, parking,
hotel bills and meals.
3. TRAVEL BY COMMON CARRIERS (airplane, train, bus, boat, etc.) will be reimbursed at the
ROUNDTRIP ECONOMY OR COACH CLASS RATE, plus the necessary expense to and from the place of de-
parture of the common carrier.
4. PERSONAL AUTOMOBILE MILEAGE usage, if requested, is authorized at the current IRS-approved rate
(56 cents per mile) by the most direct route. The maximum allowable reimbursement, including en
route ex- penses, may not exceed the published roundtrip coach class air fare to and from the site of the meeting.
5. CAR RENTAL requires advance authorization by the Commission or institution.
6. UNREIMBURSED EXPENSES include items not directly related to SACSCOC business, such as
telephone calls, lodging and meals for family members and guests, movies, entertainment, etc.
PAYMENT OF UNREIMBURSED EXPENSES: If you are authorized to sign the hotel bill on check out, pay
for unreimbursed expenses at that time and have the hotel deduct this from the final bill sent to SACSCOC. In
other cases, unreimbursable expenses are to be deducted from the total of expenses.
TO EXPEDITE
PROCESSING
Please submit the expense voucher within seven days. Before mailing the completed voucher, please make certain that
you have:
•
Signed the voucher
•
Checked the totals
•
Attached all receipts (We require receipts for airline travel, baggage fees, car rentals, parking, hotel bills and
meals.)
PERSONAL AUTOMOBILE MILEAGE
WORKSHEET
Highway mileage from to and return:
at 56 cents per mile =
.
(Total Miles)
MEALS (Receipts required for all meals)
DATE
Breakfast
Lunch
Dinne
Revised: Jan 2021
