Title: Travel and Expense Reimbursement
Number: AP 5.03
Adopted: September 2026
Purpose:
Nicolet College reimburses student, employees, and Board members (“business travelers”) for reasonable, necessary, and properly authorized expenses incurred while conducting official College business.
Definitions and Acronyms:
GSA: General Services Administration, a U.S. federal agency that helps manage how the government buys goods and services. One of the things it’s best known for is setting standard cost limits, such as per diem rates for lodging, meals, and travel, which are often used as benchmarks for grants and reimbursement policies.
Travelers: Board members, student(s)/organization, and other authorized travelers incurring travel expenses or participating in college-sponsored travel.
Public Officer: A legally designated leadership position of the College as defined under Nicolet College policy BP2.08.
Policy:
Who Does It Affect
This policy applies to travelers incurring travel expenses or participating in college-sponsored travel on behalf of Nicolet College, regardless of funding source, unless otherwise stated. Additional procedures, restrictions, and operational requirements may apply to student organization and co-curricular travelers.
Conditions and Restrictions
Travelers always represent Nicolet College while traveling on college business. Professional conduct and conservative use of college resources are expected. Nicolet College credit card holders should use their card for travel expenses whenever possible (follow 5.01 Purchasing).
Student organization and co-curricular travel is a college-sponsored opportunity and privilege. Participants represent Nicolet College throughout all travel-related activities and are expected to follow applicable travel procedures, documentation requirements, safety guidelines, and standards of conduct. Club advisors are responsible for coordinating with the Student Engagement Partner to ensure requirements are met. Additional guidelines may apply when student club or activity fee funds are used. Failure to follow established expectations may affect eligibility for travel participation, reimbursement, or future travel opportunities.
Responsibilities and Compliance
Business Travelers
Business travelers must obtain required approval before travel occurs (see Travel and Expense Reimbursement Procedure).
Out-of-state travel must be approved by the traveler’s division SLT member before any arrangements are made (see Travel Pre-Approval Form).
Board member travel requires approval from the President’s Office.
Use College funds prudently.
If any travel expenses are paid by the College prior to the trip—such as airfare, lodging deposits, or registrations— the employee must reimburse the College if the trip is canceled for reasons attributable to the employee. For example, if refundable costs are returned directly to the traveler, the traveler must repay the College for those funds.
Forms and related documentation must be submitted through Self-Service within 30 days after the expense is incurred. Requests received by Accounts Payable more than 90 days after the expense is incurred must include written approval from the traveler’s division SLT member.
Approval Workflow
All travel and expenses must follow Nicolet College’s official approval workflow electronically routed through Self-Service.
Travel Planning
Travelers must choose the most cost-effective and reasonable transportation and lodging options available. Use of a College fleet vehicle is generally considered the most cost-effective option.
Receipt Requirements
Any reimbursed purchase requires a receipt. No receipt is required for GSA meal per diem.
Standard Receipt Rules
Itemized, original receipts are required for all expenses except meals reimbursed through per diem. Digital or electronic receipts are acceptable. Travelers should retain copies of all receipts submitted.
Missing Receipt Form Requirement
If a receipt is missing or unattainable, a Missing Receipt Form must be completed.
Reimbursable Expenses
Meals (Per Diem) Meals are reimbursed using GSA per diem rates; no receipt is required. https://www.gsa.gov/travel/plan-a-trip/per-diem-rates/mie-breakdowns
For travel lasting more than 12 hours that does not include an overnight stay, travelers are reimbursed 75 percent of the applicable GSA meals and incidental expenses rate.
Meals included in conference or program fees are not reimbursable. Expenses beyond the applicable GSA allowance, including additional tips, snacks, and beverages, are not reimbursable.
Lodging
Travelers book lodging unless directed otherwise. Lodging must be reasonable in cost and proximity to business activities. Itemized receipts are required. Nicolet College is exempt from Wisconsin sales tax where the exemption applies, and travelers must provide tax -exempt documentation when available. Unavoidable sales tax paid on an otherwise allowable travel expense may be reimbursed when supported by an itemized receipt.
Transportation
Air Travel: Air travel must be the most direct and cost-effective option.
Public Transportation: Public transportation is reimbursable with itemized receipts. Reasonable tips are allowed.
Vehicles: Rental vehicles must be the lowest-cost appropriate vehicle.
College vehicles are governed by AP 6.03. Fuel and tolls incurred during authorized College travel are reimbursable with itemized receipts.
Personal vehicles are governed by AP 6.03 and are reimbursed at the GSA mileage rate. The mileage rate includes fuel, insurance, repairs, depreciation, and maintenance.
Mileage is calculated from home when leaving directly from home or from the traveler’s regular base assignment, whichever results in fewer reimbursable miles. Mileage reimbursement is provided only for business travel exceeding five miles one way. Travel of five miles or less is considered normal commuting or incidental travel and is not eligible for reimbursement.
Mileage claims must include documentation supporting the route and miles claimed.
Tolls incurred during authorized business travel are reimbursable with an itemized receipt.
If a traveler drives when another method is less expensive, such as airfare, reimbursement is limited to the cost of the least expensive reasonable method.
Miscellaneous Expenses:
Reimbursable expenses include business-related telephone and internet charges, parking fees, and tolls, with itemized receipts.
Non-reimbursable expenses include alcohol, travel for family or guests, unjustified cancellation fees, lost or stolen personal property, traffic or parking violations, gas when claiming mileage, and first -class or unreasonable upgraded travel.
Audit Requirements
The Business Office will audit reimbursement requests before payment is issued.
Training
The Business Office will be responsible for providing related training and answering related questions.