Expense Reimbursement Policy
It is the policy of The POGIL Project to reimburse individuals for authorized project-related expenses. The policy below applies to members of The POGIL Project who travel on authorized Project business or who incur other pre-authorized expenses on behalf of the Project.
Reimbursement Forms
Completion of The POGIL Project’s Reimbursement Form is required for expense reimbursement. A copy of this form may be downloaded below and will be sent to you by your office contact via email. All original receipts will need to be included with the form along with one photocopy of all receipts. Reimbursement forms and receipts must be submitted to The POGIL Project National Office within thirty days (30 days) after the date in which the event occurred otherwise expenses will not be eligible for reimbursement.
Reimbursement forms should be mailed to your Event Planner at:
The POGIL Project
Franklin & Marshall College
P.O. Box 3003
Lancaster, PA 17604-3003
Making Travel Arrangements
Project travel arrangements are generally to be made through Travel Time Travel Agency, Inc. Your contact at The POGIL Project National Office will be able to provide you with the email when your travel is approved.
Allowable Expenses
Air-Travel—Air travel will be booked in coach/economy class via our travel agent. When directed by your contact at The POGIL Project National Office to make plane reservations with our travel agent, reservations should be made as early as possible to take advantage of advance purchase discounts. When reservations are made through the travel agent, The POGIL Project National Office is billed directly at no out of pocket expense to the traveler. Air travel should not exceed $400 per trip. If a plane flight needs to be cancelled, it is the responsibility of the individual to contact the travel agent and cancel the flight, as well as notify The POGIL Project National Office contact of the cancellation.
Baggage Fees—Baggage fees imposed by the airlines that do not exceed weight and other established limitations are a reimbursable expense.
Train Travel—Travel by train should be booked and tickets purchased directly through Amtrak unless The POGIL Project National Office has approved the services of Travel Time Travel Agency, Inc.
Meals—Reasonable costs for meals are reimbursable while traveling on pre-authorized Project business. Employees will not be reimbursed for the cost of alcoholic beverages. Please note that when submitting food receipts, an itemized bill needs to be included with your food receipt. If an itemized receipt is not received, we will not be able to reimburse the expense.
Entertainment—In general, entertainment expenses are not reimbursable. Any unusual circumstances should be pre-authorized.
Lodging—For Project business that requires an overnight stay, reservations should be handled through your contact at The POGIL Project National Office. In the event that the overnight stay is not needed, it is the responsibility of the individual to cancel the room directly with the hotel and notify The POGIL Project National office contact
Parking Fees—Reasonable parking fees will be reimbursed by the Project. Long-term airport parking should be used for overnight trips.
Public Transportation—The cost of intra- and inter-city travel expenses are reimbursable. For special events, The POGIL Project National Office will communicate acceptable dollar limits on an event by event basis.
Use of Personal Automobile—If a member is authorized to use a personal auto for Project business, the employee will be reimbursed based on mileage. Reimbursement will be at the rate established each year by the IRS for business travel expense reporting. The current rate, effective July 1, 2011 is 55.5 cents per mile for travel after July 1, 2011. The POGIL Project National Office will reimburse up to $350 for mileage. Longer distance travel should be either via air or public transport.
Use of a Rental Car—The cost of a rental car will be reimbursed. A request should be made for a compact or mid-sized car whenever possible. If there are a number of individuals traveling together, a larger car is acceptable.