Faculty & Staff Business Travel
Overview
KSC Policy is to reimburse reasonable and necessary travel expenses incurred for authorized Keene State College travel.
This policy applies to employees and non-employees who travel on authorized KSC business, regardless of the funding source. If travel is being charged to a sponsored project whose terms are more restrictive than those of KSC, the term of the grant or contract apply.
Special rules apply for foreign individuals who are not KSC employees, who travel on behalf of KSC either to or from the U.S. and who receive travel reimbursement.
Travel policies and procedures are subject to change at any time. Please contact the Purchasing Office if you have any questions regarding a travel policy or procedure.
General Guidelines
Purchasing Air/Rail Tickets
Please reference the USNH travel policy at the following link: Air Travel, Domestic and Foreign
Vehicle Rental
Keene State College recommends renting vehicles for short term local travel. According to KSC and USNH policy, travelers are responsible for insuring their own personal vehicles. Travelers will not be reimbursed by KSC for any accidents or injuries that occur during business use of a personal vehicle.
Enterprise Rent a Car is the University System of New Hampshire’s preferred rental car provider under contract to provide faculty, staff, students, and alumni with efficient and effective transportation options. With locations near all main campuses as well as across the country Enterprise harnesses large fleet power to meet the needs of the University System for all drivers 18 and older.
Reservations
All reservations should be made online at: Enterprise Reservation Website
Reservations can be booked at any Enterprise location or at National brand airport locations through the online portal only. Please do not make reservations through the phone or in person without prior approval as it may not capture the contracted prices. National provides frequent flyers with an express check-in/check-out option for added value.
Due to the limited availability of rental vehicles in the Keene area, reservations should be made as far in advance as possible. Please book any Spring Break travel, or group trips in advance as well. There are no cancellation fees if needing to cancel or change, but please notify the office with as much notice as possible.
| Vehicle class | Daily Rate |
|---|---|
| Economy Sedan | $31.76 |
| Intermediate Sedan | $33.34 |
| Full-size Sedan | $36.23 |
| Minivan | $57.75 |
| 12-Passenger Van | $115.50 |
| Cargo Van | $55.65 |
| Standard SUV | $54.60 |
| Full-size SUV | $85.05 |
| Full-size Pickup | $73.50 ^ |
^ Full-size pickup truck rentals are only with preapproval, they are not covered under the MasterCard Insurance.
Please note: If payment is made via Pcard do not take CDW insurance. Card offers protection.
Taxes & Fees
Taxes will appear on all reservations but will be removed at the time of payment for all college/university travel. NH based rentals will incur an additional $3 vehicle license recovery fee (subject to change). Airport locations and out of state rentals are subject to additional location-based fees.
Insurance
Renters are advised to DECLINE all insurance options provided by Enterprise. The primary method of insuring rental cars at USNH is through the Purchase Card (PCard) program and secondary coverage is provided through the USNH Vehicle Insurance Policy. No coverage is provided for leisure travel.
Mileage Restrictions
New: All listed vehicle classes include UNLIMITED free miles.
Greenhouse Gas Emissions Off-Set
Enterprise offers a Greenhouse Gas Emissions Off-Set of $1.25/rental which is not a USNH allowable charge. Travelers are advised not to select this option when making a reservation.
Tolls
Enterprise has EZ-Pass automatic toll transponders available for out-of-state travel at all airport locations and offices in Durham, Keene, Plymouth, Hooksett, and Concord. Rental cost for the device is $3.95/day with a maximum of $19.75/rental which is paid to Enterprise. All toll charges incurred on these EZ-Passes will be billed to the same credit card as the rental through the Highway Toll Administration within 10-15 days. Invoices are available at http://www.htallc.com or by calling (877) 765-5201. In-state travelers are advised to pay cash for all tolls and follow the USNH travel policy for reimbursement. Toll charges will come through 2-3 weeks after your travel.
Contacts
Keene State Campus Contact
Kate Yannacci
(603)358-2021
kate.yannacci@keene.edu
Brian Downing
(603)358-2045
brian.downing@keene.edu
Keene Enterprise Office
Ryan Drown – Branch Manager
(603)358-3345 (select option 4 at phone tree, then 2)
Ryan.m.drown1@ehi.com
Additional Support – Car Availability/Booking Issues
Liz Betz
(781)752-8395
Elizabeth.e.betz@ehi.com
Ground/Transfer
Travelers requiring transportation from home to the airport or from the airport to home can make arrangements through Thomas Transportation - 352-5550 (www.thomastransportation.com) or Adventure Limousine & Transportation - 357-2933 (www.advlimo.com). We strongly encourage you to call regarding their rates BEFORE booking your trip as they may change without notification.
Lodging
KSC approved travel agencies, Accent or Milne Travel, can assist in making lodging reservations or traveler is free to make his/her own arrangements. KSC will reimburse for lodging, taxes and Wi-Fi providing the site in secure. Personal expenses, such as room service and in room movies are not considered reimbursable expenses. Payment can be made with a KSC Pcard or personal credit card. Reimbursement is done at completion of trip. Note: Do not fax a copy of the front/back of you KSC Pcard to hotel.
Mileage Reimbursement (Personal Vehicle)
Mileage rates are set in accordance with IRS and KSC regulations. Current reimbursement rate for KSC is $0.62.5 cents per mile for personal vehicles being used for college business. This mileage rate is in lieu of all actual operating expenses such as fuel, oil and insurance, etc. Tolls and parking expenses may be claimed as an additional expense. Personal use, parking tickets, accidents and theft losses are not reimbursable.
Note: According to KSC and USNH policy, travelers are responsible for insuring their own personal vehicles. Travelers will not be reimbursed by KSC for any accidents or injuries that occur during business use of a personal vehicle.
Purchasing Card (Pcard)
The purpose of the Purchasing Card program is to establish a more efficient, cost-effective method of making small dollar and travel related purchases, with the exception of air/rail expense. Under this program, the cardholder has direct contact with the vendors. Whenever possible, a card holder should make every effort to purchase from KSC/USNH vendors or preferred suppliers where a contractual KSC/USNH relationship exists on behalf of the university. If a particular product or service is not available through the university or a contracted vendor, the card holder may choose a qualified supplier. More information can be found at www.keene.edu/purchasing/pcard_program/.
Travel Advances
Cash advances are processed through the Business Office:
www.keene.edu/office/business/support/forms/.
Expense Reporting
Travel Expense reporting is processed through the Business Office, www.keene.edu/business/. All travel related expense questions should be directed to the Business Office.
Reimbursable Expenses generally include but are not limited to:
- Personal Vehicle Mileage
- Business Meals, including tips of 15% - 20% (Please see details)
- Lodging expenses, with Folio receipt
- Air/rail charges from personal funds
- Other miscellaneous travel expenses
Non reimbursable expenses include but are not limited to:
- Alcohol
- Parking tickets/fines or traffic violations
- Personal expenses
- Expenses incurred by non KSC employee traveling with employee
Travel Deviations and Exceptions
- This policy includes incoming candidates, lecturers and new recruits.
- Research associates/graduate students on KSC payroll come under the same travel rules as full time employees.
- Any itineraries that include personal expenses must be reimbursed to KSC by the traveler. Contact the Purchasing Office to discuss.
- Grants contracts and research agreements have restrictions imposed by agencies (e.g. NSF, USDA). All travel and other such expenses charged to these funds should be cleared through the Office of Sponsored Research (OSPR) or Accounts Payable office.
- Should a full time faculty or staff member wish to have a significant other accompany them on their business trip, it is the responsibility of the traveler to pay the difference. No deduction is allowed for expenses paid or incurred with respect to a spouse, dependent or individual accompanying a person on a business trip.
