Employee Handbook

Employee Handbook 22 August 2023 must correspond with the actual dates the employee is to be away. If for some reason the dates change, an amended authorization must be filed; otherwise, reimbursement will be made only for the days on the authorization. Estimates for the cost of the trip should be as accurate and realistic as possible. The Application for Travel must be attached to the Travel Expense Request. Participation by the DCB faculty and staff in professional and educational conferences is encouraged as the budget permits. 28.3 Insurance Employees traveling on college business bear the primary responsibility for making sure there is adequate insurance protection, both for their own medical and personal losses in case of accident and to cover any liability for injury to others. All personnel using DCB vehicles are covered by a collision, bodily injury, and liability policy. Personal vehicles used for college-related travel are not covered by State Fleet insurance; employees should be sure they have adequate liability when using their personal vehicle. 28.4 Reimbursement Employees who are authorized to travel at DCB’s expense are required to submit a record of travel expenses on the Travel Expense Module. Employees should submit reimbursable travel expenses and per-diem in the Travel Expense Module along with uploading all required receipts after travel occurs. If meals are included in registration fees for conferences, provided by the hotel or other meetings, the related meal allowance cannot be claimed. The expense allowance for each quarter of any 24-hour period is found within the Office of Management (OMB) and Budget Travel manual, Policy 505 – Reimbursement for Meals and Lodging according to NDCC Chapter 44-08-04. This may be found at https://www.omb.nd.gov/sites/www/files/documents/financial- transparency/fiscaladminpolicy.pdf When a trip starts in one month and ends in another, reimbursement for each month’s expenses must be requested separately. All the lodging receipts should be attached in the Travel Expense Module and submitted to substantiate the portion claimed that month. All travel vouchers are audited by the State Auditing Department and any employee may be contacted for an explanation and verification of amounts shown. 29. Travel, Student 29.1 Field Trip Reports