Lodging and Meals
Hotel reservations should be made through the preferred travel agencies or directly through the Travel Portal. When traveling to a conference, it is appropriate to stay at one of the hotels hosting the conference even if the rate is not the most economical available. Travelers are entitled to stay in a single room with a private bath. Upgrades to suites or executive floors are permissible if there is no additional cost. With prior approval, travelers may stay in a suite if required to conduct business (e.g. meetings, interviews, etc.). If a traveler stays at a private residence, than a gift to the host should be $75. A receipt is required for all gifts.
A copy of the actual hotel bill, with charges clearly identified, must be submitted. Babson will not reimburse for room service charges (beyond normal meal expenses) and other "extras"; i.e., movies are not a reimbursable item.
Below are the meal reimbursement amounts employees may receive on business travel.
- Breakfast - time of departure from campus or residence occurs before 7AM
- Dinner - time of return to campus or residence occurs after 7PM
- Day trip lunches are not reimbursable
Guidelines for meal reimbursement (prices listed are maximum single person totals with tip):
- Breakfast $15
- Lunch $25
- Dinner $50
Business meals are defined as meals taken with students, colleagues or donors during which specific business discussions take place. Additional information is required when identifying business meals and entertainment on the travel expense report and on the Pcard Cost Allocation Reports. The IRS requires the name of all guests, titles or affiliations of guests and the business purpose.
Meals taken with other employees are reimbursed only in the following circumstances:
- When, for confidentiality reasons, business should be conducted off College premises.
- When dining with other employees at an out-of-town conference.
- When authorized by the Department Head for reward, recognition or other appropriate business purposes.
The use of liquor should be kept to a minimum. Gratuities should be between 10% - 20%.
Telephone Calling Card
Babson issues a Paetac telephone calling card upon request. Send request to Support@babson.edu. Please allow a 24 hour turn around time. This card is used as a travel convenience from any telephone worldwide. Personal telephone calls home are reimbursable up to 10 minutes per day. Calls regarding Babson business will be reimbursed, but must be marked as such (calls home are not considered business). An original copy of the bill is required for reimbursement. Air phone is allowed only if an emergency or critical business issue is involved.
Entertainment expenses include events when a business discussion takes place during, immediately before or immediately after the event.
Individuals who travel on College business (2 days or more) may request an advance for all airline fees, seminar costs, including hotel fees if known, and 75% of all other estimated costs related to travel. Requests for prepaid expenses should be made fifteen business days in advance at a minimum.
After returning from the travel, the individual should return all receipts to the Accounts Payable Office on a travel voucher form within fifteen days after returning to the campus. An unused cash advance should be returned immediately when a trip is canceled or postponed. Babson College encourages individuals to use their Babson issued Purchasing Credit Card to pay for travel.