The Andrew W. Mellon Foundation

            Travel and Business Expenses

The following guidelines are intended to outline the Foundation's practices with respect to business travel and related expense for non-staff, including consultants and guests (“Consultants”).   All questions and requests for clarification should be directed to the Foundation. An overriding guideline for travel related costs is that Consultants should always seek travel solutions that minimize cost to the Foundation, without imposing an undue burden on them. Any report submitted requesting reimbursement for an expense outside the policy should be accompanied by an explanation of the nature of, and reason for the exception.

1. Business travel where the cost is expected to exceed $900 must be cleared in advance by the Foundation.  Any non-travel related event or expenditure (i.e. conference, dinner, luncheon), where the expected cost exceeds $500, should likewise by cleared in advance by the Foundation.

2. Hotel Reimbursements: 

a)     In general, there is a $300 per day limit (including taxes), except when staying in a major city (such as Boston, Chicago, London, Paris or San Francisco) or at the site of a conference.  In the event the $300 limit is not possible, an effort should be made to book rooms at rates that are comparable with those available at one of the major national or international hotel chains (e.g. Marriott, Sheraton or Hyatt).

b)      The Foundation has a preferred partnership agreement with Affinia Gardens at 215 East 64^th Street which entitles the Foundation to preferred rates based on annual usage. Therefore, Consultants are strongly encouraged to use this hotel as the first choice for accommodations. Arrangements to stay at the Affinia can be made by Foundation staff.

  The Foundation will pay for the hotel room only and it will be billed directly to the Foundation.  All incidentals should be paid directly by the Consultant. If such incidentals are business related the Consultant should seek reimbursement from the Foundation.  If a Consultant stays at the hotel for additional nights, he/she must use their personal credit card for those expenses. 

3. Meals: Amounts spent on meals should meet the standard of reasonableness. All expense reimbursements that include meals with guests should include the name and title of the guest.

4. Flights:  Coach class is required for all domestic individual flights. Coach class is also required for international flights under five hours. Business class is permitted on individual international flights over five hours, when business class is available.  First class is not a permitted substitute for business class. In those limited circumstances, for individual flights over five hours, and where business class is not available, or where first class fare is less expensive than business class, first class travel may be permitted. All first class travel must be approved in advance by the Foundation. First class flights not approved in advance will not be eligible for reimbursement.

5. Taxis:  Public transportation should be utilized wherever practicable. Gratuities offered to taxi drivers should meet the standard of reasonableness (i.e. 15% to 20%).

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6. Unless specifically approved by the Foundation’s President, the Foundation will not pay for travel or business expenses incurred by a spouse in connection with Foundation business. Absent extraordinary circumstances, approved expenses for a spouse will be reported to the IRS as taxable compensation to the Consultant.

            Reporting of Expenses

Request for expense reimbursement should be submitted on a timely basis using the Foundation’s expense report.  Generally, no expense should be submitted for reimbursement which is over two months old. Receipts need to be submitted only for expenses greater than $75. Original receipts must be submitted and must document actual costs incurred. Quotes or estimates do not constitute acceptable documentation. For travel costs incurred in foreign currency, Consultants may indicate the exchange rate charged by their credit card provider.  Absent any indication of exchange rates used, Foundation staff will make a reasonable estimate of exchange rates.

            Mileage Reimbursement

             Effective January 1, 2010, the mileage reimbursement for business use of an automobile is 50 cents per mile.