Section 515 - Travel Procedures

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IN ADVANCE OF TRAVEL

Prior authorization is required for in-state travel outside of an employee’s normal job duties as well as for all out-of-state travel. An annual blanket authorization for travel routinely undertaken may be approved.

Form CW–100 is used to secure authorization by describing the purpose of the travel and outlining associated travel costs. The authorization must verify that adequate budget is available prior to travel. Travel advances may be requested with this form. See below for guidance.

The traveler is responsible for making all travel arrangements such as lodging and transportation. He/She is expected to plan ahead in order to achieve the most economical costs and practical arrangements. The following are important guidelines:

Spouse/Non-College Personnel Travel
All costs are at employee’s expense. Information regarding non-college personnel traveling with the employee should be included on Form CW-100.

College-Issued Credit Cards
Cards are intended for business use only by state employees. They may be used for: vehicle rental, air travel, lodging, rail travel, registration or conference fees, meals for overnight travel only. They may not be used for: meals without overnight travel or gas for college vehicles.

If the traveler does not have a college-issued credit card, use of a travel advance or personal credit card is advisable.

Transportation

Air Fare

Air travel requires prior administrative approval on Form CW-100. Whether paying by credit card or purchase order, a requisition to encumber funds must be completed (see Purchasing policy for additional guidance.) The traveler should compare coach rates with at least two carriers and attach written quotes to the requisition, unless using the state approved travel agency, currently Carlson Wagonlit Travel.

NOTE: Frequent flyer miles are the property of the state including those awarded for bumping.

Car Rental

Rental of a car requires prior administrative approval on Form CW-100 and is based on specific travel situations. The traveler must obtain the best rate. The additional insurance offered on rental vehicles can be declined. Instead, the traveler should request a Certificate of Insurance form from the Business Office to provide to the rental company.

College Vehicle Usage

Employees and authorized students are provided access to college vehicles for travel purposes. Vehicles must be reserved in advance. Contact Maintenance offices for further instructions.

The driver is responsible for having a valid driver’s license when operating a college vehicle. Student usage requires a copy of a valid driver’s license and a current DMV report to be filed with the Business Office.

Vehicles must be refueled at the end of travel. Payment will be made with the college gas cards that accompany the keys to the vehicle.

No smoking is allowed in the vehicles per Tobacco-free Campuses Policy.

Privately Owned Vehicle

Use of privately owned vehicles is acceptable. Exact mileage must be reported for reimbursement according to the employee’s current collective bargaining agreement. When a college vehicle is available, mileage reimbursement will be at a lower rate. Current rates are available on the network under I:\USERS\EVERYONE\SS\RATES.XLS.

Towing or repair of a personal vehicle is not reimbursable.

Lodging

A purchase order may be used for lodging, if accepted by the vendor. If the employee has a college credit card, employee lodging charges can be put on the card. If not, check with the Business Office.

Meals

Meals are reimbursed for the actual amount of the expense. Allowable maximums are determined by collective bargaining agreements. Current rates are available on the network under I:\USERS\EVERYONE\SS\RATES.XLS.

To calculate meal costs, the traveler must be traveling as follows:

Breakfast - must depart residence before 6:00 a.m.

Lunch - must be more than 35 miles from assigned campus

Dinner – must arrive residence after 7:00 p.m. or stay overnight

Meals within the work area and not in travel status require pre-approval by using Special Expenses Form F1-00023-07.

Expenditures for alcoholic beverages are not reimbursable.

Registration And Conference Fees

If the purpose of the travel is to attend a conference or seminar, fees should be included in the authorization request. Fees greater than $500 require Special Expenses Form F1-00023-07. Payment can be made with a college-issued credit card. If you do not have a college credit card, check with the Business Office. If acceptable by the vendor, a purchase order can be issued. If required, pre-payment can be made. Cancellation is allowed only for a sound business reason not to attend because fees may not be reimbursable.

Travel Advances

Advances are available for expenses estimated to be greater than $50. Request for advance requires Form CW-100. Requests must be submitted to the Business office two (2) weeks prior to the payday before travel begins. Only one (1) outstanding travel advance is allowed at any one time. Travel must be settled within five (5) duty days of returning from the trip or the advance will automatically be deducted 28 days after the end date of the trip.

AFTER TRAVEL COMPLETED

After returning from travel, the traveler must complete an Employee Expense Report, Form F1-00010-10. This form is for the purpose of reimbursing the employee for actual business expenses and for reconciling travel advances, if used. It is signed by the employee and his/her supervisor.

The following are important guidelines:

Original receipts are required for all expenses, including lodging. Receipts are not required for meals, taxi, shuttle, baggage handling, and parking meters. If a receipt is lost, a signed and notarized affidavit can be accepted in lieu of the receipt.

Reimbursable charges associated with travel include: room, tax, business use of the phone and parking. Expenses for airport parking or travel to and from airport are reimbursable. Please contact Business office for more guidance prior to incurring expenses.

Examples of non-reimbursable travel costs include: costs for non-college personnel/students, meals or lodging if covered by registration or conference fee, meals included in cost of airfare, late payment fees or interest on delinquent credit cards, costs for vacation/personal days linked to travel, and parking violation or traffic violation tickets. Please contact Business office for more guidance prior to incurring expenses.

Meals without lodging are taxable income to employees according to IRS regulations.

Lodging charges of a personal nature, such as movies, room service, fees including credit card call charges for personal calls, should be paid for separately by the traveler at check out. Some personal charges, such as phone calls, may be reimbursable according to terms of employee’s bargaining unit.

SUMMARY OF RELATED FORMS

  1. [FORM CW-100] In-state and out-of-state request to travel and request for travel advance
    1. This form gives written administrative approval for out-of-state overnight travel or overnight travel outside of normal job duties.
    2. This form is used to request a travel advance.
    3. Include information regarding non-college personnel traveling with the employee.
  2. [FORM F1-00010-10] Employee expense report.

    This form is signed by the employee and their supervisor for the purpose of reimbursing the employee for business expenses.
  3. [FORM F1-00023-07] Request for approval to incur special expenses.

    This form gives written administrative approval for expenses that would not be reimbursable under Department of Finance guidelines. Examples of special expenses are: conference or registration fees greater than $500, meals within a work area for employees not in travel status, or meals for non-state employees.

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