Travel Authorization and ClaimTravel Authorization and Claim

Travel Authorization & ClaimTravel Authorization & Claim

AuthorizationsAuthorizations Special Special

AuthorizationsAuthorizations Prepaid Expenses Prepaid Expenses

& Cash Advance& Cash Advance

Reimbursement Reimbursement ClaimsClaims

Allowable ExpensesAllowable Expenses ReceiptsReceipts Forms FlowchartForms Flowchart

Travel - AuthorizationTravel - Authorization

Requires authorization of dean & VPARequires authorization of dean & VPA Must be authorized Must be authorized in advancein advance Must have sufficient budgetMust have sufficient budget Conference documentation must Conference documentation must

contain descriptive language (what, contain descriptive language (what, where, when) where, when)

Travel – Special AuthorizationsTravel – Special Authorizations

Chancellor & President approval Chancellor & President approval required for:required for:• Out-of-state travelOut-of-state travel• Group travel of four or moreGroup travel of four or more• Student travelStudent travel

Exception:Exception:• In-state student travel required by course or In-state student travel required by course or

program (athletics competitions, speech program (athletics competitions, speech competitions, field trips)competitions, field trips)

Travel – Prepaid Expenses and Travel – Prepaid Expenses and Cash AdvanceCash Advance

An approved travel authorization is An approved travel authorization is required before any expenses are incurred required before any expenses are incurred or paidor paid

Prepaids and Cash advances must be Prepaids and Cash advances must be processed and issued processed and issued beforebefore departure departure

Allowable Prepaid Expenses:Allowable Prepaid Expenses:• AirfareAirfare• RegistrationRegistration

Travel – Prepaid ExpensesTravel – Prepaid Expenses

AirfareAirfare• Use the college’s travel agency to Use the college’s travel agency to

arrange for airline ticketsarrange for airline tickets The Business Office purchases ticketsThe Business Office purchases tickets Travel must be approved before tickets can Travel must be approved before tickets can

be purchasedbe purchased

Travel – Prepaid Expenses cont.Travel – Prepaid Expenses cont.

RegistrationRegistration• Requires a completed registration form Requires a completed registration form

detailing conference location, dates and detailing conference location, dates and times, cost, payment due date, and times, cost, payment due date, and name & address of agency to payname & address of agency to pay

• Must be processed and paid by due dateMust be processed and paid by due date District checkwrites every two weeks….be District checkwrites every two weeks….be

mindful of due date for registration payment mindful of due date for registration payment and allow time for all approvalsand allow time for all approvals

Travel – Cash AdvanceTravel – Cash Advance

May be requested for travel May be requested for travel expenses other than registration and expenses other than registration and airfare (if these are prepaid)airfare (if these are prepaid)

OriginalOriginal receipts are required for receipts are required for expenses covered by Cash Advanceexpenses covered by Cash Advance

Must be processed and issued Must be processed and issued priorprior to departureto departure

Travel - ClaimsTravel - Claims

Due within three business of return from Due within three business of return from traveltravel

Original receipts are required to Original receipts are required to substantiate expensessubstantiate expenses• Exceptions: Meal allowances and incidentalsExceptions: Meal allowances and incidentals

Must be submitted for:Must be submitted for:• Travel with Cash AdvancesTravel with Cash Advances• Reimbursement of employee-paid travel Reimbursement of employee-paid travel

expensesexpenses

Travel – Allowable ExpensesTravel – Allowable Expenses

Mileage for use of a private vehicleMileage for use of a private vehicle• Must fly if airfare is cheaperMust fly if airfare is cheaper

Air fare for coachAir fare for coach Lodging at the single occupancy rateLodging at the single occupancy rate

• Only room and tax, no food or servicesOnly room and tax, no food or services Meal costs, limited to district allowances Meal costs, limited to district allowances

(no receipts required):(no receipts required):• BreakfastBreakfast $9$9• LunchLunch $12$12• DinnerDinner $21$21

Travel – Allowable Expenses cont.Travel – Allowable Expenses cont.

Other Expenses (receipts required): Other Expenses (receipts required): • Hotel phone, internet, or parking chargesHotel phone, internet, or parking charges• Bridge tollsBridge tolls• Parking feesParking fees• Taxi, shuttle serviceTaxi, shuttle service• Car rentalsCar rentals

IncidentalsIncidentals• $10 per day allowance (no receipts req’d)$10 per day allowance (no receipts req’d)• Costs such as baggage handling, metered Costs such as baggage handling, metered

parkingparking

Travel - ReceiptsTravel - Receipts

Submit original receipts, not copiesSubmit original receipts, not copies Lodging receipt must itemize charges Lodging receipt must itemize charges

and show no balance dueand show no balance due Canceled checks and credit card Canceled checks and credit card

vouchers are not accepted in lieu of vouchers are not accepted in lieu of original, itemized receiptsoriginal, itemized receipts

Travel Authorization

Travel Authorization and Reimbursement

Claim

Travel Authorization and Reimbursement

Claim

Travel Authorization and Reimbursement

Claim(Part II Request)

Business Office

Travel Authorization and Reimbursement

Claim5 Part Form

District A/P(if Part II Request)

VPA(approval)

Business Office

Please allow at least two weeks for approvals and processing of prepays and/or cash advance

Division Dean (approval)

DivisionBusiness

Office

RequesterTravel Authorization and Reimbursement

Claim

Conference Documentation,

Registration Form

Registration Form

QuestionsQuestions