Travel Authorization and Claim

Transcription

1 I. Approvals II. Travel Authorization and Claim Processing Timelines III. Travel with Students IV. Supporting Documentation for Parts I, II, & III

2 I. Approvals A. Any conference, convention, workshop, or event that is attended off campus by employees or students requires travel authorization by: (1)Area Dean (3)College President (2)Appropriate Vice President (4) Chancellor (if out-of-state) A Travel Authorization form is used to obtain these approvals for all travel by students and employees. - A Travel Justification Memo is required, describing the travel event and funding sources.

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4 I. Approvals cont. A. The Travel Authorization form s other purpose is to detail all estimated travel expenses on Part I and authorize Cash Advance & Prepaid Expenses, which require VPA approval. -Supporting documents are required to help validate dates & times and all estimated expenses.

5 I. Approvals All Authorizations must be obtained prior to the time designated for departure (Regulation R-8341) SCC Authorizations 1. Area Dean 2. Appropriate Vice President 3. President 4. Vice President of Administration 5. Chancellor travel beyond a 500 mile radius of Sacramento

6 II. Processing Timelines Approval/Processing Step Max Weeks Division Approval, Appropriate VP Approval 1 Min Weeks 1 BSO Review, VPA Approval, President Approval Chancellor (if needed) BSO or District Part II Check Requests

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8 III. Travel with Students Use the Travel Authorization to obtain approvals for travel by students/employees AND detail travel expenses on Part I of the form that require VPA approval. Include a list with the names and ID nos. of students. Travel expenses may vary for both local and out-of-town events, which will require different ways to request payment for expenditures: 1. Expenses paid using a Travel Authorization for students that include Conference Registration, Transportation, Lodging, or Meals. 2. Admission or Catering paid directly to Vendors using a Requisition. 3. Facility Rental paid directly to Vendors using a Requisition.

9 III.1. Conference Registration, Transportation, Lodging, or Meals Paid for Students Cash Advances using Part II.A of the Travel Authorization form are requested to cover any student travel expenses, except for Registration. A faculty member or other employee travelling with students must include student s expenses in their Part II.A cash advance request (students may not receive cash advances). Similarly, prepaid Registration for a faculty member or other employee travelling with students should include student s registration fees in their Part II.B request.

10 III.1. - cont. Cash Advances using Part II.A - Options for use of Employee Cash Advance for Student Meals 1. Employee Cash Advance for Student Meal Allowance If a cash advance is disbursed to an employee for the purpose of issuing meal money to each student, the Student Travel Meal Advance form is required to be included with the employee s Travel Authorization form (part I). The form identifies each student receiving an advance and provides for their signature acknowledging receipt of meal money. 1. Employee Cash Advance to Purchase Food for Students If a cash advance is disbursed to an employee for the purpose of paying for meals on behalf of students, the Student Travel Meal Purchases by Employee form is required to be included with the employee s Travel Authorization form (part I) prior to departure. Original receipts for meal purchases are required when submitting your travel claim (part III).

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12 III.1. - cont. Conference Registration, Transportation, Lodging, or Meals Paid for Students If Part II.A or B expenses are not requested prior to departure, the faculty member or employee must submit a reimbursement claim for all student expenses paid by the employee on behalf of students. Use Part III of the Travel Authorization form to detail these expenditures.

13 III.2. Admission or Catering Paid Directly to Vendors The faculty member or employee must submit a Travel Authorization to obtain approval for the function. Include estimated expenses for Admission or Meals in Part I but do not include these expenses in Part II or claim reimbursement in Part III. 1. For prepaid Admission fees, submit a District Requisition form to the vendor, attach the vendor s invoice, and include the list of names and ID nos. for all students and employees covered. 2. To prepay for Catering to a restaurant or hotel, submit a District Requisition form to the vendor, attach the vendor s invoice, and include the list of names and ID nos. for all students and employees covered.

14 III.3. Facility Rental Paid Directly to Vendors The faculty member or employee must submit a Travel Authorization to obtain approval for the function. Facility Rentals and Deposits should always be paid directly to the vendor by the college/district and not advanced or claimed for reimbursement by an employee. 1. For a prepaid Facility Rental, submit a District Requisition form to the vendor, attach the vendor s invoice, and include the list of names and ID nos. for all students and employees.

15 IV. Travel Authorization and Claim - Supporting Documents Part I 1. Dates and Times A conference brochure/announcement, meeting agenda, or event flyer that includes the To/From dates, times, and location. 2. Transportation Air - Airline ticket quote (preferred) or estimate Indicate CalTravelStore if using the college s travel agency to book airfare Private vehicle - Mapquest/Google Maps directions with mileage total 3. Lodging Paid at the SINGLE OCCUPANCY rate for the conference site. Attach a quote or printout that includes total daily rate plus taxes. 4. Registration attach the completed registration form that includes the conference dates, location, payee, and due date. 5. Meals See #1 above. See back of Travel form for Meal Allowance times. Exclude conference meals that are included in the registration payment. 6. Other Other TRAVEL expenses that aren t specified in A,B,C,D, or F. Only include expenses that are supported by an original receipt. Do not include supplies or materials purchased during travel (books, memberships, etc.) 7. Incidentals Additional expenses up to $5/day. Destination and transportation mode must justify additional expenses such as meter parking, airport-related tips, exc.

16 IV. Supporting Documents Part I Dates and Times A conference brochure/announcement, meeting agenda, or event flyer that includes the To/From dates, times, and location.

17 IV. Supporting Documents Part I Transportation Air - Airline ticket quote (preferred) or estimate. Indicate CalTravelStore if using the college s travel agency to book airfare. Private vehicle - Mapquest/Google Maps directions with mileage total

18 IV. Supporting Documents Part I Lodging Paid at the SINGLE OCCUPANCY rate for the conference site. Attach a quote or printout that includes the total daily rate, plus taxes.

19 IV. Supporting Documents Part I Registration attach the completed registration form that includes the conference dates, location, payee, and due date.

20 IV. Supporting Documents Part I Meals See #1 above. See back of Travel form for Meal Allowance times. Exclude conference meals that are included in the registration payment.

21 IV. Supporting Documents Part I Other Other TRAVEL expenses that aren t specified in A,B,C,D, or F. Only include expenses that are supported by an original receipt. Do not include supplies or materials purchased during travel (books, memberships, etc.).

22 IV. Supporting Documents Part I Incidentals Additional expenses up to $5/day. Destination and transportation mode must justify additional expenses such as meter parking, airport-related tips, etc.

23 IV. Travel Authorization and Claim - Supporting Documents Part II Cash Advance (minimum $100) Can be requested to receive BEFORE departure to cover any estimated travel expenses other than Prepaid Airfare or Prepaid Registration. Prepaid Registration - attach the completed registration form that includes the conference dates, location, payee, payee address, and due date. All Part I supporting documents are needed for a Cash Advance or Prepaid Registration.

24 IV. Supporting Documents Part II Cash Advance (minimum $100) Can be requested to be received BEFORE departure to cover any estimated travel expenses other than Prepaid Airfare or Prepaid Registration.

25 IV. Supporting Documents Part II Prepaid Registration - attach the completed registration form that includes the conference dates, location, payee, payee address, and due date.

26 Travel Authorization and Claim - Supporting Documents Part III Transportation Employee-paid Airfare reimbursement requests requires an original, itemized receipt showing dates and times that are consistent with the From/To information detailed in Part III. Employee-paid Rail or Bus transportation reimbursement requests requires an original, itemized receipt showing dates and times that are consistent with the From/To information detailed in Part III. Mileage reimbursement for use of a private vehicle requires printed Mapquest/Google Maps directions with mileage total. Lodging original, itemized receipts showing room charges and taxes. Do not include hotel parking, internet, room services, or other nonroom charges under Lodging. Registration Employee-paid Registration requests for reimbursement require an original receipt. Meals Allowances require support detailed in Part I 5 above. Original, itemized receipts may be submitted when requesting reimbursement for the actual cost of meals, not to exceed allowances. Other Original, itemized receipts are required for Other TRAVEL expenses not covered in A,B,C,D, or F. Incidentals Allowances require support detailed in Part I above

27 IV. Supporting Documents Part III Transportation Employee-paid Airfare reimbursement requests requires an original, itemized receipt showing dates and times that are consistent with the From/To information detailed in Part III. Employee-paid Rail or Bus transportation reimbursement requests requires an original, itemized receipt showing dates and times that are consistent with the From/To information detailed in Part III. Mileage reimbursement for use of a private vehicle requires printed Mapquest/Google Maps directions with mileage total.

28 IV. Supporting Documents Part III Lodging original, itemized receipts showing room charges and taxes. Do not include hotel parking, internet, room services, or other non-room charges under Lodging.

29 IV. Supporting Documents Part III Registration Employee-paid Registration requests for reimbursement require an original receipt.

30 IV. Supporting Documents Meals Allowances require the support detailed in Part I above. Original, itemized receipts may be submitted when requesting reimbursement for the actual cost of meals, not to exceed allowances.

31 IV. Supporting Documents Part III Other Original, itemized receipts are required for Other TRAVEL expenses not covered in A,B,C,D, or F.

32 IV. Supporting Documents Part III Incidentals Allowances require the support detailed in Part I above

33 New Travel Guidelines (estab. 4/20/17) Overnight stay for Travel outside of the District Service Area may be requested if: The employee cannot leave home before 7:00AM to arrive at conference/workshop site by the starting time. The employee cannot return home by 7:00PM from the conference/workshop site following the ending time. A special notation by the VPA is required to support your justification. Support for the Starting and Ending Times require an official Conference/Workshop Agenda