Travel Au Authori rizati tion an and Cl Clai aim I. - - PowerPoint PPT Presentation

Travel Au Authori rizati tion an and Cl Clai aim

I. Approvals II. Processing Timelines

• III. Travel with Students
• IV. Supporting Documentation for Parts I, II, & III

I. 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 (2)Appropriate Vice President (3)College 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.

I. I. Approvals s – con

• nt.
• 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.

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

• I. Approvals

• II. Processing Timelines

BSO or District Part II Check Requests Approval/Processing Step Max Weeks

Min Weeks

Chancellor (if needed) BSO Review, VPA Approval, President Approval Division Approval, Appropriate VP Approval

1 2 2 3

8

1 2 3

6

Front Back

• III. T

Travel el wi with Studen ents

• 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.

II III.1. Confer

eren ence R ce Registr trati tion

• n, T

Transpor

• rtati

tion, Lodging ng, o

• r Mea

eals ls P Paid fo 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.

III.1 .1. . - cont. Cash Advances u using g Part I II.A - Option ions f for

• r

us use o e of E Employee C ee Cash sh A Adv dvance f e for S Studen ent Mea eals ls

• 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).

III. II.1. - cont. Confer

erence R ce Registr trati tion

• n,

Tran ansportation, Lodging, o

• r Mea

eals ls P Paid fo 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.

III.2. Admission

• n o
• r C

Cater ering P Paid D Directl ectly t to Vendor

• rs
• 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.

III.3. Facility ty Rental Paid Direc ectly ly t to

• Ven

endors

• 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.

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.

• IV. Travel Authorization and Claim - Supporting Documents Part I

• 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.

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

• 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.

• IV. Supporting Documents

Part I Registration – attach the completed registration form that includes the conference dates, location, payee, and due date.

• 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.

• 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.).

• 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.

• 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

• ther 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.

• IV. Supporting Documents

Part II Cash Advance (minimum $100) – Can be requested to be received BEFORE departure to cover any estimated travel expenses

• ther than Prepaid Airfare
• r Prepaid Registration.

• IV. Supporting Documents

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

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 non- room 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

• 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

• riginal, 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.

• IV. Supporting Documents

Part III Lodging – original, itemized receipts showing room charges and taxes. Do not include hotel parking, internet, room services, or

• ther non-room charges

under Lodging.

• IV. Supporting Documents

Part III Registration – Employee-paid Registration requests for reimbursement require an

• riginal receipt.

• 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.

• IV. Supporting Documents

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

• IV. Supporting Documents

Part III Incidentals – Allowances require the support detailed in Part I above

New Travel Guidelines (esta

• tab. 4/

4/20/ 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