Travel & Mileage

• A Travel Request, Form # 14001, must be submitted and approved prior to the date of travel. Travel Request forms may be obtained from the Campus Fiscal Services Office or requested from the Purchasing Department at the District Administration Center. Approved forms must be received by the Accounts Payable Department at the District Administration Center, at least 15 working days prior to the date of travel or payment deadline. To ensure funds are available at the completion of travel, funds will be encumbered based on an estimated total cost of the travel.
• A Travel Advance and Vendor Prepayments are available for employees for out-of-town, overnight travel with expenses anticipated in excess of $100.00. Pre-payments may be issued to the appropriate vendor for registration fees, lodging and commercial transportation.
• All expenses must include itemized receipts. Itemized receipts must actually list items purchased (such as sandwich, chips, soda), date of transaction, and vendor name.
• Reimbursements for meals will be based on actual costs, not to exceed $10.00 for breakfast, $20 for lunch, and $30 for dinner including tax and up to 15% gratuity (receipts must be itemized as explained above). This is not a per diem amount and must be accompanied by receipts.
• Mileage incurred in conjunction with travel expenses must be claimed on the Travel Request form. The current mileage allowance is $ .505 per mile. Reimbursement for mileage with no other associated expenses should be claimed on a Mileage Reimbursement Claim form.
• Cancellations and Refunds are the responsibility of the employee. Return the cancelled Travel Request form to the Accounts Payable Department at the District Administration Center.
• Question regarding advances and remittances should be directed to Emelie Robb, District Administration Center Accounts Payable. 805-652-5571