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 ont. 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.

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

II. Processing Timelines Approval/Processing Step Max Weeks Min Weeks Division Approval, 1 1 Appropriate VP Approval BSO Review, VPA 2 2 Approval, President Approval 2 0 Chancellor (if needed) BSO or District 3 3 Part II Check Requests 6 8

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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 on, T Transpor ortati tion, Lodging ng, o or 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 or 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 on, Tran ansportation, Lodging, o or 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 on o or C Cater ering P Paid D Directl ectly t to Vendor ors • 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 o 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.

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.

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 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.

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.

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