Policies and Procedures

Travel Reimbursement

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Chapter: 2
Section: 9.01
Computer Index Code: C2S09.01
Origination Date: 6/1/88
Inst. Council Approval Date: 10/12/88
 
 
Subject: Chapter 2 BUSINESS--VP FOR BUSINESS
 Section 9.01 TRAVEL REIMBURSEMENT PROCEDURES
 
 
I. PURPOSE
 
 To provide uniform guidelines and standards for the reimbursement
 of official travel and related expenses incurred by employees and
 others on behalf of Salt Lake Community College.
 
 
II. POLICY
 
 It is the policy of the College to provide equitable reimbursement
 of all reasonable and necessary expenses incurred while on 
 official Salt Lake Community College business in accordance with 
 the procedures set forth below.
 
 
III. PROCEDURES
 
 A. GENERAL GUIDELINES
 
 The following instructions supersede all previously issued 
 travel rules and regulations. Exceptions require prior 
 written approval by the appropriate vice president.
 
 1. Prior Approval - For insurance purposes, all College
 travel, whether reimbursed or not, must have prior
 approval by the appropriate supervisor.
 
  a. Overnight Travel - All overnight travel must be
 approved in writing by the appropriate supervisor 
 or designee using the Travel Authorization/Advance
 Voucher, Form 75.1, prior to the scheduled travel.
 
 b. Local Travel - Written supervisory approval for 
 all local travel must be on file with the Business 
 Office and Facilities Division. Each year the 
 department supervisors provide the Business Office 
 with a Mileage/Motor Pool Authorization, Form 75.3, 
 listing each individual approved to travel locally 
 on official College business for that department. 
  This form is required even when private vehicles 
 will be operated.
 
 c. Valid Driver's License - Insurance guidelines 
 require that anyone driving on official College 
  business must have a driver's license in their 
 possession.
 
 d. Federally Funded Travel - The Contracts and Grants
 Coordinator, or designee, must also sign off on Form
 75.1, in advance, for all travel charged to federally
 funded programs. Federal per diem rates may apply
 and supersede these guidelines. See the Contracts
 and Grants Office for more information.
 
  2. Reimbursement - It is the general intent of the College 
 to reimburse travelers for the actual and necessary 
 costs associated with travel while on approved College 
 business.
 
 3. Travel Contracts - The state has entered into travel
 contracts with certain private agencies to provide 
 central reservation services for basic airline, 
 hotel/motel and rental car needs. The College strongly 
  encourages use of these contracts. The Business 
 Office has been instructed to limit amounts reimbursed 
 to comply with these guidelines. Contact the Business 
 Office for information regarding travel agencies 
 currently under contract. Exceptions to the use of 
 state travel contracts are permitted when either pricing, 
 scheduling, or other unusual circumstances favor another 
 vendor, and the supervisor signs off on an accompanying 
 written explanation.
 
 B. COMMERCIAL AIRLINES
 
 1. General Rules - Air transportation is limited to air 
 coach or tourist class. Where special and reduced fares 
  are available and reasonably convenient, they MUST be 
 secured. Those making reservations for out-of-state 
 travel should request the least expensive air fare 
 available at the time reservations are made. It is 
 College policy that reservations be made at least 14 
 days in advance, whenever possible, to secure advance 
 booking discount fares (up to 65% below standard coach 
 fares).
 
 2. Travel itinerary - A copy of the traveler's itinerary must
 be attached to the Travel Settlement Voucher, Form 75.2.
 
 3. Discounts, Credits and Special Coupons
 
 a. Documentation - Special coupons, discount promotion
 tickets or cash awards shall be turned in to the
 Business Office by the traveler as soon as possible
 after receiving them. These coupons should be
 attached to the request for reimbursement. Cash
 awards must be deposited with the Business Office
 as soon as possible after receipt. 
 
 b. Property of Employee - Airline and hotel frequent
 flyer programs, and any other programs which give
 the employee on College business credit for hours 
 or miles flown, may be considered the property of 
 the employee.
 
 c. Cost of Frequent Flyer Credits - Employees may not
 demand alternate travel arrangements be made by the
 travel agencies to take advantage of frequent flyer
 credits when the overall cost to the College is
 higher. This policy is in effect even if the travel
 costs are reimbursable by the federal government or
 other organization. Any additional costs incurred 
 to acquire credits will be repaid to the College by 
 the employee.
 
 d. Credits - Credits earned on airline travel, or while
 staying in certain hotels, or through other programs
 by a College employee, may be used by the employee
 while traveling on College business. However, the
 employee may not be compensated for such credits.
 
 C. LODGING
 
 1. Reservations and Reimbursement - Departments are encouraged 
 to make early reservations directly with hotels specified 
 in conference brochures. If conference hotels are booked 
 and unavailable, travelers should use the reservation services 
  available through the State travel agency contracts.
 
 When room reservations are made with the conference hotel
 or through the approved travel agencies, the amount of
 expense allowed will be the actual costs. When reservations 
 are made in some other manner, reimbursement will be
 limited to actual cost not to exceed $75.00 + taxes per
 night for out-of-state travel, and $40.00 + taxes per
 night for all areas within the State. Exceptions, with
 prior approval in writing, may be granted by the appropriate 
 supervisor when lodging cannot be obtained at the above 
 stated rates because of unusual conditions.
 
 2. Lodging Receipt - A proper receipt for lodging accommodations 
 must accompany each request for reimbursement. A proper 
 receipt is a copy of the registration form generally issued 
 by motels and hotels, which include the following information:
 
 a. name of motel/hotel
 b. street address of motel/hotel
 c. town and state of motel/hotel
 d. telephone number of motel/hotel
 e. name of person or persons staying at the motel/hotel
 f. date or dates of occupancy
 g. amount and date paid
 
 3. Lodging at Other Than a Hotel/Motel - In those instances 
 where travelers elect to stay with friends or relatives 
 rather than at a motel/hotel, or use their personal campers 
 or trailer homes for official travel, the traveler will be 
 reimbursed $10.00 without a receipt, or actual expenses
 up to $20.00 per night upon presentation of a signed receipt 
 by a campground or trailer park agent.
 
 D. MEALS
 
 1. Allowance Rate - Refer to the current approved Meal and
 Mileage Allowance Table provided by the Business Office.
 
 2. Allowance Computation - In computing reimbursement for
 meals, the days of travel will be broken into four
 quarters, the first quarter being from 12:01 a.m. to 
 6:00 a.m., the second quarter from 6:01 a.m. to 12:00 
 noon, the third quarter from 12:01 p.m. to 6:00 p.m., 
 and the fourth quarter from 6:01 p.m. to 12:00 midnight.
 
 Travel commencing during the first quarter will be
 reimbursed at the full daily rate. Travel that commences
 during the second quarter of the day, that is between
  6:01 a.m. and 12:00 noon, will receive the lunch and
 dinner allowance. Travel that commences during the third
 quarter of the day, between 12:01 p.m. and 6:00 p.m., will
 receive the dinner allowance. There will be no reimbursement 
 for meal expense when travel commences during the fourth 
 quarter.
 
 Travel terminating during the first quarter does not
 qualify for meal reimbursement for that day. Travel
 terminating during the second quarter will receive the
 breakfast allowance. Travel terminating during the third
 quarter will receive the breakfast and lunch allowance. 
 Travel terminating during the fourth quarter will be
 reimbursed at the full daily rate.
 
 
 MEAL ALLOWANCE SUMMARY
 
 Commence Terminate
  Time (First Day)(Last Day)
 
Allowance when travel is from 12:01 a.m. - 6:00 a.m. Full -0-
Allowance when travel is from 6:01 a.m. - 12:00 noon L & D B
Allowance when travel is from 12:01 p.m. - 6:00 p.m. Dinner B & L
Allowance when travel is from 6:01 p.m. - 12:00 Midnight -0- Full
 
 
 3. Non-Overnight Allowances - Employees will be entitled 
 to meals when they are not away from home overnight 
 under the following conditions:
 
 a. Breakfast - When the individual leaves for a
 destination which is at least 100 miles from 
 the College and departure precedes 6:00 a.m.
 
 b. Lunch - When the employee is on officially 
 approved business that requires being away 
 from the College from 10:00 a.m. to 3:00 p.m., 
 and has prior supervisory approval. Visits to 
 SLCC satellite campuses do not qualify as being 
 away from the College.
 
 c. Dinner - When individuals leave from their 
 destination to return home, the destination 
 is at least 100 miles from the College and 
 arrival time is later than 6:00 p.m.
 
 d. Complimentary Meals - If meals are complimentary 
 of a hotel, motel, and/or association, no 
 reimbursement will be made for that portion 
 which is "free." Deductions will not be 
 required for continental breakfasts or meals 
 while in flight.
 
 e. Meals Included in a Registration Fee - If a 
 registration fee includes the value of meals 
 and/or lodging, these items will be deducted 
 according to the current approved Meal and 
 Mileage Allowance Table. See Business Office.
 
 f. Attendance at conference closing banquets is
 encouraged, and if not provided for within the
 registration package, this meal amount is 
 reimbursable in full.
 
 g. Extended Hour Meal Provision - Exempt employees
 required to work overtime without remuneration 
 are permitted a meal allowance of $4.00 for 
 weekdays when work extends three hours beyond 
 the regular workday, or on weekends for each 
 5 hours completed, not to exceed $8.00 per day.
 
 E. INCIDENTAL EXPENSE REIMBURSEMENT
 
 Allowances for meal reimbursement are all inclusive. 
 Additional expenses such as sales tax and tips are 
 considered part of the allowances shown. However, 
 travelers will be reimbursed for actual out-of-pocket 
 costs for incidental items such as room tax (unless waived), 
 baggage tips, parking fees, toll fees, taxi and bus 
 fares, etc. In addition, travelers are permitted one 
 call to their homes of reasonable length (not to exceed 
  10 minutes) for every three continuous days away from 
 home overnight on official College business.
 
 No item of expense exceeding $15.00 will be reimbursed 
 unless a written receipt is submitted with the travel 
  claim. EXCEPTION - all taxi expense claims other than 
 directly from the airport to the hotel and return must 
 be supported by written receipts. Taxis should not be 
 used if a more economical method of transportation is 
 readily available.
 
 F. REIMBURSEMENT BY A THIRD PARTY
 
 Travel expenses reimbursed by a third party (Board of 
 Education, U.S. Government, etc.) may be treated in 
 one of the following ways:
 
 1. Retain the amount reimbursed by the third party 
 and accept no College Reimbursement.
 
 2. Deposit the third party reimbursement in total 
 with the Business Office as a refund to expenditure, 
 and obtain a regular travel reimbursement. 
 
 A traveler may NOT use a combination of the two 
 options above and may not be reimbursed by the 
 College and a third party for the same trip.
 
 G. PRIVATE VEHICLES
 
  1. Use of a Private Vehicle Instead of a College 
 Vehicle
 
 a1. Because of substantial savings to the College 
 from the use of motor pool vehicles, especially 
 on longer trips, motor pool vehicles should be 
 used if available. Supervisors should closely 
 scrutinize and approve all requests for use of 
 private automobiles within their respective 
 departments.
 
 a2. When purchasing gas for motor pool cars, use 
 state provided stations whenever possible. 
 A list of state gasoline outlets will be 
 maintained in each vehicle glove box.
 
 a3. When other stations must be used, please use 
 self-service facilities.
 
 b. Reimbursement Rate - Authorized use of a 
 private vehicle for official College business 
  will be reimbursed at the current rate. Refer 
 to the current Meal and Mileage Allowance Table 
 provided by the Business Office.
 
 This rate is all inclusive, and additional minor
  expenses such as parking meter usage will not be
 allowed unless approved in writing by the 
 supervisor. Damage to a traveler's personal auto 
 is the responsibility of that individual or his 
 insurance company. The College reimbursement rate 
 includes an amount for the cost of insurance of a 
 personal auto. However, a liability claim against 
 a traveler in excess of limits carried by the 
 traveler in his/her personal automobile policy, 
 is subject to the higher limit liability coverage 
 of the State Risk Management Pool.
 
 c. Mileage Computation - Mileage will be computed
 based on the latest official state road map and
 will be limited to the most economical, usually
 traveled routes.
 
 d. Documentation - An approved Form 75.4, Mileage
 Reimbursement Voucher, will be submitted to the
 Business Office for budget and calculation review,
 payment processing and audit documentation.
 
 e. In-State Travel should be coordinated to reduce 
 the number of vehicles traveling to the same 
 destination.
 
 2. Driving a Private Vehicle Instead of Flying
 
 a. Approval - A traveler may choose to drive instead
 of fly when approved by the department supervisor. 
 If the traveler drives a personal or College owned
 vehicle, total costs may not exceed normal advance
  discount airfare plus allowable expenses for the
 same period of time that would have been required
 had the employee flown.
 
 
 b. Reimbursement - If the traveler drives a privately
  owned vehicle, reimbursement will be at the 
 currently approved mileage rate, or advance 
 discount airplane fare, WHICHEVER IS LOWER, unless
 otherwise approved by the department supervisor. 
  In addition, allowable amounts for meals and 
 lodging will be paid for the same period of time 
 that would have been required had the employee flown.
 
 c. Travel Time - If travel time required to drive
 during the normal work week is greater than that
 which would have occurred had the employee flown,
 excess working hours taken will be listed as annual
 leave or other appropriate category on an Absence
 Record, Form 60.1.
 
 H. RENTAL VEHICLES
 
 1. Approval - Whenever possible, use of rental vehicles
 must be approved in writing, in advance, by the department 
 supervisor, and be reserved through a State contracted 
 travel agency. Expenses will be reimbursed at the actual 
 rate charged. Any exception to advance approval must be 
 fully explained, in writing, and be attached to the request 
 for reimbursement, with approval by the department supervisor.
 
 2. Rent in College's Name - Travelers should rent vehicles
 to be used for College business in the name of the
 College rather than in their own names so they will have
 full coverage under the State's liability insurance.
 
 3. Insurance Coverage - Travelers are covered by state
 liability insurance for the full cost of loss or damage
 to rental vehicles used for approved College business
 without any deductible. Therefore, all travelers should
 waive the option to purchase additional insurance to
 cover the deductible. Insurance questions should be
 directed to the College Purchasing Office.
 
 4. In Case of Accident:
 
 a. Notify the police, sheriff, or highway patrol
 immediately.
 
  b. Do not admit liability. Do not discuss the accident 
 with anyone except law authorities and Salt
 Lake Community College personnel named below.
 
 c. Obtain the name of any other drivers involved,
 driver's license number, insurance carrier and
 agent, year, make and model of the car, license
 number, driver's address and home and work 
 telephone numbers.
 
 d. Obtain name, address, and telephone number of any
 witnesses.
 
 e. As soon as possible, report all accidents to the
 Purchasing Director, who also serves as the College
 Risk Insurance Manager. Current information and
 phone numbers are available from the SLCC Business
 Office.
 
 f. Fill out an accident report and submit it to the
 Purchasing Director, Room 150E, Administration
 Building.
 
 g. Salt Lake Community College's insurance carrier is
 the Utah State Risk Management Fund.
 
 I. PROCEDURES FOR REIMBURSEMENT
 
 1. Overnight Travel
 
  a1. American Express Card - For overnight travelers, a
 personal American Express card is available at no
 cost. Note: A brief American Express application
 form is necessary. The Business Office will
 inventory and maintain the American Express cards
 under tight security in the Administration area
 vault. Cards will be issued for trips and then
 returned with the Travel Settlement Voucher when
 the trip is completed. All College related travel
 expenses can be placed on this card. Upon return,
 the traveler files the Travel Settlement Voucher,
  Form 75.2, with the Business Office. Reimbursement
 will occur within 10 days. The employee is then
 responsible for timely payment to American Express. 
 Cards are to be used only for official College
 related expenses, and charges are to be paid in
 full within 30 days of each monthly billing.
 
 a2. Travel Authorization/Advance Voucher - Upon approval 
 of Form 75.1, the Travel Authorization/Advance 
 Voucher, employees without current access to 
 American Express cards may receive an advance 
 allowance equal to 80% of the anticipated lodging, 
  meals, and miscellaneous travel expenses.
 
 b. Timing - It is the traveler's responsibility to
 obtain approval sufficiently in advance to permit
 processing of the Travel Authorization/Advance
  Voucher in the routine manner. Submittal two full
 weeks in advance of travel is recommended. Same
 day emergency drafts are available, however, there
 will be a $15.00 handling fee per draft charged to
 the respective department.
 
 c. Travel Settlement - Within 15 days after completion
 of each trip, the traveler must submit a Travel
 Settlement Voucher, Form 75.2, on which actual
 travel times and expenses incurred are identified
 in detail. The traveler may omit receipts for
 meals or other costs for which flat rate allowances
 are established since only the allowed per diem
 rates will be reimbursed. ONLY meals for which the
 traveler is eligible for reimbursement are to be
 included. For overnight trips, a copy of the
  Travel Settlement Voucher, Form 75.1, showing prior
 approval and any advance payment must be attached
 to the Travel Settlement Voucher. If actual
 expenses are more or less than the traveler 
 received in advance, adjustment must be made 
 at the time of settlement.
 
 If final travel claims are not received in the
 Business Office within 15 days after the scheduled
 return as shown in the Travel Authorization/Advance
 Voucher, Form 75.1, the College is authorized to
 withhold the delinquent traveler's ensuing payroll
 checks until final settlement is complete.
 
 d. Approval - With the exception of the College
 President, all travel expense vouchers must be
 approved by a higher level supervisor.
 
 e. Fines - Fines and citations are not reimbursable 
 by the College unless due to improper motor pool
 maintenance or licensing.
 
 f. Written Explanations - Written explanations shall
 accompany the travel request when either of the
 following conditions exist:
 (1) Overnight travel requests do NOT arrive in
 the Business Office prior to the commencement
  of travel.
 (2) Travel requests include an expenditure for
 car rental.
 
 2. Local Travel
 
 a. Claims for travel should be consolidated and
 submitted each month but shall not exceed a 
 quarterly reimbursement period. Note: All 
 reimbursement requests for the period ending 
 June 30 MUST be submitted by July 7 due to
 fiscal year-end processing and closing 
 requirements.
 
 b. The traveler must be listed on a current 
 Mileage/Motor Pool Travel Authorization, 
 Form 75.3, filed by each department supervisor 
 with the Business Office.
 
 3. Reimbursement Summary - Local Travel
 
 Responsibility Action
 
 Department Each fiscal year supervisors must
 Supervisor complete and forward a standard
 Mileage/Motor Pool Travel
 Authorization, Form 75.3, to the 
 Business Office listing all employees 
  within the department who are 
 authorized to charge local mileage
 and/or motor pool expenses to the
 cost center.
 
  Business Office Forward copy of authorization form to
 Facilities Division and file original
 in mileage authorization file.
 
 Traveler Prepare Mileage Reimbursement Voucher,
 Form 75.4. If no other travel expenses
 were incurred, submit to supervisor for
 approval and reimbursement. If 
  additional expenses were incurred, also
 complete and attach Form 75.2 before
 submitting to supervisor.
 
 Business Office Review the Travel Settlement Voucher
 for proper approval and coding. If
 information is complete and proper,
 process for payment and retain for
 audit documentation. If necessary
 information is absent, mark the missing
 fields and return to department/ 
 traveler for necessary adjustments.
 
  4. Reimbursement Summary - Overnight
 
 Responsibility Action
 
 Traveler For all overnight travel, prepare a
 Travel Authorization/Advance Voucher,
  Form 75.1, and obtain appropriate 
 supervisory approval before traveling.
 
 Department Review each Travel Authorization/
 Supervisor Advance Voucher for propriety and 
 approve or disapprove in a timely 
 manner. If an advance is required, 
 forward original to the Business 
  Office with a copy to the traveler;
 other-wise, return original directly 
 to the traveler.
 
 Traveler Hold the original or copy of the 
  approved Travel Authorization/Advance
 Voucher, Form 75.1, until after the
 trip is over. Then submit to the 
 Business Office along with all 
 necessary receipts and a completed 
 Travel Settlement Voucher, Form 75.2. 
 Each trip must be closed out using
 both the above forms, even if the 
 balance is zero.
 
 Business Office Review the Travel Settlement Voucher 
 for proper approval and coding. If
  the information is complete and
 proper, process for payment and retain
 for audit documentation. If 
 necessary information is absent,
  mark the missing fields and return
 to the department/traveler for
 necessary adjustments.
 
 
For More Information, Contact: 
Nancy Sanchez 
Director of Risk Management
(801) 957-4041
E-mail: nancy.sanchez@slcc.edu
 

http://www.slcc.edu
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