Procedure - Travel, Transportation and Allowances

Travel, Transportation and Allowances

The College follows all state guidelines in reimbursing employees for College-related travel. In accordance with state policy, the College requires that all travel reimbursement requests be filed for approval and payment within thirty (30) days after the travel period has ended. Travel period is defined as the calendar month during which the travel occurred.

Reimbursement may not be made for commuting between an employee’s home and his or her duty station except for temporary or part-time continuing education instructors. Mileage will be reimbursed at the amount established by the College administration not to exceed the rate set by the IRS and the Office of State Budget and Management (OSBM).

Employees are encouraged to utilize College vehicles or rental vehicles for College related travel.

If a College or rental vehicle is not available, employees may request reimbursement for use of a personal vehicle. The reimbursement rate for college related travel when a vehicle is not available will be the college mileage rate.

If a College or rental vehicle is available for travel employees may request to use their personal vehicle for college related travel. The reimbursement rate for travel when a vehicle is available will be at 50% of the college mileage rate.

The College requires that all over-night, college-related, reimbursable travel be approved at least two weeks in advance by the employee’s Vice President or supervisor and authorized by the appropriate Vice President.

Students who travel on official institutional business must be paid from funds supporting the particular organization or activity in which their participation requires travel.

Temporary or part-time continuing education instructors who travel more than 15 miles to or from a duty station for the purpose of teaching continuing education courses may be paid mileage expense if such expense is approved in advance and in writing by the President or the Vice President of Instruction and Student Services.

Adopted: January 9, 2019

Revised: October 4, 2022