MCC Techtrail

6.03.04.01 – Procedure – Financial Management 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).

When round trip mileage does not exceed 100 miles:

• Reimbursement for personal vehicle when no college car is available will be set at the federal rate. Reimbursement for personal vehicle when a college car is available will be set at 54% of the federal rate .30 cents per mile. If the destination is closer from the employees home and a personal vehicle is being used the employee will be reimbursed at the federal rate.

• When a college car is available and round trip mileage does not exceed 100 miles, reimbursement rate will be set at the Office of State Budget and Management (OSBM) rate

• When no college car is available and round trip mileage does not exceed 100 miles, reimbursement rate will be set at the Office of State Budget and Management (OSBM) rate of .30 cents per mile.

When round trip mileage does exceed 100 miles:

The reimbursement rate for personal vehicle is .30 cents per mile.

• When a college car is available and round trip mileage exceeds 100 miles, reimbursement rate will be set at .30 cents per mile.

• When a college car is not available and round trip mileage exceeds 100 miles the reimbursement rate will be set at the Office and State Budget and Management (OSBM) 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.

Adopted: January 9, 2019