Morgan Community College

Travel

CP 6-14

Reference State Fiscal Rules 

These procedures shall apply to all employees, officers, Advisory Council members of the College regardless of the sources of funds. It is the responsibility of the travelers, his/her immediate supervisor, and the Approving Authority to assure that all travel charged to the College is accomplished for the benefit of the College and that such travel is completed at the most reasonable cost.

Definitions

 Domestic Travel is to areas within the Continental United States including the District of Columbia.

Travel Outside the Continental United States   is all other areas.

Out-of-State Travel is to a state other than the State of Colorado.

Transportation is any travel by commercial airlines, railroad, buses, taxicabs, state-owned or leased vehicles, personally owned automobiles or airplanes or other means of conveyance.

Approving Authority is the College President or his/her designee. Those designated with approving authority for their respective areas are:

Vice President of Administration & Finance

Dean of Arts, Sciences, & Instructional Development

Dean of Applied Science & Technology

Dean of Student Success and Enrollment Management

Dean of Institutional Advancement

The College President is the approving authority for out-of-state travel. Travel for those designated with approving authority shall be approved by the College President.

Travel at No Cost to the College relates to travel which occurs in connection with College functions, but which is reimbursed directly to the College official or employee by non-college organizations. Such travel shall be approved in writing by the approving authority.

Prior Approval to Travel

Domestic Travel

Prior authorization by the approving authority is required for domestic travel.

Out-of-State Travel

The President of the College shall be responsible for granting prior written authorization for all out-of-state travel.

Travel Outside the Continental United States

All travel outside the Continental U.S. shall be approved in advance in writing, by the Approving Authority and the College President. Whenever travel is funded in whole or in part by state appropriated funds there shall be in addition the advance written approval of the System Office President.

Procedures

Prior to

Commencement of Travel

Traveler:

  1. For Out-of-State travel, the Out-of-State Travel Request and Authorization Form and a request to Encumber Travel Funds must be filled out prior to making any travel arrangements and purchase of airline tickets.

  2. If a registration fee is to be paid prior to the commencement of travel, or if travel advance is requested, prepare a Request for Travel Advance Form. The completed registration application forms must be attached to the Request for Travel Advance Form or a Request for Payment.
  3. The completed forms must be approved by the immediate supervisor and the appropriate Dean or President a minimum of three weeks prior to date of departure.
  4. The employee will make scheduling arrangements for airline tickets directly with the approved College travel agency. Information on the approved College travel agency may be obtained from the Accounting Department.  All airline purchases are restricted to city/pair agreements.  If a lower rate can be obtained outside of city/pair the agreements, the purchase may be approved by the College.  The employee should contact the accounting office for prior approval.
  5. The travel advance check may be picked up in the Accounting Office on the date requested.

Cost Center Director/Supervisor

  1. Sign and date the forms before forwarding to the appropriate approving authority or return forms to the originator denying the request, or request additional information from the originator.

  2. Sign and date the Request for Travel Advance Form before forwarding it to the Accounting Office or return the Travel Advance Form to the originator requesting additional information.
  3. For out-of-state travel, sign and date the Out-of-State Authorization Form before forwarding to the President's Office, or return the Authorization Form to the originator denying the request, or request additional information.
  4. Ensure sufficient funds are available for this request.

President

  1. Sign and date the Out-of-State Authorization Form before forwarding to the Vice President of Administration or return the Out-of-State Authorization Form denying the request, or request additional information from the approving authority.

  2. If an Out-of-State request is denied, notify the Vice President of Administration, the Controller, and the Originator in writing.

Accounting Office

  1. Prepare a voucher for any advance requested and forward for preparation of a warrant. Ensure that it is not for more than 75 percent of the requested out-of-pocket expenses.
  2. Give priority to all requests for Registration Fees by processing them within 72 hours of receipt of all necessary documents. Ensure the registration application forms are mailed with the check or warrant.

 

Travel Advance

  A traveler may request a travel advance not to exceed five hundred dollars ($500).

After estimating travel expenses as accurately as possible, a travel advance may be requested for a maximum of approximately 75 percent of the miscellaneous or out-of-pocket expenses that will be incurred. This will help avoid the problem of the employee having to repay an advance which was more than actual expenses.

 

Transportation Method

The most economical transportation which will satisfactorily accomplish the College's business shall be used.

 

  1. Use of Commercial Airlines - Travel by commercial (economy or coach class, if available) airplanes, charter airlines, or rented aircraft, may be authorized by the Approving Authority when the use is of definite advantage to the College. A reservation shall be requested as far in advance as possible to aid the college in taking advantage of discounted airfares. The traveler must make arrangements through the agency(ies) designated by the College and must complete a Request for Travel Authorization form before the reservations are made. Please contact the Accounting  Department for a list of authorized agencies. The College may not be liable for payment of travel expenditures if these procedures are not followed.

  2. Use of Leased Aircraft - No employee may lease an aircraft without the prior approval of the Approving Authority and the Colorado Air Transport section of the Department of Public Safety.

  3. Use of State or College Automobiles - A State owned or College owned vehicle should be considered for all travel.

  4. Use of Privately Owned Automobile - The reimbursement rate shall be twenty-eight cents (28) per mile. When the Approving Authority judges the use of a privately owned vehicle to be of benefit to the College, or in the case where a state owned vehicle is not available, reimbursement is allowable for the mileage traveled.  When travelers are sharing the use of a privately owned vehicle, reimbursement is allowable only once.

 

When the traveler elects, for personal preference, to use a privately owned vehicle, for the allowable air transportation, plus applicable taxi expense to the authorized destination, lodging and meal allowances will be allowed for the time that would have been required to make the trip by commercial air. Any extra working days necessary for making the trip by privately owned auto over the number of days required to make the trip by commercial air will be charged to annual leave.

 

  1. Rental or Lease Car - Use of a rental or lease car may be authorized by the Approving Authority when it is essential to conduct State business and a State-owned or privately owned vehicle is not available or practical to use. Whenever possible and feasible, all persons traveling on State business are to utilize car rental companies participating in a corporate rate program with the State. Liability insurance should be purchased when renting or leasing a car. Collision damage waiver insurance should not be purchased when renting or leasing a car when coverage is provided by the corporate credit card.

 

Expense Reimbursements

 

Expense Reimbursements Not to Exceed Meal Allowance Plus Actual Cost of Lodging

When travel extends beyond one calendar day the traveler may claim the actual cost of lodging (not to exceed the maximum allowed), plus the state allowance for meals which would normally be eaten during the time the individual was in a travel status. No reimbursement may be claimed for meals furnished at no additional cost to the traveler. Receipts for lodging shall be obtained and submitted with the travel expense form when requesting reimbursement. Receipts for meals are not required.

Travel wholly within a single day - If travel is wholly within a single day, reimbursement for lunch while away from the duty station will not be allowed. If, however, an employee leaves his or her home on official business prior to 5:00 a.m. and/or remains away from his or her home after 8:00 p.m., and official business requires the employee to extend the workday, the approving authority may allow meal allowance for breakfast and/or dinner for the traveler. If a meal -breakfast or dinner- is claimed for travel wholly in one day, the claim must be turned in to the Controller to be reimbursed through payroll.  This will be reportable income for the employee

General Lodging, Meal, and Miscellaneous Allowances

 Employees authorized to travel on official business shall be entitled to reimbursement within a reasonable time, generally considered no greater than thirty (30) days following the submission of a correctly completed reimbursement form for the following:
  1. Domestic Rates.  The following shall apply for all travel destinations within the Continental United States including the District of Columbia (except high cost metropolitan areas):
  1. Lodging -  The approving authority may require employees to use designated lodging facilities in high cost areas to assist the agency in controlling the cost. Receipts for lodging are to be furnished and attached to the request for reimbursement.

  2. Per diem - A per meal allowance including tax and tip and incidental expenses as stated in the current Fiscal Rules.

  Rates effective 12/1/00

Per Diem Rate

Base

High Cost

Breakfast

6.50

7.50

8.50

9.50

 9.50

Lunch

7.00

8.00

9.00

10.00

 12.00

Dinner

16.50

18.50

20.50

22.50

 24.50

Daily Total

$30.00

$34.00

$38.00

$42.00

$46.00

High Cost Metropolitan Areas are listed in the current Fiscal Rules.  this information is available from the Accounting Office.

Miscellaneous Allowance - Board or Commission Members

Board or Commission Members who donate their services to the College are entitled to actual reasonable costs of travel expenses as provided by statute. They may be reimbursed for child care services.

The approving authority must determine the need for child care reimbursement. Reimbursement may not be made to a family member and receipts must be furnished. The child care provider must submit a completed W-9, furnished by the Accounting Office before payment can be made.

 

Lodging and Meal Allowances for Travel Outside the Continental United States

 The current per diem rate established by the Federal Government will be allowed for authorized travel outside the continental United States. These per diem rates apply upon departure from and until return to the United States. Current rates may be obtained from the accounting office or the Traffic and Travel Services Unit of the United States Government, General Services Administration, Denver, Colorado.

 

Special Plan When Employees Furnish Their Own Lodging or Meals

 When an employee furnishes his/her own lodging and/or meals (such as cabin, travel trailer, camping equipment, or food for cooking), any allowances for lodging and meals must be in accordance with a plan approved by both the approving authority and Controller and attached or referenced on the travel expense form.

 

Reimbursement Disallowances

 When overnight accommodations are furnished at no extra cost to the traveler (i.e., room furnished as part of the registration fee), no reimbursement may be claimed for lodging. When meals are included in a registration fee, transportation fares, official functions, or are otherwise furnished at no additional cost to the traveler, no reimbursement may be claimed for such meals.

 

Inclusions and Exclusions of Authorized Expenses

 In addition to meals and lodging, the following actual expenses incurred as a necessary part of approved travel may be claimed.

  1. Registration fees (receipt required)

  2. Official telephone calls (receipt required for any single call of $25.00 or more)

  3. Commercial transportation cost actually paid by the traveler (may include up to 15 percent tip for taxi). Receipt required if over $25.00.

  4. Parking Fees (receipt required if over $25.00)

  5. Mileage for approved use of private vehicle.

  6. Rental car cost (receipt required)

  7. Road Toll charges

  8. Tips - a reasonable amount for: porters and bellhops (tips paid in conjunction with meals are included in the meal allowance and cannot be claimed separately)

  9. One personal call, not to exceed 5 minutes in duration, for each full day of travel

  10. Camping site fee paid by the traveler (receipt required if over $25.00)

The following expenses are not authorized for reimbursement:

1. Entertainment expenses

2. Personal expenses such as laundry, valet service, etc.

3. Travel insurance

4. Alcoholic beverages

5. Lunch when travel is wholly within a single day

6. Political expenses paid by the traveler

7. Cost of traffic fines and traffic tickets

Travel Costs reimbursed by a Non-State Entity

 In limited instances, employees may be invited to attend committee meetings, seminars, conferences, etc., where their travel expenses are reimbursed directly to them by the sponsor. In such instances, it is proper for the employee to accept such travel reimbursement if the following criteria are met:

  1. The travel is approved, in writing, by the approving authority.

  2. It is the policy of the sponsor to reimburse individual attendees directly for travel expenses.

  3. The College is not involved in the reimbursement process in any manner, such as a travel advance or the purchase of airline tickets.

  4. The amounts involved will not be charged back to the College by the sponsor.

Otherwise, all employees of the College are to be reimbursed for travel costs according to this procedure and are not to receive reimbursements from another source as an option.

 

Travel Allowances for Job Applicants

 In order to obtain the best qualified individual for a given position in the State it may be necessary to pay interview related travel expenses for job applicants. At the discretion of the chief executive officer, or a delegate, such travel expenses may be reimbursed to the applicant at the per diem rate established by the State Controller for State employees.

 

Reimbursement

 

 Requests for travel reimbursement will be made on forms prescribed by the Controller and are available in the Accounting Office.

All travel expenses incurred must be reported each month, recorded on the proper forms and submitted for reimbursement on a monthly basis.

Procedures

After Completion of Travel

Traveler:

  1. The traveler must submit a Travel Expense Form with the appropriate signatures to the Accounting Office by the fifth (5th) working day of the month following the month in which the travel ended. All travel expenses must be reported each month, recorded on the Travel Expense Form and submitted for reimbursement on a monthly basis.

  2. Complete the Travel Expense form recording actual expenses incurred. Attach all required receipts.
  3. If the travel advance received was more than the actual expenses incurred, the traveler must must pay the difference in the Bookstore and attach the receipt to the form..
  4. Obtain signatures of the immediate Cost Center Director/ Supervisor and appropriate approving authority before forwarding to the Accounting Office.

Cost Center Director/Supervisor:

  1. Sign and date the Travel Expense Form before forwarding to the appropriate approving authority or return the Travel Expense Form to the originator denying the reimbursement, or request additional information from the traveler.
  2. Ensure sufficient funds are available for this reimbursement.
  3. Ensure the Travel Expense Form is submitted to the Accounting Office by the fifth (5th) working day of the month following the month in which the travel ended..

Approving Authority

  1. Sign and date the Travel Expense Form before forwarding to the Accounting Office or return the Travel Expense Form to the Cost Center Director/Supervisor.
  2. Ensure sufficient funds are available for this reimbursement.
  3. Ensure the Travel Expense Form is submitted to the Accounting Office within a month following the travel.

Accounting Office

  1. Ensure that the Travel Expense Form is received with the required receipts and/or personal check attached. Any incomplete Travel Expense Forms will be returned to the traveler for correction. Verify all computation on approvals on the forms.
  2. Submit a voucher for payment of any balance due the traveler within five (5) working days of receipt of all necessary documents.

 

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