Travel

Welcome Statement

The Business & Fiscal Services office is responsible for processing all College travel related documents. Fiscal Services works closely with department managers and special program managers to ensure that travel is appropriate for the funds that will be used to pay for the travel and to ensure that there is sufficient funding.

Resources

About Trip Request / Travel Claim Forms

Authorization to Drive

  • Must have clearance on file with the District Transportation Dept. to drive on District business.
  • Contact Transportation for instructions to get driver clearance (384-6142).
  • Allow at least one weeks for clearance or you may bring in a DMV printout yourself.
  • These requirements must be met whether or not you intend to submit a claim for mileage reimbursement.

Hotel Reservations

  • Provide a breakdown of all charges and obtain a confirmation number from the hotel.
  • Make sure to include the hotel name, address and phone number along with your form.

Conference Registrations

  • Attach a copy of your completed registration form(s).
  • Indicate the conference name, plus the phone number and address indicating where payment should be mailed.

Advance Payments

  • Must have an approved trip request to process advance payments.
  • If advance payments are needed for either the hotel or conference registration, please indicate on the trip request form by putting a check mark in the specified areas.

Conference Travel & Training Account Line

  • Most of you should already have these accounts in place (object code 55210 or 55232). However, if not, then please request that one be setup. This request can be directed to the Associate Director, Business and Fiscal Services or your Accounting Specialist, if applicable.
  • Prior to submitting your trip request or travel reimbursement claim, please make sure you have sufficient funds in your conference travel account or training account.
  • If you have insufficient funds, please complete a budget transfer prior to submitting your request/claim form.

Mileage Expense Reimbursement Form

Effective 1/01/2024 per IRS 2024 Standard Mileage Rate, Notice 2024-08:                

Mileage reimbursement rate for business travel is 67¢

  • Must have clearance on file with the District Transportation Dept. to drive on District business.
  • The specific purpose of each trip must be identified.
  • Use your applicable local travel account line (object code 55219) and make sure sufficient funds are available. If not, complete a budget transfer.