Travel Request and Reimbursement

The Basics

Request to Travel For In-State and Out-of-

State You must plan ahead-We recommend two weeks to get all required signatures. There are different forms for the request.

Include the following: Full Budget Code: F-O-A-P

Fill in Form Completely

Standard Mileage Chart if Applicable

Mileage calculation from Mapquest or similar print-out if applicable

Contact Eric McLain (CB) or Brenda Crowley (AC) to reserve state vehicles

Include the following (continued):

List cost of any Registration Fee

List anticipated Meal Allowance or Per Diem. $11.25 (6-12 hours) or $30.00 (over 12 hours) or $75.00 (overnight) for In-State. Out-of-State is actual cost – no Per Diem. Must turn in original Receipts

Sign the Form and forward to your Dean. Your Dean will approve the Request to Travel and forward it to the Business Office. The Business Office will approve it and forward it to the President for the final approval. Brenda Crowley will send the Request back to you.

See Attached Forms

CENTRAL ALABAMA COMMUNITY COLLEGE

REQUEST FOR IN-STATE TRAVEL

DATE OF REQUEST:

NAME:

DATE AND TIME OF DEPARTURE:

DATE AND TIME OF RETURN:

MODE OF TRANSPORTATION:  

STATE VEHICLE  

PERSONAL VEHICLE

OTHER (SPECIFY)  

DESTINATION:

PURPOSE:

 

 

ESTIMATED COST

Effective January 1, 2014: Mileage 56¢ per mile;

$11.25 meal allowance 6-12 hours away from base;

$30 allowance (over 12 hours, not overnight)

$75 per day for overnight stay

DEPARTMENT NAME:

BUDGET NUMBER:

APPROVED:

DEPARTMENT HEAD  

DEAN  

BUSINESS OFFICE  

PRESIDENT  

MEMORANDUM October 15, 2014 Amended: June 3, 2015 TO: All Employees FROM: Richard Hawkshead, Executive Vice President/CFO RE: Standard Mileage Listed below are standard, allowable distances for frequently traveled destinations. You need to use these distances when completing your travel forms. Please note that these distances are one-way. If you travel to any other destinations, please use a MapQuest or Google Maps estimate. Attach this form or your MapQuest or Google Maps estimate to your travel request as applicable. Childersburg to Alexander City 35 miles Childersburg to Heritage Trail Conference Center 15 miles Alexander City to Heritage Trail Conference Center 40 miles Childersburg to Talladega 20 miles Alexander City to Talladega 45 miles Talladega to Lincoln 15 miles Childersburg to Lincoln 35 miles Alexander City to Lincoln 60 miles Childersburg to Birmingham Jefferson Civic Center 40 miles Alexander City to Birmingham Jefferson Civic Center 75 miles Alexander City to Postsecondary Education 55 miles Childersburg to Postsecondary Education 75 miles Alex City to Millbrook (Stanhope-Elmore HS) 49 miles Childersburg to Millbrook (Stanhope-Elmore HS) 71 miles Thank you for your cooperation.

OUT OF STATE TRAVEL REQUEST(Must be typed or clearly printed)

DATE: _________________________________________________________________________

TO: President

This is to request out-of-state travel approval for_______________________________________Name of traveler(s)

for the purpose of _________________________________________________________________

__________________________________________________________________________________

in _______________________________________________________________________________City State

Mode of Transportation ____________________________________

Lodging ____________________________________

Telephone Number of Hotel ____________________________________

Date of Departure ____________________________________

Date of Return to Home Base ____________________________________

Signature(s) of Traveler(s):

ESTIMATED COST: ____________________________________

Transportation_____________________ ____________________________________Registration Fee___________________Room____________________________Meals____________________________In City Transportation Taxi____________________________ Car Rental_______________________Total_____________________________ APPROVED _________________________

SupervisorExpenses will be paid from: State Funds ( ) APPROVED _________________________ Federal Funds ( ) Dean

Charge to __________________________ APPROVED___________________________________ FUND Business Office

APPROVED___________________________________ President

CENTRAL ALABAMA COMMUNIITY COLLEGE

Remember:

If you are using a state vehicle, sign for a gas card from Nancy Fuller or Cashier and return the vehicle full.

Save any pertinent documentation; i.e. parking receipts, meeting agenda, meal receipts (if out-of-state travel) and the gas receipts if you are driving state vehicles.

Don’t forget to turn the gas card and any gas receipts back in as soon as you return. Return to Nancy Fuller or Cashier.

Travel Reimbursement

a. In-State vs Out-of-State Form (on website)

b. Vendor Numbers (Employee C Number)

c. Correct Budget Numbers Identified

d. Detailed Receipts (not just credit card receipt)

e. Timely Submission (max of 30 days except year end – 10 days)

f. Check Budgets Before Submitting for Payment (FGIBAVL)

g. Budget Amendment Request if necessary (website)

Request ReimbursementIn-State Travel

Complete Travel Reimbursement form and obtain appropriate signatures.

Include Times of Departure and Return

Include mileage, if using private vehicle (Mapquest or similar). Standard Mileage form may be included for local and between campus travel.

Attach approved Request to the Reimbursement.

APPROVED

APPROVED Name

Address

City State

APPROVED SSN

MonthAnd Date

$

day of

Above Space for Name, Address & SSN of TravelerPresident

Total Number of Miles Traveled

Department Head/Dean

Business Manager

From City/County

TOTAL PER DIEM CLAIMED

MILEAGE (# of miles x mileage rate)

TOTAL THIS EXPENSE ACCOUNT

Detail miscellaneous expense and furnish receipts w hen required. This space for departmental approval, etc. Use extra sheets w hen necessary.

Signature of Traveler

Sworn to and subscribed before me this

MISCELLANEOUS EXPENSE

Notary Public

I HEREBY CERTIFY that the travel and expense indicated hereon was accomplished in the performance of official duties pursuant to travel granted me.

POINTS OF TRAVELHour of Departure

From Base

AM PMTo

City/County

STATE OF ALABAMASTATEMENT OF OFFICIAL IN-STATE TRAVEL

Budget Unit Name

Vendor NumberAccount Number

Hour of Return to Base

AM PM

Amount Per Diem Claimed

Private Car

Miles

Request ReimbursementOut-of-State Travel

Research the permitted per diem for the city you are visiting. Go to GSA.GOV\per diem, enter the zip code or city and print the two pages M&IE BREAKDOWN to go with your reimbursement request.

Include receipts for meals, parking and other expenses that are reimbursable. Include the agenda from your meeting.

Include mileage and Mapquest if you drove a personal vehicle.

Obtain Dean’s signature and forward to the Business Office promptly for fast turn-around of your request.

Allow time to process. Remember the President must

sign the Reimbursement as well.

State Zip

APPROVED:

APPROVED:

APPROVED:Sw orn to and subscribed before me this ___________ day of ___________________. .

Datemm/dd/yy From

City/State Detail Amount

TOTALS

I Hereby Certif y That the Within Account in the Amount of

tolls, etc.

Notary Public

TO

GRAND TOTAL TRAVEL EXPENSES

Lodging

STATE OF ALABAMAStatement of Official Out-of-State Travel

Account NumberBudget Unit Name

RECAPITULATION OF EXPENSES

Signature of Traveler

President

Amount

Amount

Total other expenses such as postage, fax, telephone, parking,

Travel Expenses Emergency and Necessary Expenses Incurred in Connection w ith Travel

Commercial Transportation (incl rental car/gas)

Mileage, private car

Meals and lodging

Total Meals

SUBTOTAL TRAVEL EXPENSES

Lunch Supper

ITEMIZED STATEMENT OF NECESSARY TRAVELING EXPENSES INCURRED FOR PERIOD

Hour of Depart/ Return

Commercial Fare $

Ex.- Plane, Rental Car

Points of Travel

To City/State

Private Car Miles

Other Expense Ex.-Taxi, Parking, Fax, etc.

Total Meals & Lodging

SUBSISTENCE

Breakfast

Name

Address

City

Above Space for Name, Address & SSN of Traveler

Department Head/Dean

Business Manager

SSN

is correct, due, and unpaid.