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Travel Procedures

Before taking any travel please make sure that each member taking travel has been entered into BANNER as "Employee/Student Vendors", prior to submitting a Request for Travel Reimbursement.

Rates Effective September 1, 2007

Mileage Rate: $0.48

Per Diem:
Out-of-Town $24.00
Out-of-State: $36.00 with Receipts
Out-of-State: $24.00 without Receipts

BEFORE OUT-OF-TOWN TRAVEL OCCURS

1. Submit a Travel Authorization request with related official information on: who/what/when and where. Optional: Direct Deposit Form
2. Refer to Travel Authorization Procedures for guidance, and DEE Local for policy information.
   Flight arrangements may be used by authorized vendors ONLY.
   Current vendors are listed at ACCD web site. (Using Key word: AIRFARE or TRAVEL AGENCY)
3. TRAVEL ADVANCES - Persons wishing an advance must submit the Authorization to Travel form which indicates estimated expenses to the appropriate bursar. Advances will not be made to employees with outstanding balances from prior travel advances. Travel advances shall not be granted for more than fifty percent (50%) of estimated travel expenses that are not prepaid (meals, lodging, and mileage). Advances for student travel shall be made up to 100% of estimated travel expenses. Advisor is responsible for clearing student's advances within 10 days of return from travel.
4. Other: Tax Exemption for Hotel Lodging
   

AFTER OUT-OF-TOWN TRAVEL OCCURS

The Traveler must provide the following documentation to the Department for processing as soon as possible.
Time constraints apply. Do not exceed 10 working days from date of return which means within your working time and the Departments working time. Refer to DEE Local for policy information.

1. ACCD Out-of-Town Travel and Expense Statement - NOTE: if actual costs exceed projected costs of Travel Authorization request by 10%, then a new Travel Authorization Request must be submitted.
2. Completed Travel Authorization request (Secured PRIOR to travel or if actual costs exceed 10%, then a newly completed Travel Authorization request goes forward with a copy of the original Travel request attached) along with related official information on who/what/where and when.
3. Receipts should be placed in CHRONOLOGICAL ORDER and the originals should be taped to a piece of paper when submitted OR a PER DIEM Statement can be submitted.
   
4. Trip Report - Department will forward all of the above documentation after initiating a BANNER DIRECT PAY with a cover DIRECY PAY TRANSMITTAL FORM.

IN-TOWN TRAVEL

Local Travel Document

OUT OF DISTRICT /OUT OF STATE TRAVEL
MILEAGE CHART