Travel Reimbursement (Procedure 5.0550)
|Based on board policy number and Florida Statute: ||Effective Date:
|1001.65; 1001.64; 112.061 F.S.
To provide a procedure for reimbursement to employees, Board members, students and other authorized persons for travel expenses.
- Authorized Persons: Travel expenses for authorized persons, defined as college employees, Board members, volunteers, consultants, students participating in approved student activities, or a person who is a candidate for a position, are limited to those actual and necessary expenses incurred, or to a per diem allowance, in the performance of college business.
- Authorizations/approvals: All travel, with the exception of daily incidental travel, must be authorized and approved in advance by the department budget manager or divisional vice president. All out-of-country travel requires prior approval of the President and the Board of Trustees. Daily incidental travel requires department budget manager approval prior to reimbursement. A person who is to be reimbursed for travel expenses by an agency other than the College is not authorized for reimbursement by the College.
- Official Headquarters: The Official Headquarters is defined as the place or office provided by the College to which the employee is regularly assigned and to which he/she returns upon completion of special assignments. For the purpose of requesting travel expenses, the beginning point of travel is the official headquarters of the employee. Personnel who are assigned duties for the convenience of the College at two or more sites may be reimbursed for travel between the sites in accordance with official mileage charts. If travel is required to attend a temporary duty assignment before or after employee's normal duty hours, travel may begin at home.
- Travel Forms: All requests for travel reimbursements must be routed through the proper authorization process on the appropriate travel form as noted in the "Seminole State College Travel Manual". Proper justification and benefit to the College must be disclosed on the forms.
- Travel Expenses: All facets of travel are to be by the most efficient and economical means. With the exception of meals, all expenses require an original receipt in order to be reimbursed to the traveler. Travel arrangements are the responsibility of the traveler and must be by the most direct route. The following types of expenses are eligible for reimbursement (see Travel Manual for additional details):
- Transportation-Commercial Common Carrier, rental vehicles, privately owned vehicles. Mileage reimbursement is based upon Florida Statutes.
- Meals-Meals will be reimbursed at the statutory per diem rate as shown in the Travel Manual.
- Lodging-Lodging will be paid at the per diem or actual rate as allowed by Florida Statutes and as stated in the Travel Manual.
- Registration and seminar fees.
- Other-Taxi fare, tolls, parking fees, communication expenses, reasonable tips and gratuities.
Reimbursements for travel expenses will be provided at the rates determined by Florida Statute.
- Travel Advances: Certain travel expenses may be requested in advance such as airfare, lodging, student meals, or seminar registration fees. The traveler must provide an accounting of these advances via the appropriate travel form within 30 days of trip's end.
- Trip Cancellations: The traveler must notify the Travel Section of the Finance/Budget Office if a trip has been cancelled if any College funds have been encumbered or requested.
- Travel Manual: The Office of Finance and Budget will maintain a current Travel Manual for access and use by all College employees.
||President, E.Ann McGee