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Shoreline has established a Corporate Travel Account (CTA Account) to be used for purchasing airline and train tickets. Do not make your airline reservations directly with the airline carrier, due to OFM regulations the College CAN NOT reimburse you for airfare.
The Travel office will make airline or train reservations, one of the recommended travel agencies will be able to provide you with the rates for the contracted commercial carriers for your destination, or for the lowest airfare of the airline carrier for your destination. You will need this information in order to complete the Travel Requisition Form.
Once your Travel Requisition Form has been approved, the SCC Travel Desk will authorize the travel agency to charge the CTA Account and issue the e-tickets. The Travel Desk will only provide authorization if a signed/approved Travel Requisition Form has been received. A confirmation of your e-tickets will be sent to you through email or campus mail.
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State of Washington Car Rental Contract
Effective August 1, 2004
Your travel arrangements may require renting a motor vehicle for official state business. The State of Washington has a mandatory contract with Enterprise Rent-A-Car effective August 1, 2004.
This contract is available for travel in the continental United States, including Alaska and Hawaii. Local reservations must be made at least 24 hours in advance, seven (7) calendar days in advance for one-way rentals. Contract user will be authorized to use Corporate Account #45WA038 with Shoreline Community College issued identification card. A “user” is defined as an employee of Shoreline Community College.
Book car rental as follows:
Book online at www.enterprise.com.
Corporate Account: 45WA038
Pin Number: WAS
Call the local Enterprise office directly at 206-363-2620
12001 Aurora Avenue North
Seattle, WA 98133-8249
Go through state approved travel agent (service fee will be charged)
ETI Travel 1-800-678-8202
STA Travel 206-329-4567
The following information will be requested:
Pricing includes unlimited miles in most situations, full LDW (liability) insurance coverage, no loss of use charges, no surcharge on drivers 18 years and older.
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DAILY |
WEEKLY |
HOURLY |
VEHICLE CLASS |
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$27.00 |
$159.99 |
$7.00 |
Compact (including Hybrid when available) |
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$28.00 |
$164.99 |
$7.00 |
Intermediate (including Hybrid when available) |
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$30.00 |
$179.99 |
$7.00 |
Full Size |
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$52.00 |
$304.99 |
$13.00 |
SUV and Off Road |
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$65.00 |
$384.99 |
$16.00 |
Minivan 12 Passenger |
Shoreline Community College does not allow users to rent the 15 passenger vans due to safety issues and risk.
The state contract includes full insurance coverage; decline the insurance unless you personally want to pay for the accident insurance. The state contract user agrees the rental vehicle will not be used:
On returning from your trip, fill out the Travel Expense Voucher (TEV) and attach all original receipts for the costs of the rental. Record the date and purpose of the trip.
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The Washington State Ferry System no longer provides the College with trip tickets. The traveler will need to pay the fare and be reimbursed once they return and complete a travel expense voucher. Attach the receipt (s), obtain the proper signatures and forward to the travel desk for processing.
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Local area mileage is defined as day trips within 50 miles of Shoreline Community College. Use the Travel Expense Voucher to log the miles you drive your own car on official business. With your supervisor's approval and signature, you may claim mileage reimbursement at the current rate of .55 cents per mile. Submit the completed, approved form monthly for reimbursement.
The official station is normally presumed to be the Shoreline Community College campus. Example: Full-time faculty who also teach at the Lake Forest Park Center may be paid mileage for their travel between the main campus and the Lake Forest Park Center. Part-time faculty teaching only at the Lake Forest Park Center are not entitled to reimbursement.
Vicinity Travel is mileage within a destination city. Do not confuse this with Local Area Mileage which is to be used for claiming mileage reimbursement on a monthly basis for regular day trips when performing official business away from your official work station.
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Point-to-point mileage is the distance in miles between the point of departure (your official work station on a normal work day) and your destination, using the vehicle odometer reading, or an official state highway map or chart providing mileage between cities. To claim reimbursement for mileage, you will need to provide use either the point-to-point mileage and/or vicinity mileage on the Travel Expense Voucher.
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Shoreline's employees may use their personal vehicle when conducting official business away from their work station. It is important that you receive prior approval from your supervisor. The current mileage allowance for private vehicles is $.55 effective 1/1/09. To claim reimbursement for mileage, you will need to complete a Travel Expense Voucher upon return from travel status. To assist you in computing the mileage, refer to www.mapquest.com or use your odometer reading for recording the exact miles driven.
You may choose to travel by private car, rather than by airplane to your destination. If this is approved, your private car mileage is reimbursed at either the current mileage reimbursement rate or at the lowest regular airfare to your destination, whichever is lower.
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It is more economical to use state-owned vehicles, Shoreline has two College owned Toyota Corolla cars that available for use at $.45 a mile, and 2 ten passenger vans that are available at $.65 a mile. They are for use by campus personnel during the year on a reservation basis only.
The College Toyota Corolla's can be reserved through Lanay Gard, Financial Services at x4513.
In order to reserve a ten passenger van, you must contact Campus Security at x4633. Their office will require the following three items: 1) a valid Washington Driver's License, 2) proof of insurance, and 3) a driver's abstract that can be obtained at the Dept of Licensing (a cost of $5.00 cash will be required).
To reserve a state vehicle, call Financial Services or Campus Security to see if one is available for the date you desire. If you are told a vehicle is available, it is suggested that you send a confirming memo stating the dates you will need the vehicle and include the time you will both pick up and return the vehicle. Please request that Security send you an Authorization for Use of College Vehicle Form. This form should remain in the vehicle for recording your mileage. For complete details and more information about the use of state-owned vehicles, please contact Campus Security.
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The following travel agencies are state-approved travel agencies that have established an Corporate Travel Account CTA (Corporate Travel Account) with Shoreline Community College for making travel arrangements for its employees and students. PLEASE USE ONE OF THESE AGENCIES WHEN MAKING AIRLINE RESERVATIONS.
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Carlson Wagonlit Travel Phone: 206-546-5131 Email: patties@cwtlynn.com
Contact: Patti Scudder
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Frosch Travel 32020 1st Ave S Ste 101 Federal Way, WA 98003 Phone: (253) 874-6033 Email: cindy.ochoa@frosch.com
Contact: Cindy Ochoa
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Lake City Travel 12316 Lake City Way NE Seattle, WA 98125 Phone: 206-364-0100 Email: russ@lakecitytravel.com
Contact: Russ McElroy
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Scan East West Travel 100 W Harrison North Tower Seattle WA 98119 Phone: 206-623-2157 Fax: 206-623-2970 Email: bnelson@scaneastwest.com
Contact: Barbara Nelson
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For further information on travel agency fees go to http://www.ga.wa.gov/pca/contract/12103c.doc.
* If specialized travel services cannot be accommodated through one of these agencies, other qualified travel agencies may be used, provided prior arrangements have been made through the Travel Office.
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- Email
Marissa Robertson
mroberts@shoreline.edu
Modified on
10/13/2009
