Travel Handbook

Travel Handbook

Per Diem

Transportation

Travel Money

Misc Expenses

SAAM (OFM) Travel Guidelines

Travel for Convenience

Travel Procedure Guidelines


Introduction

Checklist

Forms

Glossary of Terms

References

Registrations

Shoreline Community College

Travel Procedures

 

Travel Procedure Overview

Traveler’s Responsibilities

Business Office Responsibilities

Expenses Eligible for Reimbursement

Expenses that Require Receipts

Pre-Approval-the Travel Requisition Form

Exceptions to completing a TR

Airfare Purchasing Procedures

Meal Breakdown and Allotment

Lodging

Advances

Reimbursement – the Travel Expense Voucher Form

Where to find the form

Filling out the form

Combining Personal Time

Local Area Mileage

Auditing Travel Expenses

International Travel

Determining Meal Allotment

Foreign Currency Conversion

Lodging per Diem

 

 

Overview

 

 

Why do we have travel regulations?

 

 

Travel regulations are required by the State Legislature and the Office of Financial Management to protect public funds from fraud, waste, and abuse by selecting travel alternatives that are most economical or most advantageous to the state.

 

 

Who must comply with these regulations?

 

 

·          All employees and volunteers of Shoreline Community College

·          Students and clients of Shoreline Community College

·          Members of Shorelines Board of Trustees

·          Personal Service Contractors and Client Service Contractors when travel costs are specifically identified in the contract

 

 

What are the traveler’s responsibilities?

 

 

·          Be aware that all travel must be pre-approved.  Only one exception exists and applies to a very small percentage of travel.

·          Be familiar with the college’s travel regulations before embarking on or paying for travel.  Only direct work-related expenses may be reimbursed.

·          Be responsible and know the deadlines and documentation required.

·          Be sensible and realize excessive, unnecessary, or unjustified travel expenses usually are not reimbursed.

·          Be accountable personally for the payment of travel expenses due to personal preference, convenience, or where the travel regulations are not followed.

·          Be prompt in submitting travel documentation for reimbursement.

 

 

What are Shoreline Community College Business Office responsibilities?

 

 

·          Ensure that any and all travel costs paid by the College are directly work-related; obtained at the most economical price; and are critical and necessary to conduct state business.  The personal travel plans of the traveler shall not influence this criterion.

·          Exercise prudent judgment in approving travel-related costs.

·          Ensure travelers are not treated differently for like travel.

·          Establish an effective system for managing travel-related costs.

·          Ensure accountability for all state travel charge card systems

 

 

How is travel initiated?

 

 

Any Shoreline Community College employee, student, or volunteer who will be traveling on College business and wishes to have the College pay for the allowable travel expenses must have the travel approved prior to traveling.

 

Complete a Travel Requisition and submit to the college travel desk 10 days prior to the start date of your travel.  If your area Vice President or the President is required to review the travel request, the request must be submitted to the travel desk 15 days prior to the start of travel.

 

The only time a Travel Requisition is not required is for mileage reimbursement within Washington State only and you are not claiming meals, miscellaneous expenses, or lodging.

 

If you have any questions, please contact your Travel Desk prior to traveling at travel@shoreline.edu

 

 

How do I receive reimbursement for travel expenses?

 

 

Upon return from travel status you must submit a Travel Expense Voucher within three (3) days, for travel within the United States, and within ten (10) days for international travel. If the expenses have not been pre-authorized on an approved Travel Requisition Form, those expenses will not be reimbursed.

 

 

What types of expenses are eligible for reimbursement?

 

 

·          Lodging – the lower of actual costs or maximum rate for the specific area/city.

·          Meals – a set dollar amount per meal by locale.

·          Transportation – as defined in the travel regulations.

·          Miscellaneous – only those expenses necessary to conduct essential and official state business.

·          Exceptions – please refer to the detail regulations for the type of expense.

 

 

What types of expenses require receipts?

 

 

·          Lodging – original receipt only that show a zero (0) balance

·          Registration- original receipt only

·          Airfare-original receipt only

·          Any miscellaneous expense - original receipt only.

If the original receipt is lost prior to submitting to the business office, the traveler must obtain a duplicate of the original from the provider of the service.   Only as a last resort should an affidavit of lost receipt form be used.

       


 

Shoreline Community College

Travel Procedures

 

Anyone traveling on state/college business and will request reimbursement or pre-payment for travel expenses (lodging, meals, mileage, registration fees, transportation, etc.) must have the travel pre-approved in writing on a Travel Requisition (TR) form before the travel begins for the expenditures to be eligible for reimbursement or payment.  Approval is not complete until all required signatures are obtained on the form.  To receive the reimbursement, a request must be submitted using a Travel Expense Voucher (TEV) when the traveler returns.

 

It is the traveler’s responsibility to know the rates at which they will be reimbursed while in travel status and to plan the trip accordingly.  The traveler is also responsible for the completion and submittal of all travel forms and required documentation.  In departments where travel documents are completed and submitted by one individual, both the preparer and the traveler assume responsibility.

 

Allowable expenses and reimbursement rates may be found in:

1.        The College Intranet Website: http://intranet.shoreline.edu/travelhandbook/

2.        OFM’s web site:  http://www.ofm.wa.gov/policy/10.htm

 

I.       Pre-Approval Form - Travel Requisitions (TR)

 

A Travel Requisition (TR) form is the official document that provides pre-approval for reimbursement of work-related travel expenses and provides the authorization for the employee to be away from the workplace as required by the State of Washington and Shoreline Community College.

 

TR Form Completion:

 

If you desire to be reimbursed or have the college pre-pay any eligible travel-related expenses, the appropriate sections of the Travel Requisition form must be completed and the form signed by the required individuals.

 

Exceptions to Completing a TR:

 

Mileage:   Travel Requisitions for mileage only are not required if the travel is within Washington State.  All other types of travel require a pre-approved Travel Requisition (TR).

 

Registrations:   To alleviate duplication of registration payments, it is preferred that registrations be paid by an approved Travel Requisition form. 

 

When completing the TR, be sure the following information is provided:

 

Section 1- General Information

Traveler’s Name (applicant)

Traveler’s Title                                                                                     

SID (This is your employee 965 number)

Date Form Completed                                                                        

Department Name                                              

Area of Travel                                                                                                                      

Department Budget Number (Approp-Prog-Org)

Traveler’s /Dept Work Phone Number

Purpose of Travel

           

Section 2 – Travel Itinerary

Date in Travel (must list each day in different location separately)

From (Departure Location)                

To (Destination)

Departure Time

Arrival/Return Time                                           

 

Section 3 – Estimated Expenses

This section contains information for registration, transportation, lodging, meals, and miscellaneous expenses.  You must complete each section for which you anticipate incurring expenses (excluding miscellaneous) to receive reimbursement for that expense.  The state rules do not require travelers to be reimbursed but limits the maximum amount that may be reimbursed. 

 

Transportation:  

 

      Privately-owned Motor Vehicles:

A section on the TEV is identified for reimbursing mileage when using privately-owned motor vehicles.  The reimbursement is determined by the state and adjusted every January. You can obtain the most current rate from the travel desk. See the section entitled “Mileage Allowance” to determine which mileage is reimbursable.

 

Rental Cars :

Rental car expenses are reimbursed at the lower of actual costs or the rate of the state contract vendor.  Currently, the state vendor is Enterprise.  Car rentals are arranged by you once your travel requisition has been approved.   

 

Travelers are encouraged to use a state-issued travel card to pay for rental cars.  These cards can be reserved through Financial Services.  Please provide an original receipt and note the expenditure in the miscellaneous expense section of the TEV. The state contract rate includes insurance.  Insurance charges will not be reimbursed.

 

To determine the reimbursement rate, the state car rental contract can be accessed at:  http://www.ga.wa.gov/pca/contract/05104c.doc

 

Airline Tickets

Airline tickets should be purchased through a state qualified agency in order to obtain the state contract rate. If a fare that is lower than the state contract rate is found, it may be purchased by the traveler using a state-issued travel credit card only.  In most cases, airline tickets purchased with the traveler’s personal credit card can not be reimbursed, per the Office of Financial Management. [SAMM 10.50.40, 45, 70, 75].  Requests to purchase airfare with personal funds and submit for reimbursement must be approved in advance by the Senior Executive Director and CFO (or designee).

 

Where there is no state contract for international routes, have travelers obtain a quote from two travel agencies. One from the agency they are purchasing the fare from and one from another agency for comparison.

 

To access state airline contract rates, go to: 

http://www.ga.wa.gov/pca/contract/13503c.doc   The airline fares are listed by city at the end of the contract.

 

For other transportation options, please refer to the travel procedures or contact the Travel Desk at travel@shoreline.edu

  

Meals :

 

The meal reimbursement cannot exceed the maximum allowable rate set by the state for each meal period-- breakfast, lunch, dinner. You may reimburse a traveler for less than the state rate.  In no circumstance can you provide more than the state rate.

 

You are eligible for reimbursement of meals if you are in “Travel Status” during the full block of times listed below AND you are in travel status at least three hours beyond your regularly scheduled work day:

 

Breakfast 6:00 am - 9:00 am             Lunch     11:00 am- 2:00 pm             Dinner 5:00 pm- 8:00 pm

 

NOTE:  If you are eligible for meal reimbursement but do not spend the night away, the reimbursement is taxable income .

 

The meal rate to use is the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep [SAMM 10.40.55].

 

Meal reimbursement during flights:  Reimbursement will be based on the rate of the destination traveling to and, on the trip home, the location where you last spent the night. 

 

Note: Travelers are prohibited from purchasing meals on the college travel credit cards.  You may request a 90% advance for subsistence on the Travel Requisition form to help defray the cost to the traveler.  The remaining 10% of subsistence cost can be reimbursed from the travel expense voucher.

 

To determine which rate applies to the area to which you are traveling, please check the following web sites:

 

In-State http://www.ofm.wa.gov/resources/travel.asp

Select the map of your choice.  Locate the county where you will be traveling, then look up the rates in the color-coded legend in the bottom right hand corner of the map.

 

Out-of-State : http://www.gsa.gov/

This brings you to the federal government web site.  Under “Travel Resources” click “per diem rates.”   Scroll down to the map.  Click on the state to which you are traveling.  The column titled “M&IE Rate” is your total meal allowance.  Use this meal breakdown chart http://www.ofm.wa.gov/policy/10.90a.pdf to determine the amount allowed for each meal.  The allowance includes food, tax, and gratuity.

 

Out-of-Country/Alaska/Hawaii : http://perdiem.hqda.pentagon.mil/perdiem/perdiemrates.html

Use the drop down box and scroll to the destination country. A list of cities in that country will come up. Use the drop down box again to choose the month and year of travel. The column titled “M&IE RATE” is your total meal allowance. Use the percents below (rounded to the whole dollar) to determine the amount allowed for each meal.  The foreign allowance includes food, taxes, tip, as well as laundry/dry cleaning expenses.

Alaska and Hawaii are at the very end of the list.

 

25%        Breakfast              

30%        Lunch    

45%        Dinner

  Lodging:

 

To determine which rate applies to the area to which you are traveling, please check the following web sites:

 

In State: The in-state lodging rates are by county and are located on the map at:  http://www.ofm.wa.gov/resources/travel.asp   These rates may be adjusted throughout the year.

 

Out-of-State:   www.gsa.gov

This link brings you to the federal government web site.  Under “Travel Resources” click “per diem rates.”   Scroll down to the map.  Click on the state to which you are traveling.  The column titled “Maximum Lodging” is your maximum lodging allowance excluding taxes.  These rates may be adjusted throughout the year.

 

Out-of-Country/Alaska/Hawaii:    http://perdiem.hqda.pentagon.mil/perdiem/perdiemrates.html

Use the drop down box and scroll to the destination country. A list of cities in that country will come up. Use the drop down box again to choose the month and year of travel. The column titled “Maximum Lodging” is your maximum lodging allowance.  Please note: foreign lodging maximums include taxes.

 

Lodging costs in excess of the allowance will be paid by the traveler.  When this occurs, the taxes are to be prorated between allowable and unallowable costs.

 

50-Mile Rule

Reimbursement is allowed for lodging expenses when the event/activity is located more than fifty (50) miles from the traveler’s residence or official station, whichever is closer.

 

Staying Extra Night:

If the cost of the airline ticket for leaving the same day as the event ends is more expensive than the cost of leaving a day later plus the additional lodging and meal per diem, lodging costs may be covered for the extra night; OR

If a same day flight will return the traveler to their home after 11:00 pm, lodging may be covered for the extra night .  (May allow up to 2 hours from event ending to flight departure and up to 2 hours from flight arrival to traveler arriving home.)

 

      Other Lodging Exceptions:

The most commonly used maximum lodging rate exceptions are for those staying where the conference and meeting is held and business interaction is required.  This is allowable if it provides optimum benefit to the organization.

 

Exceptions may also be granted for travelers staying at nearby hotels due to “no availability” at the meeting hotel or the hotel is listed in the conference advertisement even if the meetings are not held there.

 

Any requests to stay at lodging facilities marketed and paid for by Airbnb, VRBO, or similar marketplace must be approved by the Senior Executive Director and CFO (or designee) in advance of booking.  All costs incurred must be within the maximum lodging amount.

 

Lodging Exceptions Not Allowed:

Included, but are not limited to: visits to Colleges/Programs, serving on Boards and/or Committees and meetings that are scheduled on a regular basis and meet at a college.

 

For other lodging options and exceptions, please refer to the travel procedures.

 

It is the traveler’s responsibility to know the rates at which they will be reimbursed while in travel status and to plan the trip accordingly.  Any errors not corrected during the travel desk review of the TR, does not allow the traveler to receive more reimbursement than what the state allows.

 

Lodging reservations are made by the traveler once the travel requisition form is approved.  You may check out a travel card through Financial Services to reserve your hotel room.

 

 

Other Miscellaneous :  

To determine other allowable miscellaneous expenses, please refer to the travel procedures or call the Travel Desk.  Original receipts must be presented for reimbursement of miscellaneous expenses except as noted.

 

Section 4 – Travel Advances

 

Travel advances are permitted on a case by case basis.

a.          The maximum advance available is 90% of the base lodging and meals [exception rates excluded].

b.          By clicking the advance requested box and signing the Travel Requisition form the traveler is agreeing to comply with OFM reporting     requirements.  A Travel Expense Voucher (TEV) must be submitted by the 10th day of subsequent month of return date.

c.          TEV received after 60 days from return date, will be charged interest and traveler must wait 12 months before a travel advance may be requested.

d.          Travelers are to be issued only one advance at a time. Any previous advance must be cleared before another is issued.

 

Section 5 – Form Routing/Signatures

 

All travel requisition forms must be signed in accordance to the “Signing and Contracting Authority” document updated on October 23, 2008.

 

If the travel is outside the continental United States the College President must sign the TR.

 

Board members and the presidents’ travel must have all their travel documents approved by the Vice President of Administrative Services.  All Vice Presidents' travel documents must be approved by the College President.

 

NOTE:  If another entity is paying for the traveler’s expenses directly, Sections 1 and 2 of the TR are to be completed with appropriate signatures.  If another entity will be reimbursing the district for the traveler’s expenses, complete all applicable sections of the TR with appropriate signatures.  In Section 1 list the entity name, contact person, address, and what is being paid.

 

II.      Reimbursement - Travel Expense Voucher

 

A Travel Expense Voucher (TEV), Form A20, is the official document used to reimburse employees for travel expenses.  The document should be submitted to the travel desk upon return from travel status within three (3) days, for travel within the United States, and within ten (10) days for international travel. If the expenses have not been pre-authorized on an approved Travel Requisition Form, those expenses will not be reimbursed.  The TEV will be matched against the TR prior to processing.

 

All travel reimbursement requests need to be submitted prior to the close of the fiscal year (June 30) in which the travel occurred.  A TEV submitted after June 30 may not be reimbursed.

 

 

Form Completion:

 

The TEV may be found on the College Intranet site under forms.  The form automatically calculates the total dollars for you so please fill it out electronically.

 

 

Be sure the following information is provided on the TEV form.

 

Top Section - General Information

 

It is important that the traveler’s name, home address, official work station, and official residence fields be completed on the form.  This is necessary to determine eligible mileage reimbursement.  See form below.  Omission of the traveler’s home address may result in no mileage reimbursement.

 


 

Middle Section – Travel Expenses

 

The form separates the types of expenses for which you may be reimbursed (meals, lodging, mileage, other).

 

 

Trip Information :   The first 5 columns establish when you were traveling and where.  You must separately identify each day that you incurred expenses for which you are requesting reimbursement.  The very last column on the right-hand side allows space for you to identify the purpose of the trip.

 

Out-of-Country/Alaska/Hawaii :  The trip times (both departure and arrival) need to be converted to Seattle time for the entire trip.  This will ensure that expenses are reimbursed for the correct number of days.

 

Meals: The next four columns allow you to request meal reimbursement. Note: If you are eligible for meal reimbursement but do not spend the night away, the reimbursement is considered taxable income.

 

Lodging :   Lodging expenses include the basic cost of the room and any applicable sales taxes.  The lodging allowance is the actual cost up to the maximum allowable rate.  Sales tax is in addition to the maximum allowable rate except for foreign travel which includes taxes.  To verify if you are eligible for lodging, please see the travel procedures or call the Travel Desk.  An original itemized receipt must accompany the TEV to be reimbursed for lodging.  It is the responsibility of the traveler to provide the original receipt. 

 

Lodging costs do NOT include:

 

Phone charges                     Movie rentals                       Laundry/valet services                Room Service                       Copy/Fax

 

Mileage: The current mileage rate is on the TEV form. Just input the total mileage for each day and the form calculates the reimbursement total for you. Be sure to input mileage totals in whole numbers. “Point-to-Point Miles” refer to the mileage from your “official station” or home (depending on the location from which you depart) to your traveling destination and back.  “Vicinity” miles refer to any miles driven while at your destination.

 

Other Miscellaneous:   To determine other allowable miscellaneous expenses, please refer to the travel procedures or call the Travel Desk.  Original receipts must be presented for reimbursement of miscellaneous expenses except as noted.  Receipts should be taped onto an 81/2 x 11 sheet of paper to reduce the risk of being misplaced.  Please do not staple them and receipts must never be cut.

 

III.     Combining Business with Personal Time

 

When a traveler arrives earlier or stays later than the time scheduled for the meeting or event for “non business” reasons, that portion of the traveler’s time is considered “personal” time.  State/public funds cannot pay for employees’ travel expenses when not on official state business.

 

  • Personal time starts when the traveler self-identifies in conjunction with existing travel policies and procedures.
  • If personal time is taken at the start of the trip, the individual will be in travel status during the travel time and up to 2 hours before flight/bus/train/boat departures depending on travel time to the airport/station/dock.  Travel status will end at the time of arrival at the destination.
  • If personal time is taken at the end of the event, the individual will be in travel status at the start of the return trip back not to exceed 2 hours prior to any flight/bus/train/boat departure.
  • The traveler will not be eligible for lodging, transportation, meal reimbursement, and/or miscellaneous expenses during the designated personal time.
  • Delaying the start of personal time will not be allowed in order to receive lodging and/or meal reimbursements.

 

NOTE:  If another entity is paying for the traveler’s expenses directly, a TEV is not required as long as they have received approval by their supervisor to be away from their duty station.  If another entity will be reimbursing the college for the traveler’s expenses, a TEV must be submitted for billing purposes.

 

IV.     Local Area Mileage

 

Reimbursement for use of privately-owned motor vehicles is allowed only when traveling to or from a location other than your “official station.”  The State of Washington defines the official station as:

 

The city, town, or other location where the state official or employee's office is located, or the city, town, or location where the state official or employee's work is performed on a permanent basis. For the purposes of these travel regulations, Olympia, Tumwater and Lacey are considered to be the same official station. A state official or employee's official station is to be designated by the agency. It is to be determined by the needs of the agency and not assigned because it is the home or preferred living area of a state official or employee .  [OFM’s State Accounting Manual, section 10.50.25a]

 

College’s “official station” or workplace is the city of Shoreline. 

 

§   Traveling between locations within the official station (workplace) may be reimbursed.  However, the miles to/from home to any work location within the official station is not reimbursable.

 

§   Working during hours or days that the employee is not normally scheduled to work does not entitle the employee to reimbursement for transportation mileage expenses incurred between their official residence and their official station.

 

Exception:

 

If an employee is temporarily reassigned to work at a location other than the “official station,” then the employee may receive reimbursement from their home to the temporary workplace.  The temporary reassignment requires formal written approval by the president of the college.

 

V.      Auditing Travel Expenses

 

It’s important to note that all travel reimbursements are subject to review by the State Auditors Office.  International travel and travel by the president, and the Board are audited each year.

 

VI.     International Travel

 

Determining Meal Periods for Air Travel

 

OFM has recommended that agencies use Pacific Time for the entire trip to determine meal eligibility.  College travelers will convert both the “To” and the “Return” trip time to Pacific Time in determining meal period eligibility.

 

Foreign Currency Conversion

 

Out-of-Country travelers are encouraged to use a credit card whenever possible to receive the most favorable foreign exchange rate.  The traveler will be reimbursed the amount on their statement, including all foreign transaction fees.  All other expenses incurred in a foreign currency will be converted based on the rate published for the first day in the country.

 

Lodging

 

Rates used by the State of Washington are those set by the Federal Government.  Please see lodging rate information above.  The reimbursement maximums include all hotel taxes.

                                                                                                                                                                                               

 

 

 

NOTE:   Your department may add to the requirements outlined in these procedures. 

 

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