Introduction to Travel at Shoreline Community College
This travel handbook has been prepared to assist Shoreline's employees in ensuring compliance with the State and College travel and transportation regulations. This handbook contains general information on conference registrations, airline reservations, lodging, car rental, use of state vehicles, per diem rates, as well as how to complete the necessary forms.
The travel rules in this handbook are based on the rules and regulations published by the Office of Financial Management (Chapter 10 SAAM Manual – www.ofm.wa.gov/policy/10.10.htm ). The College must adhere to these rules and regulations in processing all travel requests, and in some instances, the College must establish procedures where indicated by the state regulations.
You are in “travel status” when conducting official state business i.e., "... those activities performed by an official or employee of the state, ... as directed by his or her supervisor in order to accomplish state programs or as required by the duties of his or her position or office."
A checklist is included in this handbook to help you with the arrangements you will need to make prior to your travel and what will be needed to obtain reimbursement upon your return from travel status.
The following paragraphs briefly describe Shoreline Community College forms that you may need in processing your travel requests and reimbursements:
Shoreline has developed a Travel Requisition Form (TR) which must be completed for all overnight and out-of-state travel. You must have appropriate signatures obtained prior to conducting any official business away from your official station, i.e. the main campus. The Travel Requisition Form gives you the approval needed to proceed with making your travel arrangements including lodging, and transportation services, other than airfare, such as car rental, train and shuttle. Airfare will be arranged through the travel desk.
NOTE: Personal vehicle mileage may be reimbursable. A travel requisition form is not required for in-state, non-overnight travel; Complete a Travel Expense Voucher to request mileage reimbursement. Vicinity travel should be reported at least monthly.
Upon return from travel status you must submit a Travel Expense Voucher within ten business days. Be sure to save original receipts as they are required with the Travel Expense Voucher. It is advised that “express hotel checkout” be avoided, and instead check out at the hotel office, so that you obtain a receipt that shows full payment (zero balance) and last four digits of the credit card number used.
Travel questions can be answered by the Travel Desk at firstname.lastname@example.org