Employee Travel and Reimbursement

Summary

 

THE TRAVEL PROCESS

Step 1

Submit a Prior Approval for Travel Authorization form to the Budget Office, Decatur Campus.

• Prior Approval must be completed and signed by your supervisor.
• Prior Approval should be submitted at least two weeks prior to any registration deadlines.
• If traveling by air, an authorization number will be assigned by the  Budget Office.
• An approved copy will be returned to the department if you include extra copies.

Step 2

Prepayment of Registration Fees

• One completed and approved Payment Request, including the Federal Identification Number. 
• Three copies of a completed and approved Prior Approval for Travel Authorization form. 
• Original and one additional copy of the completed registration form.

Step 3

Travel Reimbursement

• Complete the Travel Expense Statement, with supervisor's approval, and submit it to the Budget Office, Decatur Campus
• Include original receipts for lodging, vehicle rental, registration, and airfare with the expense statement.

Authorization for Travel

Approvals for local travel are submitted on a fiscal year basis. Authorized expense amounts must be approved by the department budget manager.

American Express Online: 1-888-762-8728

http://corp.americanexpress.com/axommd

An authorization number is required when making online airline reservations. This 10-digit code is assigned by the Budget Office on the prior approval form.  American Express Online charges a $7 service fee for tickets booked online and agent assisted booking is $22.00.

Registration Fees

Registration Fees may be paid in advance by the College. A payment request with the Federal Identification No., registration form with one additional copy, and Prior Approval for Travel Authorization form should be submitted at least two weeks prior to the registration deadline. Send all forms directly to the Budget Office, Decatur Campus.

Mileage Rate

Effective January 1, 2011 the mileage rate is $0.51 per mile.

Campus Travel - mileage limits one way

Reimbursement for local campus travel will be limited to the following:

 

Travel Expense Statements

Travel Expense Statements must be submitted within 60 days of the trip. Incomplete forms will be returned to the employee. Statements received after 60 days may not be reimbursed.  Original receipts are required for lodging, airfare, and vehicle rental.  Travel reimbursements are made via direct deposit.

 

Meal Limits

The daily meal limits shown below may be considered as a single daily total:  

Number of Meals Reimbursed	Meals Reimbursed	Maximum Allowable Expense
3 meals per day	breakfast/lunch/dinner	$28.00
2 meals per day	breakfast/lunch	$13.00
	breakfast/dinner	$21.00
	lunch/dinner	$22.00
1 meal per day	breakfast	$ 6.00
	lunch	$ 7.00
	dinner	$15.00