In accordance with Johnson County Community College travel procedures, an Out of District Travel Documentation and Expense Reimbursement Form must be properly completed and processed at the conclusion of travel. Please refer to Travel Policies and Procedures for  information regarding travel reimbursements.

Microsoft Excel is needed to open the following form.
Out of District Travel Expense Reimbursement

Here are the instructions for the above form:

Traveler Information - Enter the traveler’s name, JCCC identification number, the organization code, and the campus telephone extension.

Trip Information - Enter the travel authorization number assigned by the Purchasing Office for this trip, the trip destination, departure date, and return date.

Mileage Reimbursement - This section is to be completed only if the traveler used their personal vehicle for any portion of this trip. This includes travel to and from either the traveler’s home or JCCC and the airport. Indicate the date(s) the traveler’s personal vehicle was used for this trip, the points between which travel occurred (i.e. JCCC and KCI or home and KCI), and number of miles traveled. The amount of mileage reimbursement will be automatically calculated.

Rental Car Expense - If applicable, enter the amount of rental car expense incurred. Original itemized receipts must be attached to the completed Documentation and Expense Reimbursement Form for this expense.

Registration - Enter the amount of registration paid either by the traveler, or prepaid by JCCC If registration was paid by the traveler, an original itemized receipt must be attached to the completed Documentation and Expense Reimbursement Form.

Airfare - Enter the amount of airfare paid either by the traveler, or prepaid by JCCC. If airfare was paid by the traveler, the travel itinerary including the cost of airfare must be attached to the completed Documentation and Expense Reimbursement Form.

Other Transportation - If applicable, indicate any other transportation expense that may have been incurred. This would include airport/hotel shuttles, taxis, or limo services both in Kansas City and also in the travel destination. Original itemized receipts must be attached to the completed Documentation and Expense Reimbursement Form to be reimbursed for this expense. This does not include transportation expenses to restaurants. Restaurant transportation expense is reimbursed as part of the meal per diem.

Daily Expenses - In the first column indicate the date the expense was incurred. Expenses entered in each of the daily expense columns will automatically add across to the total column.

• Lodging - Enter the lodging expense by day, including taxes and fees, in the lodging column. Daily lodging expenses should be entered even if lodging was prepaid by JCCC. An original itemized receipt for lodging must be attached to the complete Documentation and Expense Reimbursement Form.
and from restaurants. Receipts for meals and incidental expenses are not required for out of district travel.
• Parking/Tolls – If applicable, enter any parking or toll expenses incurred. This includes airport parking expenses at KCI. Original itemized receipts must be attached to the completed Documentation and Expense Reimbursement Form to be reimbursed for this expense.
• Other Expenses – Enter any expenses not covered in another expense category. Original itemized receipts must be attached to the completed Documentation and Expense Reimbursement Form to be reimbursed for these expenses.

Totals - Amounts will automatically total down to “Total All Expenses”. Enter on appropriate lines any JCCC paid registration, airfare, lodging, or any other JCCC paid items previously listed. “Total Expenses Net of JCCC Paid Items” will automatically be calculated. Enter any cash advance funds received in the Financial Services Office, GEB 152, on the line “Less: Cash Advance”. “Total Amount to be Reimbursed” will be automatically calculated. If the cash advance amount is greater than the total expenses net of prepaid items (the total amount to be reimbursed is less than zero), repayment must be made to the college of any excess amount advanced. Checks should be made payable to JCCC and should be attached to the completed Documentation and Expense Reimbursement Form.

Check the appropriate blank to indicate whether you would like your reimbursement direct deposited or in the form of a check.  A completed “Authorization for Electronic Deposit of Accounts Payable Payments” must be on file if you would like your reimbursement direct deposited. 

The completed and signed authorization form must be submitted to the Financial Services Office, GEB 152, Box 3, for processing prior to the first Accounts Payable ACH transaction.  Please allow two business days for processing prior to the first ACH transaction.  It is the responsibility of the employee to insure the information used for the direct deposit transaction is current and accurate.  Direct deposit notifications will only be sent via email delivery to employees’ Outlook accounts as an encrypted PDF attachment.  Funds will be available in the recipient’s bank account two banking days after the date of the email notification. 

The traveler and budget administrator must both sign and date the Documentation and Expense Reimbursement Form.  If travel funds are being reimbursed from multiple budgets, all appropriate budget administrators must sign the Documentation and Expense Reimbursement Form.  Attach to the completed and signed Documentation and Expense Reimbursement Form, all required original itemized receipts and a check to repay any excess cash advance amounts received.  Send to Accounts Payable, GEB 117, Box 45, for processing.