Operating Procedure 216.03 - Overnight Travel
This operating procedure may be affected by updates effective July 1, 2014.
Johnson County Community College
Series 200: Administrative Services
Section 216: Travel and Reimbursement of Expenses
Board Policy: Overnight Travel - 216.03
The following procedures are enacted in accordance with Board Policy 216.03-Overnight Travel.
Overnight travel is all travel which includes an overnight stay.
• A Travel Authorization Form which provides all pertinent information including estimated costs, purpose and any descriptive literature concerning the intended trip must be submitted to the department budget administrator prior to the departure date. In addition, a copy of official conference or meeting materials documenting scheduled dates of event must be included with the Travel Authorization Form. Following completion of the signature/approval process (travel outside the 48 contiguous Unites States requires approval of the president or his designee), the Travel Authorization should be sent directly to the Office of Procurement Services (CSB 170). Upon confirmation of availability of funds, the total estimated expense will be encumbered and a travel authorization number will be assigned to that particular travel request. At this point, the approval process is complete. Any subsequent changes and/or additions to an already approved travel request may require a similar approval process. The traveler will be sent a copy of the approved Travel Authorization Form which should be retained for reference when completing the Overnight Travel Expense Reimbursement form. (Forms are available in InfoShare. Log in with your OWA username and password.)
For insurance purposes, all overnight college related travel, even that which does not involve college expense, requires an approved A Travel Authorization Form and an approved Report of Absence. (Forms are available in InfoShare. Log in with your OWA username and password.)
In the event a trip must be canceled, one of the following procedures must be followed:
- If the Travel Authorization form is in the approval process or en route to the Office of Procurement Services, the traveler must notify the Office of Procurement Services immediately of cancellation, or
- If the Travel Authorization form has been approved, the department must provide the Office of Procurement Services with written notification to cancel the request, or
- If any registration fees or transportation costs have been paid either by the traveler or by the college, the Overnight Travel Expense Reimbursement form must be submitted for these expenses. It is the traveler's responsibility to procure any refund(s) of these costs for reimbursement to JCCC.
Short Term Travel Loan
The Johnson County Community College Foundation, Inc. has made available a limited amount of money to be loaned to college employees to help cover expenses incurred while traveling overnight on college business. Short Term Travel Loan funds, provided by the Foundation, will be available on a first-come first-served basis, up to a maximum of $350 per individual.
Visa Corporate - Business Travel Credit Cards
All employees who travel overnight on official college business are eligible to apply for a Visa Corporate – Business Travel Account card. Cards are issued to the individual employee through UMB Bank and are employee liability Visa Corporate – Business Travel Account cards. The cards have no annual fee. UMB Bank does make a credit check when processing the application, but the issued card does not appear on the individual’s credit report.
The purpose of the Visa Corporate – Business Travel Account card is to allow the employee to cover the expense of college related overnight travel without having to use personal funds or a private credit card. Travel costs charged on the Visa Corporate – Business Travel Account card should be submitted for reimbursement soon after completion of travel using the Overnight Travel Expense Reimbursement form. Approved reimbursements will be paid in the college’s weekly check cycle and if submitted timely will allow sufficient time for payment of all charges within the grace period for repayment of balances.
Visa Corporate – Business Travel Account cards are billed to the individual cardholder and payment is the responsibility of the cardholder. Payment of the full balance for all charges is required when due and the accounts should not carry a balance from billing cycle to billing cycle.
Applications for Visa Corporate – Business Travel Account cards may be obtained in GEB 152. Completed applications must be submitted to the office of the associate vice president of Finance/Comptroller, GEB 152. The associate vice president will sign the application as the Business Travel Card Coordinator to certify that the applicant is a college employee and that the applicant travels overnight on official college business. The completed application will be mailed to UMB Bank by the Finance Office. The turnaround time for issuance of a card by UMB Bank is five to ten business days.
Reimbursement and Settlement
Within 21 days following the return from a trip, a detailed report of expenses associated with the trip must be submitted to the Accounts Payable Office (CSB 165) on the Overnight Travel Expense Reimbursement form. The reimbursement form is the accounting tool by which final expenses and costs are assessed against the appropriate budget. For this reason, completion of this form is not an option and thus is necessary, even if the traveler expects no reimbursement.
All expenses whether or not prepaid by the college must be reported in the body of the form and summarized as to mileage reimbursement, rental car expense, registration, airfare, other transportation, lodging, meals, parking/tolls and other expenses. Space is provided for calculating total expense, detailing amounts prepaid by JCCC, deducting cash advance, and listing the amount due the traveler.
When completing the expense reimbursement form, meal expense should be shown using the current per diem rate for meals and incidental expenses or a lesser amount if required by budget constraints. Do not submit meal receipts with the expense reimbursement form.
Whether or not prepaid by the college, original itemized receipts must be submitted with the expense reimbursement form for all items, other than meals and incidental expenses. This includes the airfare passenger itemized receipt, car rental itemized receipt, hotel bill/itemized receipt, and any other items listed on the expense reimbursement form. Copies or reproductions of itemized receipts are not acceptable. Expenditures claimed on the reimbursement form that are not accompanied by the proper itemized receipt(s) may be eliminated from the reimbursed amount. If you have lost or did not receive an itemized receipt, you must attach a properly completed Lost/Missing Receipt Form to your reimbursement request or your request may be reduced by an amount equal to the value of any missing itemized receipt(s).
In the interest of prompt settlement, expense reimbursement forms must be completely and correctly filled out. Submission of an incomplete report will delay final settlement. Failure to complete and submit an expense reimbursement form could jeopardize future college related travel.
Modes of Transportation
• Air: Reservations shall be the responsibility of the traveler and should only be made after obtaining a travel authorization number from the Office of Procurement Services. It is strongly recommended that employees utilize the college's designated travel agency for air reservations. The college will pay for travel tickets and booking fees directly when the college designated travel agency is used.
In the event the traveler makes their reservation using their personal funds, the college will not reimburse the traveler for travel tickets or booking fees until after the trip is completed and a properly completed Overnight Travel Reimbursement form is submitted.
The college will reimburse reasonable baggage fees for the employee only. Flight, travel or other insurance purchased by the traveler is not reimbursable.
• Personal Auto: Complete the Private Auto Reimbursement Worksheet when traveling overnight by private auto. Mileage reimbursement will be at the currently established Board of Trustees approved rate for the driver only, as follows:
- The mileage from the employee’s JCCC work location and the site of the meeting if traveling from JCCC work location; or
- The mileage from the employee’s home and the site of the meeting if traveling from home.
In no case will the college reimburse the employee for mileage to and from the employee’s home to the employee’s JCCC work location.
Traveler must submit documentation, such as a printout from an online site like http://www.mapsonus.com/ supporting the mileage. Traveler must also submit documentation supporting round-trip airfare rates from the college's designated travel agency with the reimbursement request. If the cost of the lowest priced round-trip airfare as calculated on the Private Auto Reimbursement Worksheet is less than the round trip mileage calculation, reimbursement will be limited to the amount of the air travel calculation.
Employees will be reimbursed for expenses incurred while traveling to and from KCI airport via personal auto. Mileage reimbursement will be at the currently established Board of Trustees approved rate for the driver only, as follows:
- The mileage from the employee’s JCCC work location and KCI if traveling from JCCC; or
- The mileage from the employee’s home and KCI if traveling from home.
• Airport Shuttle or Similar Ground Transportation: Employees will be reimbursed for expenses incurred while traveling to or from KCI airport or other departure point via airport shuttle or similar ground transportation. Itemized receipts must be submitted if airport shuttle or similar ground transportation service is used.
• College Vehicles: Use of JCCC autos and vans for field trips and other college business is considered to be a travel option. For information, see Vehicle Reservation Procedures on the Campus Services’ Transportation home page.
Other Transportation Information
Airport parking fees will be reimbursed when itemized receipts are submitted. Airport parking will be reimbursed at a rate not to exceed the KCI satellite lot rate, unless more expensive alternate parking is authorized by the college president or his designee.
Gasoline procurement cards are available for use with college-owned vehicles only. For information, see Gasoline Procurement Card Procedures.
The cost of traffic violations incurred through use of personal vehicles, college owned vehicles, or leased vehicles is the responsibility of the traveler, and is not reimbursable by the college.
The college will, upon submission of an appropriately completed and documented Lodging Prepayment Form, issue a pre-payment to the hotel in an amount ranging from the first night’s deposit up to the total lodging charges. Submit the completed form and required documentation to the Accounts Payable Office, CSB 165. The traveler must obtain an itemized hotel bill upon check-out to document the prepayment. The itemized hotel bill must be attached to the completed Overnight Travel Expense Reimbursement Form as part of required documentation.
In the event the traveler makes their lodging reservation using their personal funds, the college will not reimburse the traveler for reservation fees or payments until after the trip is completed and a properly completed Overnight Travel Reimbursement form is submitted.
When an employee travels with a companion, the lodging reimbursement will be at the single rate or actual expense incurred, whichever is less. In such cases, documentation must be submitted to verify the single rate.
Reimbursement for lodging within Johnson County or the greater Kansas City Metropolitan area will be allowed only when approved as a necessary part of an ongoing conference or meeting.
The college will reimburse meals and incidental expenses on a per diem basis during overnight travel. Itemized receipts are not required for meals and incidental expenses during overnight travel.
Note: Itemized receipts are still required for meal expenses incurred during travel which is classified as same day travel. Same day travel is defined as travel which does not include an overnight stay. An out of pocket Reimbursement Request Form must be completed and itemized receipts must be attached in order to receive reimbursement for meal expenses incurred during business related same day travel. See Operating Procedure 216.02-Same Day Travel for additional information.
- The college per diem rate will cover meals and incidental expenses incurred during the trip. The per diem rate will include tips and transportation costs between places of lodging or business and places where meals are taken.
- IRS regulations stipulate the college is only allowed to reimburse employees 3/4 of the per diem rate on both the day of departure and the day of return from a business trip. If a portion of the travel is classified as personal at either the beginning and/or end of the trip, the day of departure is defined as the period of time not to exceed 24 hours prior to the official start of a conference or meeting. The day of return is defined as the period of time not to exceed 24 hours after the official end of a conference or meeting.
- Incidental expenses include, but are not limited to, items such as snacks, hot and cold beverages, candy, gum, newspapers, magazines, meal tips, and transportation expenses to and from restaurants.
The college will pre-pay registration fees as a service to travelers. The traveler's desire to have the college pre-pay registration fees must be indicated on the Travel Authorization form and in addition, the traveler must attach a completed registration form which will be mailed with the college payment. If the traveler pays the registration fees out-of-pocket, the traveler is instructed to obtain an official itemized receipt to be submitted with the Overnight Travel Expense Reimbursement form.
In the event the traveler pays the registration fees using their personal funds, the college will not reimburse the traveler for the registration fees until after the trip is completed and a properly completed Overnight Travel Reimbursement form is submitted.
Thruway and Bridge Tolls
Expenditures for thruway and bridge tolls will be reimbursed when itemized receipts are submitted with the Overnight Travel Expense Reimbursement form.
Ground transportation (e.g. airport shuttle or taxi fares) will be reimbursed providing each trip is reported separately on the Overnight Travel Expense Reimbursement form. When rental vehicles are required, prior arrangements must be made via the Travel Authorization Form approval process. Itemized receipts must be submitted for all ground transportation. Rental car insurance will not be reimbursed.
Travel related airport parking fees will be reimbursed when reported separately on the Overnight Travel Expense Reimbursement form and itemized receipts are submitted. Airport parking will be reimbursed at a rate not to exceed the KCI satellite lot rate, unless more expensive alternate parking is authorized by the college president or his designee.
Sales taxes paid on travel related expenses will be reimbursed. The college is exempt from sales tax within Kansas only and only when payment is made directly by the college. If your Kansas hotel bill is fully paid directly by the college you should be exempt from the sales tax.
Calls pertaining to college business will be reimbursed if noted as business calls on the itemized hotel bill and claimed on the Overnight Travel Expense Reimbursement form. Travelers are not allowed to claim reimbursement for local or long distance phone calls of a personal nature.
Remote Internet Access
Remote Internet Access required while traveling on college business will be reimbursed if necessary in the performance of job duties and approved by the appropriate budget administrator.
Magazines, newspapers, laundry, dry cleaning, movies, etc. or any other personal services or items are not reimbursable and, therefore, must be paid directly by the traveler. The costs of conference events (tours, golf, etc.) outside the normal registration fee are considered personal items and are not reimbursed or pre-paid by the college.
Grants and Contracts
Travelers whose travel expense is to be charged to a grant or contract must follow college rules unless specific terms of the sponsored agreement further limit expenditures.
Gratuities (non-meal related)
Reasonable and customary gratuities for baggage handling, etc. will be reimbursed when they are claimed and specifically itemized on the Overnight Travel Expense Reimbursement form. Itemized receipts are not required.
Following are some suggestions for travelers to keep in mind for purposes of facilitating record keeping, reporting, and reimbursement.
Prior To the Trip:
- Determine source of funding, whether department budget, grant, or professional development funds.
- Decide on mode of travel whether by air, private auto or other transportation means.
- Arrange for any advance reservations, such as conference registration, hotel, air, college owned or leased vehicle.
- Estimate costs of per diem, lodging, air and/or ground travel, mileage, registration fee if necessary, and other miscellaneous costs.
- Prepare the Travel Authorization Form in advance of travel to allow time for the internal approval process and processing of request after arriving at the Office of Procurement Services.
During the Trip:
- Keep daily records of expenses incurred.
- Keep original itemized receipts, bills and other documentation for eventual submission with completed Overnight Travel Expense Reimbursement form. Note: Meal receipts are not required.
After the Trip:
- All expenses, regardless of whether or not prepaid by the college, must be reported for each day on the Overnight Travel Expense Reimbursement Form. All columns and line totals should be totaled.
- Attach required original itemized receipts and other documentation.
- Sign and date the Overnight Travel Expense Reimbursement form, obtain appropriate budget administrator(s) approval(s).
- Submit (intact) completed and approved Overnight Travel Expense Reimbursement form with all documentation to the Accounts Payable Office (CSB 165) within ten (10) business days after return from a trip.
Year-End Overnight Travel Guidelines
When overnight travel will occur during the month of July, travel authorizations may be encumbered in the following ways:
- The entire amount may be encumbered in the current fiscal year if registration must be paid and air travel arrangements must be made prior to July 1; or
- If there is insufficient budget available in the current fiscal year to encumber the entire trip, the registration and/or airfare only may be encumbered in the current year and the remaining costs can be encumbered in the following fiscal year; or
- The entire amount may be encumbered in the new fiscal year.
This flexibility exists only for overnight travel that will occur during the month of July. However, if the college would save money by paying registration fees prior to July 1 for a conference that does not occur until after July, the registration fees only may be encumbered and paid in the current fiscal year with the remainder of the travel expenses encumbered in the new fiscal year.
Signature on File in Policy Office
Terry A. Calaway 5/24/11President