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Overnight Travel Operating Procedure 216.03
Johnson County Community College
Series: 200 Administrative Services
Section: Travel and Reimbursement of Expenses

Cross-Reference: Reimbursement of Travel Expenses Policy 216.01

Applicability: This Operating Procedure applies to approval and reimbursement of Overnight Travel, which is College related travel that includes an overnight stay.

Definitions: The terms “reimbursable” or “reimbursement” refer to purchases paid directly by the College, made on a College issued credit card or paid for by the traveler and subsequently reimbursed.

I. Expenses Covered:

A. Transportation.

  1. Airfare and Airline Fees: Expenses for coach airfare using routes, schedules and airlines that provide the most reasonable and efficient rates will be reimbursable. Travelers are encouraged to book airfare through the College’s approved travel agency. The College will reimburse reasonable baggage fees for the traveler. Flight, travel or other insurance purchased by the traveler is not reimbursable.  Advance/Early Bird check-in fees are not reimbursable.  Travelers electing alternate means of public transportation, such as by train, will be limited to the cost of the lowest price comparable coach airfare.

  2. Mileage: Expenses for private auto mileage to and from the airport or otherwise incurred by the driver in conjunction with the Overnight Travel will be computed at the mileage reimbursement rate in use by the College on the date of travel and will be reimbursable as follows:  
  • The mileage from the traveler’s JCCC work location to the travel destination if traveling from JCCC work location; or
  • The mileage from the traveler’s home and to the travel destination if traveling from home.

Mileage to and from the traveler’s home and traveler’s JCCC work location is not reimbursable.

For trips greater than 500 miles from the traveler’s JCCC work location, travelers electing to utilize private automobile transportation should complete the Private Auto Reimbursement Worksheet prior to the trip. The traveler must calculate the estimated costs associated with the alternate travel method.  Reimbursement will be limited to the costs associated with traveling via the lowest priced comparable coach airfare.  

  1. Ground Transportation: Reasonable ground transportation (i.e. airport shuttle, public transit, rideshare applications, or taxi fares) will be reimbursed. Rental car expenses may be reimbursable; however, insurance or other additional charges will not be reimbursed.

  2. College Vehicles and Fuel: Use of JCCC owned vehicles for field trips and other College business may be an option. For information, contact Campus Services. Gasoline purchases are allowable for JCCC-owned vehicles or rental cars only.

  3. Traffic Violations: The cost of traffic violations incurred through use of private vehicles, College vehicles, or rented vehicles is the responsibility of the traveler, and is not reimbursable by the College.

B. Lodging. Expenses for reasonable hotel or other lodging arrangements are reimbursable. When traveler is accompanied by a companion, the lodging reimbursement will be at the single rate or actual expense incurred, whichever is less. Reimbursement for lodging within a 50-mile radius of the employee’s JCCC work location will be allowed only when pre-approved by a Vice President as a necessary part of an ongoing conference or meeting. Each traveler is solely responsible to ensure that any accommodation is adequate, safe and falls within the scope of all applicable JCCC Travel Policies and Operating Procedures. As with any accommodations set up directly between the traveler and the lodging entity/individual, the College will not be responsible for or get involved with any disputes resulting from the stay.

C. Daily Allowance/Meals and Incidental Expenses. The College will reimburse meals and incidental expenses utilizing a daily allowance (per diem) method, according to rates published by the General Services Administration (GSA). The daily allowance will be prorated on the first and last day of College-related travel based on time of departure and return. Expenses for meals, meal gratuities, snacks, hot and cold beverages, candy, gum, and fees and tips given to porters, baggage carriers, and hotel staff are included in the daily allowance and thus are not separately reimbursable. Itemized receipts are not required for meals and incidental expenses during Overnight Travel. 

If meals are provided at no charge to the traveler, the daily allowance should be reduced by the corresponding amount.

D. Registration Fees. Fees for attendance at a conference are reimbursable expenses.

E. Miscellaneous Expenses.

  1. Thruway and Bridge Tolls: Thruway and bridge tolls are reimbursable.

  2. Airport and Other Parking: Airport parking will be reimbursed at reasonable long-term parking rates unless circumstances justify more expensive alternate parking as authorized by the traveler's budget administrator.

  3. Taxes: The College is exempt from sales tax within Kansas.  A copy of JCCC’s state of Kansas tax exemption form can be obtained from Accounts Payable for use when traveling in the state of Kansas.  Sales taxes paid on travel related expenses in other states will be reimbursed.

  4. Internet and Telephone Charges: Internet and telephone service expenses related to and reasonably required to conduct College business while traveling will be reimbursable.

  5. Personal Items: Magazines, newspapers, laundry, dry cleaning, movies, or any other personal services or items are not reimbursable and, must be paid directly by the traveler. The costs of conference excursions/events (tours, golf, etc.) outside the normal registration fee are considered personal items and will not be prepaid or reimbursable by the College.

  6. Gratuities: Gratuities for meals and incidental expenses such as fees and tips given to porters, baggage carriers, and hotel staff are part of the daily allowance and thus are not separately reimbursable. Reasonable gratuities (i.e. no more than 20% of the price or fee) related to other types of reimbursable expenses (such as ground transportation) may be reimbursable.

II. Travel Authorization and Approval:

A Travel Request must be completed in the College’s travel and expense reimbursement system prior to the departure date. The Travel Request must include estimated costs, purpose of travel and a copy of the official conference or meeting materials documenting scheduled dates of the event. The sufficiency of detail and supporting documentation business justification and amount for each of the proposed travel expenses must be approved by the appropriate supervisor and budget administrator(s). Additional approvals by the Office of Procurement Services may be required.  Travel outside the 48 contiguous Unites States requires approval of the President or his/her designee.  Any subsequent changes and/or additions to an already approved travel request may require additional approvals Request

If a trip is canceled, the traveler should cancel the request in the College’s travel and expense management system.  If any non-refundable expenses have been paid by the traveler, a Travel Expense Report must be submitted to receive reimbursement. The traveler is responsible for obtaining all available refunds prior to requesting reimbursement.

III. Travel Expense Payment Options:

The traveler is generally responsible for making all necessary reservations related to the trip after receiving notification that the Travel Request has been fully approved.  With the exception of certain group travel, which is typically booked through the College’s official travel agent, all travel should be booked and paid individually by the traveler.  Travelers can book travel utilizing the following methods:

A. JCCC Travel Credit Card. The College may issue a JCCC Travel Card in the traveler’s name which allows approved reimbursable expenses to be charged to the Travel Card and billed directly to the College. Any non-reimbursable, unapproved or undocumented expenses charged to a Travel Card are the personal responsibility of the traveler and must be repaid to the College.

B. Payment by the Traveler. Expenses paid for by the traveler will not be subject to reimbursement until after the trip is completed and the Travel Expense Report with all required receipts and documentation are submitted to the College.

IV. Travel Expense Report and Reimbursement:

Within 30 days following the return from a trip, the traveler must submit a Travel Expense Report in the College’s travel and expense reimbursement system. The amount and justification for each expense must be approved by the appropriate supervisor and budget administrator(s).  Additional approvals may be required by Accounts Payable.  The traveler must submit itemized receipts with the Travel Expense Report for all reimbursable expenses, other than meals and incidental expenses. A credit card statement is not acceptable in lieu of an itemized receipt.  If a traveler loses or does not receive an itemized receipt, they must complete a Missing Receipt Affidavit, available in the College’s travel and expense reimbursement system, or the reimbursement may be reduced by an amount equal to the value of any missing itemized receipt(s).  The College reserves the right to refuse reimbursement in the event of excessive submissions of Missing Receipt Affidavits, either in the amount of times used or the dollar amount.

V. Other Factors Affecting Reimbursement:

A. Personal Travel. If a portion of the travel is classified as personal at the beginning and/or end of the trip, the day of departure is defined as the period not to exceed 24 hours prior to the official start of a conference or meeting. The day of return is defined as the period not to exceed 24 hours after the official end of a conference or meeting.

B. Grants and Contracts. Travelers whose travel expenses are to be charged to a grant or contract must follow College Procedures unless specific terms of the sponsored agreement further limit expenditures.

VI. Exceptions: Exceptions to this Operating Procedure may be approved by the Vice President, Finance and Administrative Services or designee.

Signature on File in Policy Office

Date of Adoption:
Revised: 05/24/2011, 08/14/2014, 09/25/2014, 09/24/2019