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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 all Johnson County Community College (“JCCC” or the “College”) Overnight Travel.

Purpose: The purpose of this Operating Procedure is to establish procedures for approval and reimbursement of Overnight Travel and explain reimbursable expenses.


“Overnight Travel” means College-related travel greater than 50 miles from the employee’s JCCC work location that includes an overnight stay.


I. 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 in the Travel Request, business justification, and amount for each of the proposed travel expenses will be considered by the appropriate supervisor and budget administrator(s) when approving or denying a Travel Request. Additional approvals by the Office of Procurement Services may be required. Travel outside the 48 contiguous U.S. states requires approval of the President or designee. Any subsequent changes or additions to a previously approved travel request may require additional approvals.

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.

II. 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 are reimbursable. Travelers are required to book airfare through the College’s travel and expense reimbursement system or approved travel agency unless prior approval has been obtained from Procurement Services. The College will reimburse reasonable baggage fees for the traveler. Flight, travel, or other insurance purchased by the traveler is not reimbursable. Advance or 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 are 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 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.
3. Ground Transportation: Reasonable ground transportation (e.g., airport shuttle, public transit, rideshare applications, or taxi fares) will be reimbursed. Reasonable rental car expenses are reimbursable; however, insurance or other optional additional charges will not be reimbursed.
4. College Vehicles and Fuel Purchases: Use of JCCC-owned vehicles for field trips and other College business may be an option. For information, contact Campus Services. Gasoline purchases are reimbursable for JCCC-owned vehicles and rental cars only.
5. 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. Hotel reservations may be booked through a conference website when applicable. 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 Procurement Services as a necessary part of a 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 or individual, the College will not be responsible for or get involved with any disputes resulting from the stay.

C. Daily Allowance for 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. Incidental expenses (e.g., 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 will be reduced by the corresponding amount.

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

E. Miscellaneous Expenses.

1. Tolls: Thruway, turnpike, and bridge tolls are reimbursable.
2. Airport and Other Parking: Airport parking will be reimbursed at long-term parking rates unless circumstances justify more expensive alternate parking as approved 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 are reimbursable.
5. Personal Services or Items: Magazines, newspapers, laundry, dry cleaning, movies, or any other personal services or items are not reimbursable and must not be charged to a JCCC Travel Card. Personal services and items must be paid directly by the traveler. The costs of conference excursions/events (e.g., 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 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) are reimbursable.

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. 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. With the exception of certain group travel, which is typically booked through the College’s official travel agent, travel expenses should be booked and paid with the traveler’s own College-issued Travel Card. 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 eligible for reimbursement until after the trip is completed and the Travel Expense Report is submitted to the College with all required receipts and documentation.

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, which are included in the daily allowance. 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; otherwise the reimbursement will 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, based on the number 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 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 a vice president over 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, 04/20/2023