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Same Day Travel Operating Procedure 216.02

Same Day Travel Operating Procedure 216.02
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”) Same Day Travel.

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

Definitions:

“Same Day Travel” means College related travel that does not include an overnight stay. For example, an early morning flight to St. Louis, Missouri with a same day return is considered Same Day Travel.

Procedures:

I. Expenses Covered:

A. Meal Expenses.

The College will reimburse actual meal expenses incurred that have a clear business purpose. Meal reimbursement requests must include a brief description of the purpose of the meal which clearly justifies the reimbursement as a business expense of the College. Meals during Same Day Travel within a 50-mile radius of the employee’s JCCC work location that include only JCCC employees will be reimbursed with approval of a Vice President. Purchases of alcohol will not be reimbursed.

B. Non-Meal Expenses.

Other expenses incurred during Same Day Travel will be processed in a manner consistent with reimbursement for Overnight Travel expenses as stated in Overnight Travel Operating Procedure 216.03.

II. Travel Expense Report and Reimbursement:

Within 30 days after the Same Day Travel has been completed, the traveler must submit an Out-of-Pocket Expense Reimbursement Request in the College’s travel and expense management system.

Private auto mileage for each trip should be listed separately by date. Reimbursement for private auto mileage incurred for Same Day Travel will be computed at the standard mileage reimbursement rate in use by the College on the date of travel using the lesser of:

  • The mileage between the employee’s JCCC work location and the site of the meeting; or
  • The mileage between the employee’s home and the site of the meeting (if traveling from home).

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

III. 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

President

Date of Adoption:
Revised: 05/24/2011; 08/14/2014; 09/24/2019; 12/14/2023