Employee Travel
Employees are allowed to participate in off-campus conferences, meetings and similar activities that relates to district or college business. Conference attendance and travel expenses must be approved prior to the trip.
Spend Authorization
Approval to attend conferences and to pay for travel related expenses is obtained through a Spend Authorization in Workday. The procedures for creating spend authorizations and reimbursements are discussed in Chapter 3 of the Expenses Course Manual. All expenses related to travel can be claimed by completing an expense report. Claims must be submitted within 60 days after travel has occurred, but not later than June 15 of each fiscal year. Exceptions must be requested in writing noting the justification.
Reimbursement Claim for Travel
1. Transportation other than car, i.e., airline, train, bus
2. Automobile Mileage
3. Lodging
4. Registration Fees
5. Meal Allowance
6. Miscellaneous Receipts
Prepayment and Travel Advance
Employees requesting prepayments must complete a spend authorization for prepaid expenses at least 15 days prior to payment. Prepayment will be allowed for travel, lodging and registration fees, to be paid directly to the vendor.
In lieu of prepaid travel expenses, employees may request an advance for registration, hotel, airfare, and transportation expenses by completing a spend authorization, and checking the cash advance box. The request must be completed at least 15 days before travel occurs. An Expense Report with all the required receipts must be submitted after travel or funds will be owed back to District.
Mileage
Mileage shall be reimbursed to employees for using personal vehicles for work-related reasons like attending off-campus meetings or running errands for college business. Employees who receive mileage allowance cannot claim mileage for travel within Orange County. Mileage shall be calculated as the distance from employee’s regular work location to the off-campus business destination and back. Rate is based on prevailing IRS standard rate. Mileage claims are to be submitted monthly by completing an expense report at the end of each month.
Board Policy No. 3605 covers regulations employee travel.