navigating your way through the travel process arizona western college travel office

NAVIGATING YOUR WAY THROUGH THE TRAVEL PROCESS

Arizona Western CollegeTravel Office

•A Travel Request is required for ALL travels.•Multiple employees attending the same event.

• Travel Request for EACH employee vs. ONE Travel Request for ALL employees.

•Datatel roster/athletic team roster with student ID #’s.•Funds in designated budget code before submitting Travel Request.•Approvals and Routing

• In-State• Out-of-State

1. Open-Ended Travel• Local travel within the College’s service districts, not to exceed a

fiscal year.• Usually for mileage only.• List “Open-Ended travel” as the purpose of travel on the Travel

Request form.

TRAVEL REQUEST

2. Out-of-State Travel• President approval is required for ALL out-of-state travel.• If traveling to Alaska or Hawaii, contact the Travel Specialist for per

diem rates.

3. Out-of-Country Travel• President approval is required• The President may rescind travel to a foreign country at any time.• Contact the Travel Specialist for meal per diem rates.

4. Cancellation of Travel• Notify the Travel Specialist, in writing, the first working day

following the cancellation.• It is the traveler’s responsibility to cancel all reservations

associated with the cancelled travel with the exception of airline reservations.

TRAVEL REQUEST (CONT.)

5. Driver’s License• A valid driver’s license is required if the traveler is driving

a College-owned, private or rental car while on College business.

6. Transportation• Reimbursement will be made only for the method of transportation

which is in the best interest of the College considering the travel expense as well as the traveler’s time.

• Reimbursement is limited to expense of travel by the most direct and usually traveled route.

• If a motor vehicle is used instead of airline, lodging and M&IE allowances will be calculated as though the employee had traveled by air.

• The traveler is expected to observe all traffic regulations and is personally responsible for any traffic and parking violations incurred while on College business.


a) Airlines• The College will only reimburse for Economy class airfare.• All airline reservations must be booked through Adtrav.• Do not reserve airline until you receive the e-mail from

the Travel Specialist instructing you to do so.• Checked bags are limited to one per traveler.

b) Private-Owned Vehicle• Mileage is currently reimbursed at 44.5 cents per mile.• Reimbursement is based off whole miles.• Employees using privately-owned must have a valid driver’s

license and current adequate vehicle insurance.• Mileage for travel between home and designated post of duty is

not allowed.


c) Rental Vehicles• The College will reimburse for up to a midsize vehicle.• Only College employees and current students will be allowed to

travel in a rental vehicle.• Rental car companies operate on a 24 hour clock and allow a

30 minute grace period.• The traveler with the rental car expense listed on his/her Travel

Request must be the one to check out the rental car. Traveler must also include an estimated gas expense on his/her Travel Request, which must only be paid by the traveler.

• The itemized rental car receipt must be submitted with the Travel Expense Claim form even if the rental was paid directly by the college.

• Insurance offered by rental car companies is not necessary and therefore is NOT reimbursable.

• Out-of-State car rentals must be reserved through Adtrav.• In-state car rentals must be reserved through a local rental car

company.


c) Rental Vehicles (cont.)• If a traveler chooses to use a rental car company’s refueling

services, the college will not reimburse the traveler for any amount charged above market rate.

• If using toll roads while in a rental vehicle, the traveler must stop and pay all toll fees.

d) Shuttle and Taxis• Shuttles and taxis are reimbursable with an itemized receipt.• Generally, only allowed to and from the airport.

7. Meals and Incidental Expenses - M&IE• A traveler is eligible for meal allowance (per diem) when in travel status for

a minimum of 24 hours and is more than 50 miles away from the traveler’s post of duty.

• Daily meal allowance, including incidental expenses such as tips, may not exceed the maximum M&IE (per diem) stated in Appendix R of the Travel Manual.


7. Meals and Incidental Expenses - M&IE (cont.)• Whenever a meal is provided at no additional cost to the

traveler, (meals provided by airline, conference, hotel, etc), the traveler will not be entitled to any meal allowance for that meal. • If eggs or meat are part of the provided breakfast, the meal is

not reimbursable. • Meals satisfying special dietary needs will generally be provided by

airlines, conferences, hotels, etc. if requested by the traveler. a) Meal Allowance Breakdown


Breakfast $7.00 $7.00 $7.50 $8.00 $8.50 $9.00 $10.00

Lunch $10.00 $10.00 $10.50 $11.00 $11.50 $12.00 $13.00

Dinner $17.00 $18.00 $19.00 $20.00 $21.00 $22.00 $22.00

Total $34.00 $35.00 $37.00 $39.00 $41.00 $43.00 $45.00

7. Meals and Incidental Expenses - M&IE (cont.)a) Meal Allowance Breakdown (cont.)

• Breakfast - When travel commences on or before 5:00 AM. and the traveler’s normal workday is extended by two hours and the traveler is in travel status for at least four (4) continuous hours and includes an overnight stay.

• Lunch - If the traveler is in travel status for at least six (6) continuous hours or more and travel commences on or before 11:00 AM and ends at or after 2:00 PM and includes an overnight stay.

• Dinner - When travel extends to 7:00 PM or beyond, and the traveler extends his/her normal workday by two (2) hours or when the traveler leaves for overnight travel on or before 7:00 PM, and the traveler is in travel status for at least four (4) continuous hours and includes an overnight stay.


7. Meals and Incidental Expenses - M&IE (cont.)b) Meal s for Athletic Team Travel and Field Trips

• Athletic team travels and field trips with no overnight stay ARE eligible for meal allowance.

• If the faculty member/coach chooses to provide meals to the students/athletes on an overnight trip one of the two following options must be completed for reimbursement: • The faculty member/coach pays for the students/athletes meal(s)

himself/herself then submits the itemized meal receipt(s) with the Travel Expense Claim form.

• The faculty/coach gives each student/athlete a set amount of money. Students/athletes sign a meal signature sheet certifying the funds received. The faculty member/coach then submits the meal signature sheet with the Travel Expense Claim form.

• A meal exchange may be done for athletic/dorm students instead of meal per diem.

• A $4.00 snack/water allowance may be requested for a travel that occurs when a meal would not be authorized.


8. Lodging• AdTrav must be used when making a hotel reservation

when there is no designated conference hotel. • Using a debit card upon check-in at a hotel will most likely mean

that the hotel will put a “hold of funds” on the traveler’s debit card. It is recommended that a traveler use a credit card upon check-in, to avoid a “hold of funds”.

• The traveler is responsible for obtaining an itemized lodging receipt upon check out. • Itemized receipt must include the following:

• Traveler’s name• Dates of stay• Room rate, taxes and fees listed separately• Name, address and telephone number of the establishment


8. Lodging (cont.)• The daily lodging allowance, not including taxes and fees,

may not exceed the maximum rate stated in the Meal, Incidentals (M&IE) and Lodging Allowances spreadsheet.

• If a room is shared by two or more travelers, each traveler is responsible to pay for their own portion of the lodging expense. • One of the travelers must submit the original itemized lodging

receipt showing the methods of payments. The other traveler(s) must submit a photocopy of the lodging receipt for their portion of the expense. However, each receipt (original and photocopies) must be marked “Shared Lodging” and must include the names of all travelers sharing the room. Reimbursement per person shall not exceed the amount allowable per person at the single room rate.

• If lodging is shared with an individual not on College business (such as a spouse) reimbursement shall not exceed the single room rate.

• Benefits from any lodging promotion, such as free days lodging are property of the College and must be turned in to the Travel Specialist.


8. Lodging (cont.)• Travelers electing to stay at a designated conference hotel

must submit documentation with the Travel Request, stating the establishment is a designated hotel for the event.

• Accommodations at an alternate hotel in the immediate vicinity of the conference may be considered if the cost is lower than the cost of the designated conference hotel. However this will require that the traveler obtain three (3) price quotes from AdTrav in which the lowest of the three quotes will be approved.


9. Other Allowable Expensesa) Internet

• Internet fees incurred while conducting College business are allowed, however, an itemized receipt must be submitted for reimbursement

b) Parking Fees • Parking fees are allowed, however, an itemized receipt must be

submitted for reimbursement. • Discounted parking is currently available at a daily rate of

$5.59 plus tax at Sky Harbor Airport in Phoenix, AZ at The Parking Spot #2 location.


c) Airline Baggage Fees • Checked bags are limited to one per traveler; industry

standard is $25.00 per bag or $50.00 round trip. An itemized receipt must be submitted for reimbursement.

• If there is a need for more than one bag to be checked, the traveler must e-mail the Travel Specialist with justification and request for exception prior to traveling.

• Most airline companies will charge the passenger less money to check-in bags online versus at the airport, however, the rates are subject to change. It is the traveler’s responsibility to go to the airline’s website and complete the check bag request.

• Reasonable charges for baggage storage and handling are reimbursable without a receipt; industry standard is $1.00 per bag. This would include baggage handling at the hotel as well as at the airport.


• A travel advance may be requested by the traveler for “out-of-pocket” travel expenses.

• To receive an advance, an approved Travel Request, with the Travel Advance section completed, must be received by the Travel Specialist, at least eight (8) business days before the advance is needed.

• Expenses such as rental cars, gas and mileage cannot be issued in advance unless for a field trip/student travel.

• A travel advance is issued in the form of a College check or e-check. • An advance is issued the

Thursday prior to the traveler’s departure date.

TRAVEL ADVANCES

TRAVEL EXPENSE CLAIM FORMS• A completed Travel Expense Claim must be

submitted to the Travel Specialist within (8) business days following the traveler’s return.

• A Travel Expense Claim form is no longer necessary for the following: • Travels netting $0.00 • Expenses are paid by the College directly to the

vendor(s), ie: YSTC/ Bus Barn, registration fees, etc

• Upon completion of the Travel Expense Claim form, if the traveler’s expenses are less than what was advanced, the traveler is to reimburse the College by the 8th business day following the traveler’s return. • Payment can be made in the form of a check,

cash or credit card with the Cashiers.

TRAVEL EXPENSE CLAIM FORMS (CONT.)

• An Open-Ended Mileage Claim form may be submitted for reimbursement after: each trip, monthly, quarterly, or at the end of the semester, however, the total expenses must reach a minimum total of $25.00. A final claim must be submitted by the end of the fiscal year regardless of the amount of expenses.

• Final travel expenses may go over the expenses listed on the approved Travel Request by 20%. Anything over 20% requires an addendum.

• Reimbursement checks for travel expenses are issued within eight (8) business days after a properly completed Travel Expense Claim form has been received by the Travel Specialist.

• Travel Expense Claim forms submitted after the fiscal year-end closing will not be processed.

1. ITN Travel • The campus receiving the ITN instructor’s visit is responsible for paying

for all travel costs, as it is the campus which benefits from the visit. Limitations on travel funds may preclude reimbursement for such travel so instructors desiring to travel must consult with the appropriate campus prior to travel.

2. Teaching Assignment Travel • In the event that a full-time faculty member is assigned to teach at a

campus other than his/her post of duty or home campus, mileage will be reimbursed at the end of each semester.

• To receive reimbursement, a Travel Request must be completed indicating the beginning and ending dates of the class and the class and section number. The Travel Request must be received by the Travel Specialist no later than eight (8) business days after the last day of add/drop for the class. Upon the completion of the class, a Teaching Mileage Reimbursement Claim form must be completed and submitted to the Travel Specialist.

MILEAGE REIMBURSEMENT FORITN AND TEACHING ASSIGNMENT TRAVEL

• Trips where the students meet at the site are not considered travels but rather a change of venue which needs to be approved by the faculty member’s Associate Dean.

• Field trips follow the same policies and procedures as all other College travel with the following additions and exceptions:

ATHLETIC TEAM TRAVEL AND FIELD TRIPS

• A Datatel class roster/athletic team roster, with student ID numbers listed, must be submitted to the Travel Specialist; chaperones, assistant coaches and trainers must be listed on the roster.

• Travels requiring chaperones, for large groups, may complete the AWC Employee Chaperone form.

• A Field Trip Participant Waiver form must be completed by each student if prepayment/group guarantee is required by the vendor, such as: airlines, registration fees, lodging, etc. The cancel by date on the Field Trip Participant Waiver form must be before the date any prepayment/group guarantee is made.

ATHLETIC TEAM TRAVEL AND FIELD TRIPS (CONT.)

• Students may use their personal vehicle when recommended/approved by faculty member/coach/advisor.

• The vehicle liability insurance of AWC does NOT provide coverage for student-owned vehicles. Field trips involving student-owned vehicles should be kept to a minimum, and use of commercial transportation is advisable when College-owned vehicles are not available. However, when this is impossible, the following procedure must be followed: • State Financial Responsibility Law requires all drivers to

carry basic limits of $15,000/$30,000 for bodily injury and $10,000 for property damage.

• An Authorization For Field Trips With Student-Owned Vehicle form must be completed, signed by the faculty member/coach/advisor, and submitted to the Travel Specialist with the Travel Request. Student drivers must be with the faculty advisor at all times in convoy-type travel.


• Student must show a valid driver’s license and proof of current vehicle insurance to the Travel Specialist, who will make a copy and attach to the Travel Request.

• If one or more students will be traveling in the student’s personal vehicle, a three (3) year motor vehicle report (MVR) will be required. The Travel Specialist will be able to process and determine if the driver is eligible to transport students.

• Athletic team travels and field trips with no overnight stay ARE eligible for meal allowance.

• A meal exchange may be done for athletic/dorm students instead of meal per diem.

• A $4.00 snack/water allowance may be requested for a travel that occurs when a meal would not be authorized.


1. Governing Rules to Operate A College-Owned Vehicle • Any employee may operate a College-owned vehicle provided:

• A Travel Request has been submitted the Travel Specialist eight (8) business days prior to the day the vehicle is needed. Traveler must take into consideration the operating/holiday hours of the YSTC/bus barn.

• The traveler/driver is in possession of a valid driver’s license. To satisfy insurance requirements, the traveler must enter his/her driver’s license number on the Travel Request.

• If driving students, drivers will be required to present his/her driver’s license to the Travel Specialist. A three (3) year motor vehicle record (MVR) will be required to determine if the driver is eligible to transport students. NOTE: A student who has met the above requirements and completed an Authorization For Student To Operate An AWC Vehicle form , may drive a College vehicle. Student drivers must be with a faculty member/coach/advisor at all times in convoy-type travel.

PROCEDURES USED FOR TRAVELING IN A COLLEGE-OWNED VEHICLE

2. Assignment of Vehicles• The traveler is responsible for making vehicle reservations with

YSTC/ Bus Barn.• After an approved Travel Request has been received by the Travel

Specialist it will be sent to YSTC/Bus Barn.• College vehicles are assigned on a first-come, first-serve basis,

however, priority is given to travel with students. The Travel Office will take into consideration the cost of using a College vehicle, rental vehicle or a charter bus if a conflict should arise.

• Use of College-owned vehicles is limited to College employees, District Governing Board members and current students only.

• The traveler to whom the College-owned vehicle has been assigned to will be the only authorized driver, unless other employees/students have met all the necessary requirements and have been approved by the Travel Specialist prior to the date of travel.

• Vehicles must be reserved for Open-Ended travel the same as for regular travel. A request made on an Open-Ended travel must be called in to YSTC/Bus Barn at least four (4) hours prior to picking-up the vehicle.

PROCEDURES USED FOR TRAVELING IN A COLLEGE-OWNED VEHICLE (CONT.)

3. Gas Cards• College-owned vehicles will be trip ready (filled with gas, clean, etc.)

when picked up at YSTC/Bus Barn. If the distance to be traveled will require the purchase of gas, a gas card will be issued at the time the vehicle is picked up. Gas cards may only be used for College-owned vehicles; not to be used for personal or rental vehicles.

• Gas card and gas receipt(s) must be returned to YSTC/Bus Barn. Gas receipt(s) must be signed by the traveler to whom the gas card is assigned and must include the Travel Request number.

4. In Case of an Emergency • If a problem should arise with the College-owned vehicle or major

repair is necessary, notify the YSTC/Bus Barn as soon as possible. If after hours, notify the Travel Supervisor or Campus Police.

5. Returning a College-Owned Vehicle • All College-owned vehicles are to be returned to the YSTC/Bus Barn

at the time listed on the Travel Request. • Keys, gas card and gas receipt(s) must be turned in to YSTC/Bus

Barn.


5. Returning a College-Owned Vehicle (cont.)• Please report any issues/problems to YSTC/Bus Barn when the

vehicle is returned listing the issues/problems on the Trip Ticket. • Drivers are required to complete the vehicle evaluation portion of

the Trip Ticket provided when the vehicle is picked-up.

6. Charges for College-Owned Vehicles • Bus driver’s time, lodging and meals will be paid by the department

using the activity/black and yellow bus. • Charges for College-owned vehicles are shown in Appendix P of the

Travel Manual. • College-Owned Vans: 44.5 per mile and $7.50 prep fee• Activity Buses: 47 cents per mile, $15.00 prep fee and drivers

meals, lodging and standby salary ($30.00 per hour effective 9/1/12).

• Black and Yellow Busses: $1.75 per mile (effective 9/1/12) and drivers meals, lodging and standby salary ($30.00 per hour effective 9/1/12).


Questions?

navigating your way through the travel process arizona western college travel office

Documents

travel expense

expense of travel

travel specialist

cancellation of travel

openended travel local

purpose of travel

cancelled travel

travel request slide