TRAVEL RULES

(OCTOBER 2015)

1)PLEASE contact A/P if the answer to your question is not listed below.

2)Travel Reimbursement Requests submitted to A/P after 60 days or more of date of travel will be processed thru Payroll and the money will be in the employee’s next paycheck.

3)Overnight Travel: A conference itinerary/agenda is required as support docs for all overnight travel.

4)Meals (Per Diem):

  1. Meal per diem rates are based on the location of travel and range from $51 to $74 per day.

Receipts are no longer required for meals.

  1. First day of travel is a flat 75% of “DESITINATION CITY” or “COUNTY OF DESTINATION CITY” per diem rate.

(Any meals provided during first day of travel are NOT deducted)

  1. Last day of travel is a flat 75% of “DESTINATION CITY” or “COUNTY OF DESTINATION CITY” per diem rate.

(Any meals provided during last day of travel are NOT deducted)

Example: “Destination City” or “County of City” to conference is Dallas, TX Per Diem = $64

“Destination City” or “County of City” from conference is Fort Morgan, CO Per Diem = $51

FIRST DAY of travel is 75% of $64.00 / Dallas, TX the ‘destination city’ per diem which equals = $48.00

MIDDLE DAYS of travel are $64.00 less cost of any meals provided.

LAST DAY of travel is 75% of $51.00 / Fort Morgan, CO the ‘destination city’ per diem which equals = $38.25

DATE / PER DIEM / LODGING
FIRST or LAST DAY OF TRAVEL? (Y / N) / SINGLE DAY? (Y / N) / MEALS PROVIDED (B / L / D) / DAILY PER DIEM AMOUNT / HOTEL
DAILY AMOUNT (Receipt Required) / DAILY TOTAL
11/1/15 / Y / N / 48.00 / $48.00
11/2/15 / N / N / B/L / 33.00 / $33.00
11/3/15 / N / N / D / 36.00 / $36.00
11/4/15 / Y / N / 38.25 / $38.25
$0.00
$0.00 / $0.00 / $0.00 / $155.25 / $0.00
SUB TOTAL / $155.25
  1. For meals provided. The daily per diem rate will be reduced by the meal rateEXCEPT DURINGTHE FIRST AND LAST DAY OF TRAVEL. If the meal provided is not ‘taken’ – attach an explanation and the full daily per diem rate will be paid.

Continental breakfast is NOT a ‘provided meal’.

  1. Incidental Expenses:
  2. $5 is included in the Per Diem rate to cover incidental expenses (personal telephone calls, miscellaneous tips to bellhops/maids, other misc. items)
  3. A higher incidental Per Diem rate not to exceed $15 per overnight may be claimed with itemized details.
  4. Allowable Expenses/Receipts Required:
  5. Commercial transportation such as taxi and shuttle expenses paid by the traveler. A receipt is required for each individual ride in a commercial vehicle over $25.
  6. Parking fees paid by the traveler. Receipt required for any single fee over $25.
  7. Business expenses paid by the traveler for official state business such as: telephone, fax, internet access, and other similar miscellaneous expenses – receipt is required for any single charge over $25.
  8. Toll road charges if paid by the traveler. Receipt required for tolls over $25.
  9. Unallowable Expenses:
  10. Alcoholic beverages purchased by the traveler.
  11. Entertainment expenses paid by the traveler (in-room movie rentals, movie passes, etc.)
  12. Personal expenses incurred during travel that are primarily for the benefit of the traveler and not directly related to the official purpose of the travel.
  13. The STMP Travel Payment Program provides travel insurance while other types are not justifiable for business purposes; therefore expenses paid by the traveler for the following are not reimbursable:
  14. Collision damage waiver/loss damage waiver for rental cars
  15. Supplemental liability insurance on rental vehicles
  16. Value premiums on airline tickets
  17. Trip cancellation insurance
  18. Additional liability for rental cars
  19. Personal accident insurance on rented vehicles
  20. Supplemental life insurance for airline or common carrier travel
  21. The cost of traffic fines and parking tickets.

5)Lodging:

  1. Payment Options –BEST to put hotel charges on MCC Travel Credit Card
  2. Employee makes reservation at hotel. (Review State website for hotel listing)
  3. Employee asks hotel to get them a Credit Card Authorization Form.
  4. A/P completes this form / faxes to hotel.
  5. A/P emails employee that fax confirmation has been received.
  6. Employee completes Direct Pay Request with hotel confirmation paperwork attached before they leave!
  7. State Website ( Click Lodging Tab
  8. Click Link STMP IN-STATE LODGING DIRECTORY
  9. Lists In-State Hotel Information & Rates that have current State Price Agreements.
  10. Hotel listing is by ‘City’.
  11. Employee is encouraged to book reservations with these hotels.

6)Out of State Travel / Airfare

  1. TRAVELER MUST REQUEST OUT OF STATE TRAVEL IN ADVANCE!
  2. An Out of State Travel Request & Authorization Formmust be completed, approved by Supervisor & President and submitted to the accounting office for a Travel Authorization Number before any travel arrangements are made.
  3. Travel arrangements must be booked using MCC’s state travel agency:

NEW HORIZONS TRAVEL

3510 W 10th St. Greeley, CO 80634

Phone #970-353-2200

Toll Free #800-569-1887

Fax #970-356-8936

Email:

  1. Benefits of using state travel agency include:
  2. Lost Baggage Insurance (up to $1,250)
  3. Travel Accident Insurance ($500,000)
  4. Convenience
  1. INTERNET AIRFARE PURCHASES ARE STRONGLY DISCOURANGED and will only be approved in advance by MCC Controller.

7)Cash Advances

  1. All employees have access to the State Travel Card; this is the preferred payment method for travel expenses. The card is currently a Visa. The individual is responsible for payment to the credit card within 59 days to avoid interest. The individual traveler is reimbursed.
  2. Contact MCC Accounting if you want to apply for a travel card.
  3. Cash advances are strongly discouraged - special exceptions approved on an individual basis by the Controller.
  4. Any advances approved by the Controller and excesses not returned to the college within 120 days (end of travel) will be included on the W2 wages.

8)Auto Rentals:

  1. Click Auto Rental Tab
  2. Automobile Rental Matrix (Avis, Budget, Budget Truck, Hertz)
  3. Lists discount codes, customer service contact information, rates, etc.
  4. All agreements include BOTH collision damage waiver insurance & liability insurance.