STATE OF CALIFORNIA

California Community Colleges
Chancellor’s Office
1102 Q street, Ste 4550
Sacramento, Ca 95811-6549
(916) 445-8752
http://www.cccco.edu /

December 2, 2015

TO: New Transfer Center Director Training Participants

FROM: Bob Quinn

Transfer and Articulation Programs

SUBJECT: Instructions for Completing Travel Expenditure Claims

Reimbursement for travel expenses incurred by the Transfer Center Director Training Participants is provided through a contract with Pasadena Area Community College District. Please complete the travel expense claim following the instructions on this form.

Remember:

Ø  Always submit the original receipts (common carrier, hotel, parking, etc.). Please tape reciepts onto an 8.5x11 sheet of paper. No meal receipts required. Tips are not reimbursable, nor are hotel phone calls or costs for alcoholic beverages.

Ø  You are reimbursed on a per diem basis. The Chancellor’s Office will calculate the per diem for this travel. Per Diem’s are based on the time your trip begins and ends. For example: If you are coming to Sacramento, the time you leave your home or office is the time your trip begins. The actual time you arrive back home or to your office is the time your trip ends. If you do not wish to claim a meal per diem, please note this on your travel claim.

MEALS AND INCIDENTALS (each 24 hr period) / TIME FRAMES:
Actual Expense up to:
Breakfast: $ 7.00
Lunch: $11.00
Dinner: $23.00
Incidentals: $ 5.00 / FIRST DAY: TRIP OF MORE THAN 24 HOURS:
Trip begins at or before 6am: may claim breakfast
Trip begins at or before 11am: may claim lunch
Trip begins at or before 5pm: may claim dinner
FRACTIONAL DAY- AFTER 24 HOURS OF TRAVEL:
Trip ends at or after 8am: may claim breakfast
Trip ends at or after 2pm: may claim lunch
Trip ends at or after 7pm: may claim dinner
FRACTIONAL DAY-TRIP OF LESS THAN 24 HOURS
Trip must begin at or before 6am AND end at or after 9am in order to claim breakfast.
Trip must begin at or before 4pm AND end at or after 7pm in order to claim dinner.
No lunch or incidentals may be claimed.
If there is no overnight stay, these meals are taxable.

Ø  Hotel lodging maximum is $120.00 plus tax. You must obtain prior approval for hotel expenses over this rate. Please Note: In order to approve hotel costs your travel must be 50 miles from your home/office. For this event hotel lodging is billed to the master account. Please do not enter lodging expenses on your claim form.

Ø  Please use the airport shuttle rather than a taxi. For the Cal Expo Courtyard please use SuperShuttle. Car rentals are not permitted unless prior approval has been given by the Chancellor's Office.

Ø  Fill in the time of departure and the time of arrival.

Ø  Claims should be submitted within 30 days from the meeting/conference, or they may not get paid.

If you have any questions or concerns, contact Bob Quinn, , or at

(916) 324-2358.

Please mail your travel expense claims to:

Bob Quinn, Student Services Division

CCC Chancellor’s Office

1102 “Q” Street, Ste 4550

Sacramento, CA 95811