Procedure 6.12.01 - Travel


Request

The appropriate supervisor and the supervising vice president must approve in advance requests for travel. The president must approve out-of-state or out-of-country travel requests. When employees travel on official college business outside the local area (defined as travel within Columbus County), even when the travel is at no expense to the college, they must complete a Travel Request form to obtain authorization to be absent from their duty stations. The completed Travel Request form may serve as verification that the travel was work-related in the event of injury or death of the employee. A copy of the form is sent to the employee after the supervisor and the vice president have approved the request. The employee must attach the approved copy of the Travel Request form to his/her Travel Reimbursement Request. Employees’ ID number must appear on all requests for travel and reimbursement. Local travel should be done with the knowledge and approval of the immediate supervisor and within the scope of the employee’s normal duties.

Transportation Expense Limitations

Travel expense is limited to the actual cost of public carrier or the approved mileage reimbursement rate plus tolls and parking fees for private transportation. All expenses except tolls and parking fees incurred in using private cars are part of the mileage reimbursement rate. Employees must obtain receipts for tolls or parking fees to obtain reimbursement for these costs. Reimbursement for travel using a personal auto for the convenience of the employee may be at a reduced mileage rate or the cost of more economical alternate transportation.

Reimbursement for Mileage

For the purposes of travel reimbursement, Southeastern Community College’s metropolitan area is designated as Columbus County.

When traveling within SCC’s metropolitan area, employees who are approved to use their private vehicle for college business will be reimbursed for mileage that exceeds their normal commute to and from their designated work station.  Employees will use the total miles driven each day for college business and subtract the miles for their normal commute to and from work to determine the miles that will be reimbursed.

When travelling outside of SCC’s metropolitan area, employees who are approved to use their private vehicle for college business will be reimbursed for the lesser of the mileage from:

  1. their designated work station to and from the location that is outside Columbus County, or
  2. their home of record to and from the location that is outside Columbus County.

Employees who travel outside the county and then return to their designated work station inside the county will be reimbursed for the mileage to the location outside of Columbus County and then to their designated work station minus the mileage for their normal commute to work.

Employees who report to their designated work station and then drive to a location outside of the county will be reimbursed for the mileage to the location outside of Columbus County and then for the mileage for either (1) their return to their designated work station or (2) their home of record minus the mileage of their normal commute to their home of record.

Employees who travel on a non-work day will apply that mileage to the next scheduled work day to calculate their reimbursement.

Subsistence

Reimbursement for subsistence (meals and lodging) is limited to actual expense not to exceed the maximum allowable statutory rates for in-state and out-of-state travel. Payment of sales tax, lodging tax, local tax or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is paid as a lodging expense. The president must approve travel requests that include lodging expenses in excess of the authorized daily rates. Employees must have receipts to support all claims for reimbursement for lodging expense.

Overnight Accommodations

Employees may stay overnight to attend conferences, training events and other college-related activities.  Overnight stays are only approved when the site for the conference, event or college-related activity is more than 75 miles from SCC’s main campus and the first scheduled event is before 8:00am.  Registration and breakfast are not considered scheduled events for determining the need for overnight accommodations.  The employee’s vice president may approve overnight stays within 75 miles of SCC’s main campus for consecutive nights for events that are held for consecutive days.  Any other exceptions must be approved by the college president.

Registration Fees

The president must give advance approval to any travel involving registration fees. Travel regulations allow reimbursement of the actual cost of conference registration fees when supported by a valid receipt or invoice. The cost of meals included in registration fees may not be duplicated in reimbursement requests.

Advance

When employees request advance travel money, they must follow the guidelines below:

  1. They must submit proper documentation to the Business Office a minimum of ten workdays prior to the time of needed advance. The appropriate vice president may make an exception in rare circumstances.
  2. Unless travel expenses and the advance request amount to at least $75, travelers should not apply for an advance.
  3. In accepting the advance payment, travelers agree that it is their responsibility to submit a Travel Reimbursement Request to the Business Office and repay any excess funds owed to the college within thirty (30) days after completion of travel.

Reimbursement Process

Employees must submit requests for reimbursement of travel expenses through their supervisor to the respective vice president on a Travel Reimbursement Request form not later than the first day of the month following the month in which they complete travel. The vice president forwards the request to the Business Office by the fifth day of the month following the month in which employees complete travel. Necessary forms and assistance in the preparation of requests for reimbursement of travel expense are available in the Business Office. Claimants must provide written evidence of payment of lodging, tolls, parking fees, registration fees, and common carrier expense. Failure to submit requests with supporting data by the proper date may result in non-payment.

Adopted: August 1, 2019

Revised:

Reviewed: