Travel and Conference

Presented byAdministrative Services

What we will cover

• Pre-travel checklist

• What to remember on your trip• Completing your Travel Conference after you return• Other important information

Pre-Travel checklist

Grants• Refer to your grant documents and policies regarding travel.• Some grants require prior approval for out-of-state travel.

• If prior approval is required and obtained, you will need the email or documentation attached to all travel paperwork.

• Some grants do not allow out-of-state travel.

Pre-Travel checklist

• Fill out the Travel and Conference Form

• Informational Section• Estimated Costs• Pre-Event Approval Signatures

• Out-of-State Travel requires the Chancellor’s signature• International Travel requires Board approval

***You must have the signed Travel and Conference Form returned to you before you submit your requisitions.***

Pre-Travel checklist

• Fill out the Requisitions

• Lodging• Confirmation email of hotel reservation

• Conference/Workshop Registration Fee

• Flyer or announcement containing registration fee information

• Requisitions must go through the regular signature process• Submit no later than 45-60 days in advance

• Must have a copy of the signed Travel and Conference form attached to the requisitions

***You must have the signed Travel and Conference Form returned to you before you submit your requisitions.***

Pre-Travel checklist

• If applicable, make your flight reservation through Travel Shoppe

• Contact: Tami Gibbs tami@shoppetravel.com• Be specific on your flight arrangements

• Locations for departure and return

• Dates and times for departure and return• Airline preference

• Book airfare no more than 60 days in advance

• Must provide Travel Shoppe a copy of your signed Travel and Conference Form when you finalize the booking.

***You must have the signed Travel and Conference Form returned to you before you book your flight.***

Pre-Travel checklist

• If applicable, fill out a transportation request for a car rental.

• Contact: Brad Mahoney, District Office Operations• Must be received at DO Operations at least 5 business days prior

to travel• Fuel cards can be picked up at the campus business office

• You must keep your gasoline receipts and turn them in with your completed Travel and Conference Form

• First time use of vehicle rental services: Must be in the California Employee Pull Notice Program (PNP) at least two weeks prior to a trip request.

Things to remember during your trip

• Bring your hotel confirmation number or email with you

• Obtain and keep receipts for luggage for airfare (if applicable)• Obtain and keep gas receipts for car rentals (if applicable)• Obtain and keep your hotel receipt showing room rate, hotel taxes,

payment

• Keep your receipts for Other Travel Allowances

Completing your Travel Conference after you return

When do I need to provide receipts?• Hotel• Car rental• Fuel• Taxicab, airport shuttles, train or bus fares.• Registration Fees• Parking Fees• Airline Baggage Fees

Receipts/Folio • Itemized• Include form of payment with last 4 digits of the card used• Lodging receipt must show a zero balance

Completing your Travel Conference after you return

Meals

Use actual cost – Receipts encouragedMaximum daily rates, whichever is less:Breakfast $10.00Lunch $15.00Dinner $30.00

Completing your Travel Conference after you return

Departure and Return times

Remember…….

You must have the signed Travel and Conference Form returned to you before you submit your requisitions and/or book your airfare.

Other Important Information

• Meals: No Per Diems - only request reimbursement for your actual cost up to the meal maximums.

• Do your requisitions early. Paying for your expenses out of pocket is discouraged.

• Remember your zero balance hotel bill before leaving the hotel.• Use the same budget number for all of your paperwork for a particular

conference.

• Amenities sheet from the hotel is required as part of the backup.

Other Important Information

• Notate anything out of the ordinary

• I carpooled with Person B• Person B and I shared a hotel room; Person B paid for the hotel

room• I stayed at my relative’s/friend’s house

• Hotel was included in registration• Conference did not charge a fee• Hotel is sending a refund

• I paid $25.00 for valet parking but I am only requesting the general parking rate of $20.00 for reimbursement.

Resources

• http://intranet.scccd.net/AccountsPayable/

• Mileage Charts and Examples• Hotel/Motel Tax Waiver Form• Authorization for Private Vehicle Use

• Travel and Conference Policy • http://intranet.scccd.net/Transportation%20Department/

• Transportation Request

• DMV Authorization• Vehicle Rental Services Info• Enterprise Location and Hours of Operations