College Travel Procedures and Documents
This article outlines the documents and procedures for requesting and reporting official college travel. The forms for this procedure are available in mySCC under the main menu ("hamburger" icon). For staff, they are also under the "Other Staff Apps" menu in mySCC.
1. Application for Attendance
Fill out the "Application for Attendance at Professional Meetings" form, providing details such as the trip location, dates, and estimated expenses. Also, specify how the trip will be financed. If the trip costs exceed $3,500, approval from the President is mandatory. Once all necessary approvals are received, proceed to the next step.
2. Hotel Reservation Form
Use this form to document your planned accommodations and their costs.
3. Credit Card Form
This form is required for any expenses like registration fees, hotel costs, and rental car reservations.
A completed "Hotel Authorization Form" must be sent to the hotel to prevent the need for a physical college credit card. Not complying with this procedure could result in delays or personal liability for the bill until the issue is resolved with the hotel during business hours or until reimbursement paperwork is completed upon your return. This is a requirement from the hotels, not the Business Office.
4. Requisition
Fill out a requisition if you need an advanced cash request for meals and other incidentals. Be mindful of the meal allowances at your destination while calculating your requirements. Consult the "2022-2023 Per Diem Rates" document for more information on high or low-cost locations and the corresponding dates for these classifications.
1. Allowable Meal/Incidental Per Diem Form
After the trip, record and total your meal expenses on this form. Provide all original receipts. Be sure to consult the "2022-2023 Special Per Diem Rates" list while completing this form.
2. Travel Expense Report
Complete this form to record all other expenses, including mileage. There is a section where you can calculate your reimbursement or return any unused funds.
Remember that the proper completion of these steps is crucial to ensure a smooth travel experience and accurate expense reporting. Please make sure to follow the instructions and complete the necessary forms in a timely manner.
0 Comments
Add your comment