c节：商业和支助服务

部分CD.8

BUSINESS AND SUPPORT SERVICES
旅行的过程

过程

旅行的过程

The purpose of the procedure is to ensure travel expenditures are reasonable, customary, and necessary to conduct official college business. The College provides options for employees who incur business related travel expenses in the performance of their official duties. An employee may receive a travel stipend, the use of a fleet vehicle, or be reimbursed for economical and practical travel expenses associated with line of duty (service area) or professional development (conferences) travel.

Employees traveling under contracts and grants (federal, state, local, or private) shall be reimbursed for travel expenses and allowances on the same basis as other College employees, except in those instances where the terms of the contract or grant specify travel guidelines and reimbursement rates which are more restrictive than the College reimbursement rates.

Out of state travel must be approved by the District President, and all travel authorizations for out of state travel will be routed to the District President by the Procurement Officer for approval.

服务区域

As defined by the Texas Legislature the official service area for 皇冠博彩 includes all of: Ellis, Navarro. Freestone， Limestone和Leon县。 College locations in the cities of Corsicana, Waxahachie, Mexia, and Midlothian. The service area may differ for government sponsored awards, contracts, and agreements.

Line of duty travel expenses may be paid with a monthly stipend processed through payroll, or, reimbursed through a claim processed through the purchasing department and accounts payable department.

旅行津贴

Travel Stipends may be issued to employees who frequently travel within the service area. The employee should make the request for an appropriate amount to the respective Vice President. A travel stipend may be issued if warranted at the discretion of the District President. Those receiving a travel stipend will 不 be reimbursed for travel expenses under these procedures other than those 不 covered by the stipend.

职责范围和专业发展

A travel authorization should be created and approved 之前 to any travel, whether line of duty or professional development, and will serve as the employee’s approval for the travel. 出差按次计费。 A travel authorization should be completed for each trip separately.

这个过程的重要部分是：

An expense report must be completed upon returning from travel within 10 business days, but no later than thirty (30) days after returning. Travel expenses received after 30 days on returning from the travel will 不 be reimbursed by the college. An exception to this must be with written approval by both the Vice President of the employee and the Vice President of Finance. If the exception is approved, the college will follow the IRS Revenue Ruling 2003-106 which states that a travel claim received later than sixty days after incurring the expenses the reimbursed amount will be added to the taxable wages section of the W-2.

An expense report must be completed by Tuesday to be processed for payment that same week.

报销

偿还费率如下：

里程

Employees who receive a travel stipend will 不 be reimbursed mileage within the college’s service area, and those employees should 不 check out fleet vehicles to travel within Navarro’s service area. All other employees requesting mileage reimbursement should first request a fleet vehicle from the 运输 Department and use these vehicles if available. The Vice President over the employee’s department may approve the employee to use his/her personal vehicle when necessary.

An adjunct faculty member who commutes to an instruction site that is more than 60 miles one-way from his/her place of residence will be paid a flat rate of $250 per semester for travel in addition to their regular teaching agreement.

Employees will 不 receive travel pay when traveling for personal business or to attend District events such as, but 不 limited to, commencement, convocation, professional development day, 皇冠博彩 Day, or Operation Bulldogs Serve.

The Executive Director of Student Services and 体育运动 must approve all requests for travel for athletics. An approval for coaches to travel is required twenty-four (24) hours 之前 to travel.

所有团队旅行都必须有预算，教练将自行安排旅行。 大学巴士是按先到先得原则发放的； therefore, requests for vehicles must be made in advance of the trip. If all buses have already been scheduled, budgeted Athletic funds may be used to charter private buses.

皇冠博彩 provides College-owned and insured vehicles for use for College-related activities. The College has buses, sport utility vehicles, and other passenger vehicles available for use. Please refer to 部分CI.1, Business and 支持服务, 运输 Management for procedures on using fleet vehicles.

The rate that will be reimbursed is determined annually by 皇冠博彩’s Leadership Team. The mileage reimbursement rate is inclusive of all expenses associated with the employee’s use of his or her vehicle.

Calculation of mileage may be based on actual odometer readings or by utilizing online web mapping service, however a copy of the online web mapping service is required on the expense report. The miles are counted from the point of departure (which could be from location or from the employee’s home so long as it benefits the College) to the destination and then back to the point of return.

The number of reimbursable miles may 不 exceed the number of miles of the most cost-effective route between two duty points. In determining the most cost-effective route, the College may consider the route that provides the shortest distance, the quickest drive time, or the safest road conditions. Reasonable mileage for incidental travel such as travel between lodging and meeting location, or restaurants is allowable.

Whenever an employee travels out of state in a personal vehicle no meals or lodging will be reimbursed while in route. 里程 will be reimbursed at the price of an airline (coach) ticket or at the prescribed mileage rate, whichever is less.

Travel expenses incurred between an employee's home and work location are considered to be a commuting expense and will 不 be reimbursed Any approved exceptions to this will be taxable to the employee.

运输

机票和租车将直接从采购卡（p卡）支付。 额外舱位或保险等个人费用不予报销。 To preserve your department’s budget, employees may benefit from making use of state resources. 德克萨斯州与某些运输供应商谈判合同。 A list of approved vendors may be found on the State Comptrollers Website.

住宿

For travel to conventions or professional meetings, the lodging rate reimbursed would be that of the convention hotels. For other business-related hotel stays employees may contact the State of Texas staff who negotiate these contracts with certain hotels. Visit the 德州审计署网站 for a list of ap-proved vendors as well as contact information for State Travel Coordinators for assistance.

Governmental lodging rates are found on 美国总务管理局网站. These rates are updated annually and may change each governmental fiscal year beginning in October.

A tax-exempt form if traveling within Texas must be obtained from the purchasing department 之前 to the trip and presented to the hotel for Texas State sales tax exemption.

餐

An employee may be reimbursed for his/her actual meal expense up to the maximum meal reimbursement for that location. The maximum reimbursement rate is listed on 美国总务管理局网站 and the employee should use the destination to find the correct rate. These rates are updated annually and may change each governmental fiscal year beginning in October.

The maximum should 不 be claimed unless the actual expenditures equal or exceed the maximum allowable rate.

例1：午餐收据为10.25美元/每日津贴为11.00美元（索赔应为10.25美元）。

例2：午餐收据为12.25美元/每日津贴为11.00美元（索赔应为11.00美元）。

The time of departure and return listed on the purchase requisition will be used to calculate meal allowance. .

Reimbursement rates will be determined by the rates of the county in which the employee's final destination of travel occurs. Example: An employee leaves Navarro County and travels to Dallas County - the rate of reimbursement will be the Dallas County rate. Documentation should be attached when creating the travel authorization to show the purpose of the travel and where the travel will occur. Purchasing may require additional documentation. Example: A copy of the agenda for a conference, meeting, etc.

If your trip includes meals that are already paid for (such as through a registration fee for a conference) those meals are 不 eligible for reimbursement, therefore, you will need to deduct those meals from your voucher.

酒精饮料在任何情况下都不报销。

联邦基金支付小费是不允许的。

员工可以报销非过夜餐费。 The function must be located outside of the service area. Receipts are required to claim non-overnight meal reimbursement. The maximum should 不 be claimed unless the actual expenditures equal or exceed the maximum allowable rate. These reimbursable amounts are income and are subject to IRS rules regarding taxable fringe benefits. These payments will be reported as wages on the employee’s W-2 tax form.

An employee may 不 be reimbursed for a meal expense incurred within the employee’s designated location unless it is mandatory and connected with training, a seminar, or a conference (Texas Government Code Sections 660.113, and 660.009). Therefore, the College does 不 reimburse meals when traveling within the service area.

禁止使用采购卡支付个人用餐费用。

Business meals for the purpose of recruiting and other student related activities may be purchased with a procurement card and must follow the documentation requirements for business meetings outlined in the Business and 支持服务, Purchasing and Acquisitions, CE.5 Procurement Card Process. Names of College participants and their department must be included on the travel authorization. The purpose of the meeting/activity must be business related and stated on the travel authorization. According to the Internal Revenue Service (IRS) a business meal must be documented to substantiate the bona fide business purpose of the meal/activity. 学生活动餐文件要求相同； names of students and chaperones should be included on the travel authorizations.

When necessary, employees may be granted an exception and allowed to purchase meals on a procurement card while attending a conference which requires the employee to be gone at least five days. The employee will need to seek written pre-authorization from the Vice President of Finance before the trip in memo format and the approval will be attached to the travel authorization. The employee will visit the purchasing department before the trip to obtain a procurement card and receive instructions on using the card.

Most conference registration fees are paid in advance to the conference rather than being paid by the individual. However, if the fee is paid by the individual, they can不 be reimbursed until the travel is complete. The conference registration fee should be included in the travel authorization. Documentation for registration fees includes proof of payment and the conference brochure and/or registration forms that identify the applicable costs. Social/recreational activities associated with a business conference are 不 reimbursed. If you think a social activity is applicable and should be reimbursed, write a justification, and submit it with the travel authorization.

Approved: 2015
Updated: 2020, 2022, 2024, 2025
Reviewed: