Shoreline Community College
Travel regulations are required by the State Legislature and the Office of Financial Management to protect public funds from fraud, waste, and abuse by selecting travel alternatives that are most economical or most advantageous to the state.
· All employees and volunteers of Shoreline Community College
· Students and clients of Shoreline Community College
· Members of Shorelines Board of Trustees
· Personal Service Contractors and Client Service Contractors when travel costs are specifically identified in the contract
· Be aware that all travel must be pre-approved. Only one exception exists and applies to a very small percentage of travel.
· Be familiar with the college’s travel regulations before embarking on or paying for travel. Only direct work-related expenses may be reimbursed.
· Be responsible and know the deadlines and documentation required.
· Be sensible and realize excessive, unnecessary, or unjustified travel expenses usually are not reimbursed.
· Be accountable personally for the payment of travel expenses due to personal preference, convenience, or where the travel regulations are not followed.
· Be prompt in submitting travel documentation for reimbursement.
· Ensure that any and all travel costs paid by the College are directly work-related; obtained at the most economical price; and are critical and necessary to conduct state business. The personal travel plans of the traveler shall not influence this criterion.
· Exercise prudent judgment in approving travel-related costs.
· Ensure travelers are not treated differently for like travel.
· Establish an effective system for managing travel-related costs.
· Ensure accountability for all state travel charge card systems
Any Shoreline Community College employee, student, or volunteer who will be traveling on College business and wishes to have the College pay for the allowable travel expenses must have the travel approved prior to traveling.
Complete a Travel Requisition and submit to the college travel desk 10 days prior to the start date of your travel. If your area Vice President or the President is required to review the travel request, the request must be submitted to the travel desk 15 days prior to the start of travel.
The only time a Travel Requisition is not required is for mileage reimbursement within Washington State only and you are not claiming meals, miscellaneous expenses, or lodging.
If you have any questions, please contact your Travel Desk prior to traveling Stuart Trippel ext. 4672.
Upon return from travel status you must submit a Travel Expense Voucher within three (3) days, for travel within the United States, and within ten (10) days for international travel. If the expenses have not been pre-authorized on an approved Travel Requisition Form, those expenses will not be reimbursed.
· Lodging – the lower of actual costs or maximum rate for the specific area/city.
· Meals – a set dollar amount per meal by locale.
· Transportation – as defined in the travel regulations.
· Miscellaneous – only those expenses necessary to conduct essential and official state business.
· Exceptions – please refer to the detail regulations for the type of expense.
· Lodging – original receipt only that show a zero (0) balance
· Registration- original receipt only
· Airfare-original receipt only
· Any miscellaneous expense - original receipt only.
If the original receipt is lost prior to submitting to the business office, the traveler must obtain a duplicate of the original from the provider of the service. Only as a last resort should an affidavit of lost receipt form be used.
Shoreline Community College
Anyone traveling on state/college business and will request reimbursement or pre-payment for travel expenses (lodging, meals, mileage, registration fees, transportation, etc.) must have the travel pre-approved in writing on a Travel Requisition (TR) form before the travel begins for the expenditure to be eligible for reimbursement or payment. Approval is not complete until all required signatures are obtained on the form. To receive the reimbursement, a request must be submitted using a Travel Expense Voucher (TEV) when the traveler returns.
It is the traveler’s responsibility to know the rates at which they will be reimbursed while in travel status and to plan the trip accordingly. The traveler is also responsible for the completion and submittal of all travel forms and required documentation. In departments where travel documents are completed and submitted by one individual, both the preparer and the traveler assume responsibility.
Allowable expenses and reimbursement rates may be found in:
1. The College Intranet Website: http://intranet.shoreline.edu/travelhandbook/
2. OFM’s web site: http://www.ofm.wa.gov/policy/10.htm
A Travel Requisition (TR) form is the official document that provides pre-approval for reimbursement of work-related travel expenses and provides the authorization for the employee to be away from the workplace as required by the State of Washington and Shoreline Community College.
If you desire to be reimbursed or have the college pre-pay any eligible travel-related expenses, the appropriate sections of the Travel Requisition form must be completed and the form signed by the required individuals.
Mileage: Travel Requisitions for mileage only are not required if the travel is within Washington State. All other types of travel require a pre-approved Travel Requisition (TR).
Registrations: To alleviate duplication of registration payments, registrations will only be paid by an approved Travel Requisition form. Registration payments on an invoice/payment voucher or purchase requisition form will not be paid.
When completing the TR, be sure the following information is provided:
Section 1- General Information
Traveler’s Name (applicant)
SID (This is your employee 965 number)
Date Form Completed
Area of Travel
Department Budget Number (Approp-Prog-Org)
Traveler’s /Dept Work Phone Number
Purpose of Travel
Section 2 – Travel Itinerary
Date in Travel (must list each day in different location separately)
From (Departure Location)
Section 3 – Estimated Expenses
This section contains information for registration, transportation, lodging, meals, and miscellaneous expenses. You must complete each section for which you anticipate incurring expenses (excluding miscellaneous) to receive reimbursement for that expense. The state rules do not require travelers to be reimbursed but limits the maximum amount that may be reimbursed.
A section on the TEV is identified for reimbursing mileage when using privately-owned motor vehicles. The reimbursement is determined by the state and adjusted every January. You can obtain the most current rate from the travel desk. See the section entitled “Mileage Allowance” to determine which mileage is reimbursable.
Rental car expenses are reimbursed at the lower of actual costs or the rate of the state contract vendor. Currently, the state vendor is Enterprise. Car rentals are arranged by you once your travel requisition has been approved.
Travelers are encouraged to use a state-issued travel card to pay for rental cars. These cards can be reserved through Lanay Guard at x4513 in the budget and accounting office. Please provide an original receipt and note the expenditure in the miscellaneous expense section of the TEV. The state contract rate includes insurance. Insurance charges will not be reimbursed.
To determine the reimbursement rate, the state car rental contract can be accessed at: http://www.ga.wa.gov/pca/contract/05104c.doc
Airline tickets should be purchased through a state qualified agency in order to obtain the state contract rate. If a fare that is lower than the state contract rate is found, it may be purchased by the traveler using a state-issued travel credit card only. Airline tickets purchased with the traveler’s personal credit card can not be reimbursed per the Office of Financial Management. [SAMM 10.50.40, 45, 70, 75]
Where there is no state contract for international routes, have travelers obtain a quote from two travel agencies. One from the agency they are purchasing the fare from and one from another agency for comparison.
To access state airline contract rates, go to:
http://www.ga.wa.gov/pca/contract/13503c.doc The airline fares are listed by city at the end of the contract.
For other transportation options, please refer to the travel procedures or call you’re the Travel Desk.
The meal reimbursement can not exceed the maximum allowable rate set by the state for each meal period-- breakfast, lunch, dinner. You may reimburse a traveler for less than the state rate. In no circumstance can you provide more than the state rate.
You are eligible for reimbursement of meals if you are in “Travel Status” during the full block of times listed below AND you are in travel status at least three hours beyond your regularly scheduled work day:
Breakfast 6:00 am - 9:00 am Lunch 11:00 am- 2:00 pm Dinner 5:00 pm- 8:00 pm
NOTE: If you are eligible for meal reimbursement but do not spend the night away, the reimbursement is taxable income .
The meal rate to use is the rate in effect for the area where the traveler stops for sleep. The meal reimbursement rate for the last day of travel (return day) would continue to be the rate for the location where the traveler last stopped for sleep [SAMM 10.40.55].
Meal reimbursement during flights: Reimbursement will be based on the rate of the destination traveling to and on the trip home, the location where you last spent the night.
Note: Travelers are prohibited from purchasing meals on the college travel credit cards. You may request a 90% advance for subsistence on the Travel Requisition form to help defray the cost to the traveler. The remaining 10% of subsistence cost can be reimbursed from the travel expense voucher.
To determine which rate applies to the area to which you are traveling, please check the following web sites:
In-State : http://www.ofm.wa.gov/resources/travel.asp
Select the map of your choice. Locate the county where you will be traveling, then look up the rates in the color-coded legend in the bottom right hand corner of the map.
Out-of-State : http://www.gsa.gov/
This brings you to the federal government web site. Under “Travel Resources” click “per diem rates.” Scroll down to the map. Click on the state to which you are traveling. The column titled “M&IE Rate” is your total meal allowance. Use this meal breakdown chart http://www.ofm.wa.gov/policy/10.90a.pdf to determine the amount allowed for each meal. The allowance includes food, tax, and gratuity.
Out-of-Country/Alaska/Hawaii : http://perdiem.hqda.pentagon.mil/perdiem/perdiemrates.html
Use the drop down box and scroll to the destination country. A list of cities in that country will come up. Use the drop down box again to choose the month and year of travel. The column titled “M&IE RATE” is your total meal allowance. Use the percents below (rounded to the whole dollar) to determine the amount allowed for each meal. The foreign allowance includes food, taxes, tip, as well as laundry/dry cleaning expenses.
Alaska and Hawaii are at the very end of the list.
To determine which rate applies to the area to which you are traveling, please check the following web sites:
In State: The in-state lodging rates are by county and are located on the map at: http://www.ofm.wa.gov/resources/travel.asp These rates may be adjusted throughout the year.
This link brings you to the federal government web site. Under “Travel Resources” click “per diem rates.” Scroll down to the map. Click on the state to which you are traveling. The column titled “Maximum Lodging” is your maximum lodging allowance excluding taxes. These rates may be adjusted throughout the year.
Use the drop down box and scroll to the destination country. A list of cities in that country will come up. Use the drop down box again to choose the month and year of travel. The column titled “Maximum Lodging” is your maximum lodging allowance. Please note: foreign lodging maximums include taxes.
Lodging costs in excess of the allowance will be paid by the traveler. When this occurs, the taxes are to be prorated between allowable and unallowable costs.
Reimbursement is allowed for lodging expenses when the event/activity is located more than fifty (50) miles from the traveler’s residence or official station, whichever is closer.
Staying Extra Night:
If the cost of the airline ticket for leaving the same day as the event ends is more expensive than the cost of leaving a day later plus the additional lodging and meal per diem, lodging costs may be covered for the extra night; OR
If a same day flight will return the traveler to their home after 11:00 pm, lodging may be covered for the extra night . (May allow up to 2 hours from event ending to flight departure and up to 2 hours from flight arrival to traveler arriving home.)
Other Lodging Exceptions:
The most commonly used maximum lodging rate exceptions are for those staying where the conference and meeting is held and business interaction is required. This is allowable if it provides optimum benefit to the organization.
Exceptions may also be granted for travelers staying at nearby hotels due to “no availability” at the meeting hotel or the hotel is listed in the conference advertisement even if the meetings are not held there.
Lodging Exceptions Not Allowed:
Included, but are not limited to: visits to Colleges/Programs, serving on Boards and/or Committees and meetings that are scheduled on a regular basis and meet at a college.
For other lodging options and exceptions, please refer to the travel procedures.
It is the traveler’s responsibility to know the rates at which they will be reimbursed while in travel status and to plan the trip accordingly. Any errors not corrected during the travel desk review of the TR, does not allow the traveler to receive more reimbursement than what the state allows.
Lodging reservations are made by the traveler once the travel requisition form is approved. You may check out a travel card through Lanay Guard at ext. 4513 in the business and accounting office to reserve your hotel room.
To determine other allowable miscellaneous expenses, please refer to the travel procedures or call the Travel Desk. Original receipts must be presented for reimbursement of miscellaneous expenses except as noted.
Travel advances are permitted on a case by case basis.
a. The maximum advance available is 90% of the base lodging and meals [exception rates excluded].
b. By clicking the advance requested box and signing the Travel Requisition form the traveler is agreeing to comply with OFM reporting requirements. A Travel Expense Voucher (TEV) must be submitted by the 10th day of subsequent month of return date.
c. TEV received after 60 days from return date, will be charged interest and traveler must wait 12 months before a travel advance may be requested.
d. Travelers are to be issued only one advance at a time. Any previous advance must be cleared before another is issued.
All travel requisition forms must be printed on 4 part NCR paper and signed in accordance to the “Signing and Contracting Authority” document updated on October 23, 2008.
If the travel is out-of-state, out-of-country, or three nights or more the President must sign the TR.: [Portland, OR and Vancouver, BC are in-state]
Board members and the presidents’ travel must have all their travel documents approved by the Vice President of Administrative Services. All Vice President’s travel documents must be approved by the President.
NOTE: If another entity is paying for the traveler’s expenses directly, Sections 1 and 2 of the TR are to be completed with appropriate signatures. If another entity will be reimbursing the district for the traveler’s expenses, complete all applicable sections of the TR with appropriate signatures. In Section 1 list the entity name, contact person, address, and what is being paid.
A Travel Expense Voucher (TEV), Form A20, is the official document used to reimburse employees for travel expenses. The document should be submitted to the travel desk upon return from travel status within three (3) days, for travel within the United States, and within ten (10) days for international travel. If the expenses have not been pre-authorized on an approved Travel Requisition Form, those expenses will not be reimbursed. The TEV will be matched against the TR prior to processing.
All travel reimbursement requests need to be submitted prior to the close of the fiscal year (June 30) in which the travel occurred. A TEV submitted after June 30 may not be reimbursed.
The TEV may be found on the College Intranet site under forms. The form automatically calculates the total dollars for you so please fill it out electronically. All travel forms must be printed on 4 part NCR paper.
Be sure the following information is provided on the TEV form.
Top Section - General Information
It is important that the traveler’s name, home address, official work station, and official residence fields be completed on the form. This is necessary to determine eligible mileage reimbursement. See form below. Omission of the traveler’s home address may result in no mileage reimbursement.
Middle Section – Travel Expenses
The form separates the types of expenses for which you may be reimbursed (meals, lodging, mileage, other).
Trip Information : The first 5 columns establish when you were traveling and where. You must separately identify each day that you incurred expenses for which you are requesting reimbursement. The very last column on the right-hand side allows space for you to identify the purpose of the trip.
Out-of-Country/Alaska/Hawaii : The trip times (both departure and arrival) need to be converted to Seattle time for the entire trip. This will ensure that expenses are reimbursed for the correct number of days.
Meals: The next four columns allow you to request meal reimbursement. Note: If you are eligible for meal reimbursement but do not spend the night away, the reimbursement is considered taxable income.
Lodging : Lodging expenses include the basic cost of the room and any applicable sales taxes. The lodging allowance is the actual cost up to the maximum allowable rate. Sales tax is in addition to the maximum allowable rate except for foreign travel which includes taxes. To verify if you are eligible for lodging, please see the travel procedures or call the Travel Desk. An original itemized receipt must accompany the TEV to be reimbursed for lodging. It is the responsibility of the traveler to provide the original receipt.
Lodging costs do NOT include:
Phone charges Movie rentals Laundry/valet services Room Service Copy/Fax
Mileage: The current mileage rate is on the TEV form. Just input the total mileage for each day and the form calculates the reimbursement total for you. Be sure to input mileage totals in whole numbers. “Point-to-Point Miles” refer to the mileage from your “official station” or home (depending on the location from which you depart) to your traveling destination and back. “Vicinity” miles refer to any miles driven while at your destination.
Other Miscellaneous: To determine other allowable miscellaneous expenses, please refer to the travel procedures or call the Travel Desk. Original receipts must be presented for reimbursement of miscellaneous expenses except as noted. Receipts should be taped onto an 81/2 x 11 sheet of paper to reduce the risk of being misplaced. Please do not staple them and receipts must never be cut.
When a traveler arrives earlier or stays later than the time scheduled for the meeting or event for “non business” reasons, that portion of the traveler’s time is considered “personal” time. State/Public funds can not pay for employees’ travel expenses when not on official state business.
NOTE: If another entity is paying for the traveler’s expenses directly, a TEV is not required as long as they have received approval by their supervisor to be away from their duty station. If another entity will be reimbursing the college for the traveler’s expenses, a TEV must be submitted for billing purposes.
IV. Local Area Mileage
Reimbursement for use of privately-owned motor vehicles is allowed only when traveling to or from a location other than your “official station.” The State of Washington defines the official station as:
The city, town, or other location where the state official or employee's office is located, or the city, town, or location where the state official or employee's work is performed on a permanent basis. For the purposes of these travel regulations, Olympia, Tumwater and Lacey are considered to be the same official station. A state official or employee's official station is to be designated by the agency. It is to be determined by the needs of the agency and not assigned because it is the home or preferred living area of a state official or employee . [OFM’s State Accounting Manual, section 10.50.25a]
College’s “official station” or workplace is the city of Shoreline.
§ Traveling between locations within the official station (workplace) may be reimbursed. However, the miles to/from home to any work location within the official station is not reimbursable.
§ Working during hours or days that the employee is not normally scheduled to work does not entitle the employee to reimbursement for transportation mileage expenses incurred between their official residence and their official station.
If an employee is temporarily reassigned to work at a location other than the “official station,” then the employee may receive reimbursement from their home to the temporary workplace. The temporary reassignment requires formal written approval by the president of the college.
V. Auditing Travel Expenses
It’s important to note that all travel reimbursements are subject to review by the State Auditors Office. International travel and travel by the president, and the Board are audited each year.
OFM has recommended that agencies use Pacific Time for the entire trip to determine meal eligibility. College travelers will convert both the “To” and the “Return” trip time to Pacific Time in determining meal period eligibility.
Foreign Currency Conversion
Out-of-Country travelers are encouraged to use a credit card whenever possible to receive the most favorable foreign exchange rate. The traveler will be reimbursed the amount on their statement, including all foreign transaction fees. All other expenses incurred in a foreign currency will be converted based on the rate published for the first day in the country.
Rates used by the State of Washington are those set by the Federal Government. Please see lodging rate information above. The reimbursement maximums include all hotel taxes.
NOTE: Your department may add to the requirements outlined in these procedures.