1. Travel Request and Reimbursement The Basics

2. Request to Travel For In-State and Out-of-State  You must plan ahead-We recommend two weeks to get all required signatures. There are different forms for the request.  Include the following:  Full Budget Code: F-O-A-P  Fill in Form Completely  Standard Mileage Chart if Applicable  Mileage calculation from Mapquest or similar print-out if applicable  Contact Eric McLain (CB) or Brenda Crowley (AC) to reserve state vehicles

3.  Include the following (continued):  List cost of any Registration Fee  List anticipated Meal Allowance or Per Diem. $11.25 (6-12 hours) or $30.00 (over 12 hours) or $75.00 (overnight) for In-State. Out-of-State is actual cost – no Per Diem. Must turn in original Receipts  Sign the Form and forward to your Dean. Your Dean will approve the Request to Travel and forward it to the Business Office. The Business Office will approve it and forward it to the President for the final approval. Brenda Crowley will send the Request back to you.  See Attached Forms

4. CENTRAL ALABAMA COMMUNITY COLLEGE REQUEST FOR IN-STATE TRAVEL DATE OF REQUEST: NAME: DATE AND TIME OF DEPARTURE: DATE AND TIME OF RETURN: MODE OF TRANSPORTATION: STATE VEHICLE PERSONAL VEHICLE OTHER (SPECIFY) DESTINATION: PURPOSE: ESTIMATED COST Effective January 1, 2014: Mileage 56¢ per mile; $11.25 meal allowance 6-12 hours away from base; $30 allowance (over 12 hours, not overnight) $75 per day for overnight stay DEPARTMENT NAME: BUDGET NUMBER: APPROVED: DEPARTMENT HEAD DEAN BUSINESS OFFICE PRESIDENT

7. Remember:  If you are using a state vehicle, sign for a gas card from Nancy Fuller or Cashier and return the vehicle full.  Save any pertinent documentation; i.e. parking receipts, meeting agenda, meal receipts (if out- of-state travel) and the gas receipts if you are driving state vehicles.  Don’t forget to turn the gas card and any gas receipts back in as soon as you return. Return to Nancy Fuller or Cashier.

8. Travel Reimbursement a.In-State vs Out-of-State Form (on website) b.Vendor Numbers (Employee C Number) c.Correct Budget Numbers Identified d.Detailed Receipts (not just credit card receipt) e.Timely Submission (max of 30 days except year end – 10 days) f.Check Budgets Before Submitting for Payment (FGIBAVL) g.Budget Amendment Request if necessary (website)

9. Request Reimbursement In-State Travel  Complete Travel Reimbursement form and obtain appropriate signatures.  Include Times of Departure and Return  Include mileage, if using private vehicle (Mapquest or similar). Standard Mileage form may be included for local and between campus travel. Attach approved Request to the Reimbursement.

11. Request Reimbursement Out-of-State Travel  Research the permitted per diem for the city you are visiting. Go to GSA.GOV\per diem, enter the zip code or city and print the two pages M&IE BREAKDOWN to go with your reimbursement request.  Include receipts for meals, parking and other expenses that are reimbursable. Include the agenda from your meeting.  Include mileage and Mapquest if you drove a personal vehicle.  Obtain Dean’s signature and forward to the Business Office promptly for fast turn-around of your request.  Allow time to process. Remember the President must sign the Reimbursement as well.