Travel

All grant travel should be pre-approved prior to taking a trip. Prior to travel all employees traveling on a grant account should submit a Budget Worksheet with signatures from their supervisor and the grant budget authority. Below is the link for a spreadsheet to estimate travel expenses:

https://sites.google.com/a/austincc.edu/travel/estimate-expenses

Monthly Reimbursement Process (6401) - All reimbursement requests inlcuding petty cash, mileage, and travel have been combined into one process. See link below for instructions:

https://sites.google.com/a/austincc.edu/monthly/instructions-1

• Ensure that the appropriate mileage rate is applied and that mileage is calculated in accordance with College policies & procedures.
• For mileage between ACC locations, refer to the mileage chart. For mileage to other locations, Mapquest, Yahoo Maps, or Google Maps are acceptable sources of documentation.
• Refer to the Accounts Payable website for current reimbursement rates.
• NOTE: When the grant rate differs from the college rate, more restrictive rate prevails.

Out of District Travel (6402) and Student Travel (6403)

ACC Travel Cards:

• Cash advances are provided on a travel card. Travel Advance Cards can be used to pay for airfare, hotel registrations, meals, and other travel related expenses.
• The card will be given a credit limit to match the estimated travel funds requested. If the employee tries to spend more than this balance, the card will be declined.
• To request a travel card, select the following link: Purchasing Website Travel Cards
• The budget authority and grant accounting must approve for all grant accounts. Once approved, Purchasing will process the request for a travel card.
• Purchasing requires 14 days to process a travel card request. So if there is a problem delaying grant accounting from approving the request (ie the form is incorrectly completed, travel estimates are inaccurate), still notify the Purchasing department ASAP so that they can begin the process of requesting the card.
• Grant Accounting will request a copy of the travel card statement from Purchasing, and use it to review and approve the Travel Report. Grant Accounting will submit the approved report to Accounts Payable.
• NOTE ON FOOD: Per Diem for meals is the preferred method for meal reimbursement on grant accounts due to the strict requirements regarding food on grant accounts. Should the employee choose to use the travel card instead of receiving per diem for meal cost, the following a required:
  • Itemized receipt showing all items purchased
  • Credit Card receipt
  • Tips may not be allowed by the grant.
  • ALCOHOL is NEVER allowed on grant accounts.
  • Not following the grant requirements may result in the cost to be declined.
• Contact Purchasing for any specific questions regarding obtaining a travel card.

Personal Reimbursement:

• Should the employee traveling on a grant account prefer to be reimbursed after the trip, the following is needed:
  • The employee will need to submit a Budget Worksheet to receive pre-approval for traveling on a grant account.
  • The travel request form requires signature from the budget authority, the employee's supervisor and the employee.
  • NOTE ON FOOD: Per Diem for meals is the preferred method for meal reimbursement on grant accounts due to the strict requirements regarding food on grant accounts.
  • After the employee has returned from their trip, a Travel Expense Report will be submitted to the grants accounting department.
  • The grant accountant will check that all charges have adequate receipts and have been signed by the budget authority before approving for payment by the accounts payable department.

Travel Expenses:

• Conference registration fees may be paid directly by the traveler or pre‐paid via purchase order;
• Air travel may be pre‐paid by the College through ACC's travel agency
• Reimbursement for Lodging: Original receipts are required for reimbursement, or the travel card (receipts required) may be used.
  • Lodging expenses may be billed directly to the appropriate ACC account if the vendor agrees. Or, an employee may be reimbursed for the actual and reasonable hotel room cost at the conference or event hotel (or at another hotel at an amount that does not exceed the conference hotel rate). Employees should attempt to secure the lowest rate for which they are eligible.
  • Tips for hotel staff are included in the per diem meal plan.
  • Employees are responsible for canceling hotel room reservations directly with the hotel. Cancellation deadlines are based on hotel policy and the local time of the hotel location.
  • Employees will not be reimbursed for "no‐show" charges; verification of cancellation, such as a cancellation number, will be necessary in the event of a billing dispute.
  • Note: ACC employees on College business are exempt from paying state taxes for hotel charges within the state of Texas (and will not be reimbursed for such taxes). If a hotel requires a Texas Hotel Occupancy Tax Exemption Certificate (See link at the bottom of this page), contact Purchasing at 223‐1044.
• Ground Transportation
  • Pre‐approval by the Budget Authority is required for use of a rental car.
  • Original receipts are required for reimbursement of ground travel expenses.
• Other Travel Expenses
  • Other travel expenses include any reasonable costs incurred during College‐related travel, relevant to the business purpose of the trip, and approved by the budget authority. Such costs might include (but are not limited to): Internet connection fees, long‐distance telephone charges, emergency repairs, or equipment rental. In addition to attaching receipts, travelers should include written documentation to explain the rationale for the expenses.
  • Reimbursement requests must be submitted to the appropriate Budget Authority on an Out‐of‐District Travel Reimbursement Report within fourteen days after completion of the trip. Once Accounts Payable has received a properly completed form, reimbursement will be processed within ten working days.
• For any other information, please refer to the Travel Administrative Rules or contact Accounts Payable
• Refer to the Accounts Payable website for current mileage and per diem rates.
• Budget authorities can not approve their own travel.
• For any minor problems, make corrections and notify departmental staff. For major problems, return the request to the initiator and discuss.
• Ensure that funds are available and enter the amount on the reconciliation spreadsheet in the current month’s column.
• Place a copy of the approved document in the account file and forward the original to A/P.