Mileage

In-District Chart

Out-of-District Chart

Out-of-State Chart

In-District Instructions

  1. Obtain permission from your supervisor for all travel.
  2. Keep a record of all in-district travel during the month.
  3. Consult the In-District Mileage Chart. If your destination is not listed, take odometer readings or print directions from a map website or app. Round off all distances to the nearest mile.
  4. Submit a completed and signed In-District Travel Voucher to the Office for Finance no later than the end of the following month (i.e., January's report is due February 28). Reports should be turned in as early as possible.

In-District Reimbursement Policy

According to Internal Revenue Service rules on qualified non-taxable employee reimbursements, in-district travel is reimbursable according to the following definitions:

  • Home to Primary Job Location - Never reimbursable
  • Primary Job Location to Temporary Work Location - Always reimbursable
  • Home to Temporary Work Location - Reimbursable up to the distance between Primary Job Location and Temporary Work Location

Home: Travel between your home and your Primary Job Location is a personal expense and is not eligible for reimbursement, regardless of how far your home is from your Primary Job Location. 

Primary Job Location: Your principal place of employment. If you work on more than one campus, you must determine which is your Primary Job Location based on the amount of time spent at each, the activities performed, and the income earned. Travel from your Primary Job Location to a Temporary Work Location is reimbursable.

Temporary Work Location: A place other than your Primary Job Location where your work assignment is realistically expected to last one year or less. You must have a Primary Job Location in order to receive reimbursement for travel to a Temporary Work Location. 

Reimbursement for travel between your home and your Temporary Work Location is actual distance up to but not exceeding the distance between your Primary Job Location and your Temporary Work Location. For example, if you live 10 miles away from your Primary Job Location, and your Temporary Work Location is 20 miles from your home, you may be reimbursed for the extra 10 miles of travel.

Out-of-District Instructions

  1. Submit a Travel Request via eStaff. Fill out all sections and obtain all necessary approvals.
    • Requests must be made at least ten (10) days before any registration fee is due; or if there is no registration fee, at least one (1) week before the travel.
  2. Request the most economical rate for lodgings (usually the single rate).
  3. If traveling by rental vehicle, follow the College's rental vehicle procedures.
  4. Always travel by the most direct route.
  5. Retain all your receipts. Original receipts are required for reimbursement.
  6. Submit an Out-of-District Travel Voucher with all required signatures and documentation within two (2) weeks after your travel.

Required Documentation:

  • All original receipts
  • Complete event agenda
  • Written explanation if using vehicle other than rental car
  • Written explanation if using other than single room rate
  • Written explanation of any deviation from the most direct travel route
  • Written explanation of any phone calls for which reimbursement is requested (names, numbers, purpose)
  • Written explanation of any extended travel dates (i.e., arriving on Monday for a Wednesday conference)
  • Written explanation of any request for reimbursement outside of regular expenses
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