Mileage

In-District Travel Instructions

Obtain permission from your supervisor for all travel.
Keep a record of all in-district travel during the month, rounding off all distances to the nearest mile.
Consult the in-district mileage chart. If your destination is not listed, take odometer readings during your trip or print directions from an online map site.
Submit a signed In-District Travel Voucher to the Office for Finance by the end of the following month (i.e., January's report is due February 28). Reports should be turned in as early as possible.

Submit a Travel Request via eStaff. Be sure to fill out all sections and obtain all necessary approvals. Requests are due 10 days before registration fee is due, or if there is no registration fee, 1 week before the travel.
Be sure to request the most economical rate for lodgings, usually the single rate.
If traveling by rental vehicle, you must follow the College's rental vehicle procedures.
Always travel by the most direct route.
Be sure to retain all your receipts. Original receipts are required for reimbursement.
Submit an Out-of-District Travel Voucher with all required signatures within 2 weeks after your travel.
Reimbursement is made within 10 working days after receiving a completed voucher. Payment will not be made until all documentation is complete and correct.

All original receipts
Complete conference/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, and purpose)
Written explanation of extended travel dates (i.e., arriving on Monday for a Wednesday conference)
Written explanation of any request for reimbursement outside of regular expenses

If your question is not answered in the Travel Manual, contact Kevin Moran.

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