Travel Guide

Authorized Travel

• Travel for official business of the College
• Required for performance of official College duties
• For an approved event that will benefit the College by an authorized person's attendance
• Paid for from College funds

Authorized Persons

College employees, Board of Trustees members, Florida College System Risk Management Operations Committee members, volunteers, interns, consultants, advisors, persons specifically allowed for by a grant, prospective student athletes on site visits, students participating in approved student activities, or a person who is a candidate for a position. (All College employees are required to have all applicable insurance information in their possession while traveling.)

Approvals

All authorized travel must be approved in advance by the department budget authority or the divisional Vice  President.

• All foreign travel requires prior approval by the President and the Chair of the Board of Trustees.
• Out-of-District Travel requires prior approval by the appropriate Vice President, President, or the President's staff.
• In-District Travel requires department budget authority approval prior to departure.
• If the traveler is the department's budget authority, then the next level supervisor must sign off on the approval.
• Federally Funded or Non-Federally Funded Grant travel must be approved by the project director as a definite value to the work covered under the award and should be coordinated well in advance through the Office for Development.
• A person who is to be reimbursed for travel expenses by an agency other than the College is not authorized for reimbursement by the College.
• The Office for Finance will send an Unapproved Travel Memo to each traveler with a copy to their supervisor for any unapproved Out-of-District travel. Unapproved travel may not be reimbursed and is subject to budget availability.

Carpooling

When two or more employees are traveling to the same destination at the same time and at least one is using either a rental or privately-owned vehicle, efforts should be made for them to travel together. Only one employee may claim the car transportation expense when carpooling.

Chaperon

A College faculty or staff employee (NOT a student employee) who provides supervision and oversight of a student-related travel group. Most chaperons are instructors, student organization advisors, or grant coordinators.

Class A Travel

Continuous travel of 24 hours or more away from the official headquarters. Per Diem rates are only payable on Class A travel.

Class B Travel

Continuous travel of less than 24 hours which involves overnight absence from the official headquarters. Travel cannot exceed four (4) quarters per day.

Class C Travel

Travel for short or day trips where the traveler is not away from the official headquarters overnight. Meal allowances are not applicable to Class C travel. Exceptions are made for specific circumstances under student travel or where a grant specifically provides for meals to the chaperon for day trips. In such cases the College will honor its commitment under such agreements.

Commercial Common Carrier

Train, bus, commercial airline operating scheduled flights, or rental vehicles from an established rental provider.

Commuting Expenses

Commuting expenses are those incurred for traveling between the employee's home and their regular job location. An employee cannot be reimbursed for personal commuting expenses regardless of how far their home is from their regular job location.

Foreign Travel

Travel outside the United States.

State funds cannot be used on activities related to or involving travel to a terrorist state as defined by the U.S. Department of State, per FL Statute 112.061(3)(e). See U.S. Department of State, Bureau of Counter-Terrorism for the current list of state sponsors of terrorism.

Federal funds used for foreign travel must comply with Federal Travel Regulations. Specifically, under the Fly America Act, government regulations require the use of a U.S. air carrier when traveling outside the U.S. In some instances, a non-U.S. air carrier may be used if it meets one or more of the exception criteria listed in the Federal Travel Regulation guidelines section 301-10.135-138. The Waiver of Fly America Act lists all available exceptions, which include Code Share and Open Skies Agreements.

• A review of the U.S. Department of State Traveler's Checklist is highly recommended to prepare for any trip outside of the United States.
• The College's trip sponsor or traveler must verify that the foreign travel destination has no U.S. Travel Restrictions set by the U.S. Department of State and does not violate Federal rules or regulations.
• The College's trip sponsor or traveler must review the State Department's website to determine whether the destination foreign country presents above normal travel risks. The U.S. State Department Bureau of Consular Affairs website issues travel warnings that recommend postponing travel to a foreign country because of civil unrest, dangerous conditions, terrorist activity or, in some cases, because the U.S. has no diplomatic relations with the foreign country and may have great difficulty in assisting U.S. citizens in distress. Travel alerts disseminate information quickly about terrorist threats or other relatively short-term or transnational conditions that could pose significant risks and affect travel plans. This website also discloses the State Department's role during a crisis overseas during an international travel emergency.
• Foreign travel requests shall be presented to President's Staff and the Board of Trustees for approval at a minimum one (1) month prior to the travel date.
• A Foreign travel request must be provided to President's Staff and the chair of the Board of Trustees to assist them in approval or disapproval of the foreign trip. This form includes the following:
  • Recap of U.S. State Department findings.
  • Overview of the proposed activity, professional development, award or study abroad application, etc.
  • Budget for the foreign travel

Lodging/Accommodations

Hotel expenses shall qualify for reimbursement under Florida Statutes only if they are incurred at a duly established commercial lodging facility and are substantiated by itemized paid receipts.

Employees are encouraged to use their Santa Fe College American Express card in order to take advantage of the College's tax-exempt status to pay for lodging. The Sales Tax Exemption Certificate is available from the Office for Finance. If the traveler pays with their Santa Fe American Express card or personal credit card, they may submit documents for reimbursement upon completion of the travel.

Any College employee who does not wish to use their personal credit card for lodging may request an advance payment for their lodging with the appropriate documentation and approval of their department's budget authority and the Vice President for Administrative Affairs/CFO at least ten (10) business days prior to the trip.

• The payment will be in the form of a check made payable to the employee, and the employee should deposit the check and make a personal payment to the hotel upon arrival.
• Any advances made to the employee must be accounted for within three (3) business days of the trip's end.
• All receipts and unspent funds must be returned to the College.

Lodging may only be approved if the distance traveled is more than 55 miles away from the traveler's official headquarters. Whenever travel requires an overnight stay, the traveler may request reimbursement at a rate not to exceed the single occupancy rate substantiated by a receipt indicating a zero (0) balance or some other documentation indicating the single rate charge.

If the room was occupied by more than one (1) person (a non-reimbursable traveler), or if a more-expensive room was occupied, the receipt must indicate what the single occupancy rate would have been.

Only the single occupancy rate can be reimbursed, unless two (2) College personnel (i.e. reimbursable travelers) attending the conference share the cost of the room.

In-District Travel

Travel performed within Alachua and Bradford counties.

Meal Allowance

Meal reimbursement is provided under the following guidelines for Class A and B travels that claim the actual cost of lodging plus the state meal allowance. No Class C travel meal is paid. The meal allowance is based on the following schedule:

The state rates provided above may not be exceeded under any circumstances. Any meal, which is included as part of a registration fee or in the actual lodging cost, will not be reimbursed. (Indicate on the Out-of-District Travel Voucher if any meals were included in the registration fee, or otherwise provided for at the conference. See the Special Conditions section for foreign travel meal and lodging procedures.

Non-Reimbursable Items

The following expenses will not be reimbursed:

• Personal travel or trip cancellation insurance for domestic travel
• Rental car insurance options, except for non-contract rentals
• Rental car optional equipment (e.g. SunPass, GPS, etc.)
• Unreasonable tips and gratuities as described below:
• Tips for taxi/bus/shuttle over 15% of fare
• Tips for lodging exceeding $2.00 per occupancy (not per night)
• Baggage handling tip exceeding $1.00 per bag (not actual out-of-pocket cost)
• Personal phone calls or internet usage
• Personal expenses
• Mileage between home and official place of work (commuting)
• Unreasonable vicinity mileage
• Seat upgrades on commercial transportation
• Fines for traffic, parking, or toll violations
• Room service
• Hotel room movies or movie rentals
• Alcoholic beverages
• Loss of or damage to personal items
• Cost of an accompanying non-employee or spouse
• Any expenses incurred not related to the performance of official College business during travel (e.g. taxi fares not relevant to attending the conference, etc.).

If an expense is of a questionable nature, please provide an explanation for the validity of reimbursement as a business expense (e.g. safety concerns, etc.).

Official Headquarters

The Official Headquarters is defined as the place or office provided by the College to which the employee is regularly assigned and to which s/he returns upon completion of special assignments.

• The College defines its official headquarters as Alachua and Bradford counties located within the State of Florida.
• For the purpose of requesting travel expenses, the beginning point of travel is the official headquarters of the employee or regular place of business.
• If the employee works at one or more centers, they must determine which their regular place of business is by considering the amount of time spent at each location, the activities performed at each, and the income they earn at each.
• Personnel who are assigned duties for the convenience of the College at two (2) or more sites may be reimbursed for travel between the sites in accordance with the official mileage charts.
• If travel is required to attend a temporary duty assignment before or after the employee's normal duty hours, travel may begin or end at home, the place where they reside.

Other Expenses

Included here are those which are incidental to the travel. In order to be reimbursed, an original itemized receipt from the provider must be provided:

• Ground Transportation (taxi fares, shuttle, etc.)
• Baggage fees
• Ferry fares
• Bridge, road, and tunnel tolls
• Parking fees, including valet parking when regular parking is not available
• Registration fees for approved travel
• Fuel/Oil (for College vehicle use or rental vehicle), (Travelers should refrain from making general repairs and maintenance to College vehicle on a trip unless there is a safety issue)
• Reasonable tips and gratuities. (Tips paid to a taxi/bus/shuttle shall not exceed 15% of the fare),
• Communications (business-related calls, faxes, internet usage, etc.), and
• Other incidental expenses not defined above may be reimbursed as approved by the department's budget authority with original receipts.

The College will not pay for phone calls or internet usage charged to lodging bills unless it is documented that such calls or internet usage were for official College business. To be reimbursed, the name of the person being called, the phone number, and the purpose of the call/internet usage must be indicated.

Out-of-District Travel

Travel performed outside of Alachua and Bradford counties. (Distance from Official Headquarters governs this type of travel).

Per Diem

Literally “by the day,” in the travel context it indicates reimbursement will take place on a daily basis rather than by the actual hotel expense and state meal allowance. The per Diem rate is $80 for each day. Per Diem is a subsistence allowance that a traveler is authorized to receive when traveling on official business. FL Statutes 112.061(5) and (6) (a) govern the rate and method of computation. Only Class A travelers qualify for the per Diem reimbursement. For meals and lodgings only, there are two methods for reimbursement: actual and per Diem. The traveler may only choose one of these two options:

• If the traveler qualifies for, and chooses the per Diem, then for each quarter (or part thereof) he/she may receive $20.00 toward meals and lodging
• The day is divided into four (4) quarters that are defined in 6-hour increments from Midnight to Midnight.
  • Quarter 1 is from Midnight to 6:00 a.m.
  • Quarter 2 from 6:00 a.m. to Noon.
  • Quarter 3 from Noon to 6:00 p.m.
  • Quarter 4 from 6:00 p.m. to Midnight.

Regular Job Location

(Or official headquarters) The employee's principal place of business (e.g. NW Campus, Andrews Center, Blount Center, Davis Center, Kirkpatrick Center, Watson Center, or Perry Center).

Rental Vehicles

Rental vehicles may be used in accordance with the Airline, Car, and Van Rentals section below if approved by the department's budget authority. The College may incur a hybrid car rental expense when it was determined to be the most economical method of travel.

Staff and Program Development (SPD)

Expenditures for staff and program development are tracked internally and accounted for through the use of the appropriate SPD department number. These departments were used in prior years to account to the Florida Department of Education Division of Florida Colleges. Such reporting is no longer required. Each department is responsible for keeping documentation to justify expenses classified as SPD and should note the justification on the travel voucher.

Temporary Work Location

A place where the employee's work assignment is realistically expected to last (and does in fact last) one (1) year or less. They must have a regular place of business in order to receive reimbursement for travel to a temporary work location. The amount to be reimbursed from their home to the temporary work location will be the actual miles driven; limited to the amount reimbursable for the distance between the regular job location and the temporary job location.

Transportation by Common Carrier

Traveler may use a travel agent or travel website for airline, rail, rental car, or bus transportation. Transportation must always be the least expensive class, such as coach or tourist class.

• Charges in excess of the most economical class for commercial common carrier options will not be reimbursed.
• Transportation costs are reimbursed at actual cost based on proof of payment receipts for the transportation expenditure.
• Reasonable seat assignment and baggage handling fees incurred along with commercial transportation charges are reimbursable.
• Penalties or charges resulting from the cancellation of reservations will be reimbursed by College if the employee's travel has been approved in advance and the cancellation or change is made at the direction of and for the convenience of the College.
  • Cancellation or change for the personal benefit of the employee is the employee's obligation.
  • In the event of accidents, serious illness, or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the penalties and charges may be paid by the College upon written approval of the department's budget authority.
• When unforeseen circumstances arise and the trip needs to be cancelled or postponed, the traveler must immediately act to recoup any expended funds where possible, including obtaining an airline credit. The airline credit should be used as soon as possible, preferably on the next scheduled trip, as it may expire one calendar year from issue date.
• Foreign travel trip cancellation insurance is reimbursable, while domestic travel it is not.

Transportation by Privately-Owned Vehicle

A privately-owned vehicle may be authorized by the department's budget authority if commercial transportation is not available or is less economical. Whenever travel is authorized for a privately-owned vehicle, the traveler shall be entitled to the established mileage rate reimbursement.

• If the privately-owned vehicle is driven for the convenience of the traveler, the traveler will be reimbursed at the lesser cost to the College; commercial common carrier versus mileage. This also applies to Class C travel if the trip extends beyond a 55 miles of the official headquarters.
• Travelers who use their privately-owned vehicles will be compensated for mileage at prevailing rate, currently 44.5 cents per mile (FL Statute 112.061(7)(d)(1)(a)). The mileage reimbursement rate is inclusive of all fuel, insurance, repairs and maintenance, and other vehicle operating expenses.
• Travelers must calculate mileage reimbursement out to the third decimal point and round down to the nearest cent when calculating the allowable amount for mileage. For example, 15 miles at $0.445 would calculate out to $6.675 and the amount to be paid to the traveler would be $6.67.
• All mileage will be shown from the point of origin to the point of destination and will be computed on the basis of the current mileage map of the Florida Department of Transportation, which is recounted in the mileage charts online.
  • For mileage not on the chart, use one of the Internet maps to estimate the mileage.
  • Any vicinity mileage claimed for use of personal vehicle should be reasonable. If the additional mileage would appear excessive to a reasonable person, additional explanation should be provided on the travel voucher.
  • Use either the out-of-district or out-of-state mileage charts if using a personal vehicle. If the destination is not listed, used the internet mapping sites referred to under In-District Travel Section below.
  • Always travel by the most direct route. If any special circumstances prevent this (detours due to construction, traffic, accidents, etc.), document the circumstances in writing and treat any additional miles as vicinity miles.

Travel Advances or Prepayments

Hotel deposit or registration fee may be prepaid or student meals advanced when the approved Travel Request form indicates as such.

• After the travel request is approved online, submit the completed registration form to the Office for Finance with the travel number indicated on the form.
• Non-student meal advances are not permitted unless prior approval is obtained from the Office for Finance. Meal advances are generally allowed for student travel only.
• Any unused meal advance must be returned to the Cashier within three (3) business days after the conclusion of the travel.
• The traveler must not use excess meal advance funds to reimburse him/herself or pay for incidental expenses.

Travel Arrangements

All travel arrangements are the responsibility of the traveler and travel must be made by the most direct route. If the traveler travels by a more convenient route or combines personal travel with College-paid travel, any extra cost is borne by the traveler. The traveler must determine the most economical method of travel and the department's budget authority will approve within the following parameters:

• Nature of the business.
• The most efficient and economical means of travel considering the time of travel, cost of transportation, and per diem or actual expenses required.
• The number of persons making the trip and the amount of equipment or materials to be transported.

Travel Day

A period of twenty-four (24) hours consisting of four (4) quarters of six (6) hours each.

Travel Expense

Travel expenses are limited to expenses necessarily incurred, or to a per diem allowance, for authorized travel in the performance of College business relating to the College's official public purpose as authorized by law. All facets of travel are to be by the most efficient and economical means. Travel arrangements must be by the most direct route. All expenses require an original receipt in order to be reimbursed to the traveler. Non-employees, students or persons without a previous business relationship with SF must submit a completed IRS Form W-9 to the Purchasing Department before they can be reimbursed. The following types of expenses are eligible for reimbursement (this Travel Guide provides additional details):

• Transportation - Commercial Common Carrier, rental vehicles, privately-owned vehicles. Mileage reimbursement rate is based upon Florida Statutes.
• Meals – Meals will be reimbursed at the statutory per diem rate as shown in this Travel Guide.
• Lodging – Lodging will be reimbursed at the per diem or actual rate as permitted by Florida Statutes and as described in this Travel Guide.
• Registration and seminar fees.
• Other – Taxi fare, tolls, parking fees, communication expenses, reasonable tips and gratuities, with original receipts. (Reasonable tips and gratuities are considered to be up to 15% of the bill and is included on the bill)

Travel Forms

All requests for authorized travel reimbursements must be routed through the proper approval process on the appropriate travel forms as noted in this Santa Fe College Travel Guide. Proper justification and benefit to the College must be disclosed on the forms along with a signature by the traveler's supervisor acknowledging that such travel is on the official business of the College.

Travel Manual

The Office for Finance will maintain this Travel Manual for access and use by all College employees. The Travel Manual is posted on the Office for Finance Travel website and will be updated regularly as needed.

Travel Packages

Travel packages are for travel within the United States or U.S. territories that include airfare, hotel, and/or a rental vehicle bundled in one inclusive price. If the package purchased is less expensive than purchasing each travel component separately, and such documentation is provided to support a travel request, the travel package may be authorized. When a package deal (which includes airfare, lodging and/or vehicle rental) is purchased, up to 25% of total or $1,000.00, whichever is less, may be prepaid before the trip occurs.

Travel Period

The period of time between the time of departure and time of return.

Travel Prepayments

Certain travel expenses that may be requested for prepayment, including airfare, required lodging deposit, student meals, or seminar registration fees. The traveler must provide an accounting of these prepayments via the appropriate travel form within ten (10) business days of the trip's end, and any unused funds must be returned to the cashier window within three (3) business days after the travel is completed.

Travel Reimbursement

Reimbursements for travel expenses (i.e. the usual, ordinary, and incidental expenditures necessarily incurred by the traveler) will be provided at the rates determined by Florida Statutes. Reimbursement of travel expenses will be limited to the available department's budget balance. The President may restrict travel at any time based on budgetary constraints.

• Lodging reimbursement is only the cost of the room (including tax) per night. Personal calls or internet usage, meals, room service, loss of or damage to personal items are not reimbursable.
• When claiming reimbursement for lodging expenses, receipts must show the name, address, and phone number of the establishment, as well as the name of the traveler, the daily rate(s) actually paid, the dates checked in and out, and the number of persons who occupied the room.
• Travel expenses will be paid only when the completed travel forms described below have been submitted to the Office for Finance Travel Section within the time frame specified for each form below.
• When submitting documentation for reimbursement, the information provided should be sufficient to permit an audit, which will associate the charges with the actual travel. In all cases, the Office for Finance Travel Section reserves the right to require more information and/or documentation about any aspect of any College travel. In addition, if a traveler is consistently failing to provide original receipts or follow these travel rules, reimbursement may be denied.
  • In-District Travel Voucher
  • Travel-related Purchase Order
  • Reimbursement of travel expenses will be limited to the available department's budget balance. The President may restrict travel at any time based on budgetary constraints.
  • Out-of-District Travel Voucher.
• Foreign travel reimbursement vouchers should reflect the currency exchange rate conversion on the date the voucher is being completed. If traveling to more than one location the currency for each is required. The exchange rate(s) will be validated on the reimbursement date.
• In the event a credit card is used the exchange rate on the credit card statement will be valid for reimbursement.
• When submitting documentation for reimbursement, the information provided should be sufficient to permit an audit, which will associate the charges with the actual travel. In all cases, the Office for Finance reserves the right to require more information and/or documentation about any aspect of any College travel. In addition, if a traveler consistently fails to provide original receipts or follow these travel rules, reimbursement may be denied.

Travel Request/Requisition

The travel requisition form is online via eStaff. If you have questions, please contact the Office for Finance. If you have questions on any of the Student Life forms, contact the Student Life Travel Coordinator. To access the online Travel Request form, follow these steps:

• Log into eStaff.
• Select My Accounts (ACIM Web).
• Select Travel Request/Inquiry.
• Fill in the requested data.
• Select Submit Travel Request to route for approval.

Once the Travel Request form has been fully approved it cannot be modified online. If you need to make changes and the travel request is still in the approval path, have the next designated approver reject the travel request. Make the necessary corrections and resubmit it for approval. Rejected travel requests that are no longer valid must be deleted from the system to release any held or encumbered funds. Use the Purchase Status Browse option in E-Staff to review your department periodically for un-submitted or returned travel requests.

Trip Cancellations

The traveler must notify the Office for Finance Travel Section as soon as possible if a trip has been cancelled; especially when College funds have been encumbered or requested.

Vicinity Miles

Miles incurred on official College business when travel is within the vicinity of the official headquarters, city limits of the city traveled to or other areas traveled where map miles have not been identified, including miles incurred by travelers in excess of the FDOT published mileage charts.

In-district travel can only be Class C Travel. Mileage may be reimbursed for in-district travel but no meal allowances or per Diem. All-day conferences within Alachua and Bradford counties and webinars fall under in-district travel.

1. Request and receive approval to travel:
   • The traveler must obtain their department supervisor or budget authority's approval prior to taking an in-district trip. Supervisor or budget authority approval may be verbal, take the form of a purchase order (if a registration fee is required), or an email or memo notification for free seminars. Email or memo approvals do not need to be turned in to Office for Finance but may be kept in the traveler's department files at their discretion.
   • Registration fees for an in-district conference, seminar, or webinar may be requested using a purchase order or the traveler may choose to use their personal credit card or corporate Santa Fe American Express card and submit a reimbursement request later.
2. Complete the trip and:
   • Keep a written record of all your in-district trips during the month.
   • Obtain the mileage from the in-district mileage chart.
   • If the destination is not listed on the in-district mileage chart, use one of the internet mapping sites (e.g. Yahoo Maps, Google Maps, MapQuest, etc.) and attach a printout of the map to the travel voucher.
   • If the destination is one that the traveler will now travel to on a regular basis, attach a note to the travel voucher with justification requesting that the destination be added to the in-district mileage chart.
   • Remember to round up all round-trip mileage to the nearest mile.
3. Request reimbursement:
   • Within the first week of the calendar month following the trip(s), itemize each in-district trip completed during the previous calendar month on an In-District Travel voucher, sign and get it signed by department budget authority, then submit to Office for Finance.
   • If traveling frequently to neighboring out-of-district counties destinations (e.g. clinical visits, internship supervision, etc.), contact the Office for Finance to see if those destinations qualify to be classified as in-district travel for mileage reimbursement purposes only. If they do, submit a completed Frequent Travel Approval Request to the Office for Finance for approval. The approval must be renewed each fiscal year.
   • A traveler may elect to submit the In-District Travel Voucher on a quarterly basis instead when reimbursement amounts would be less than $25.00 monthly.

Commuting Miles

When is mileage at the College reimbursable? That depends on what was agreed to with your department's budget signature authority. If mileage was agreed to, then College employees should use the chart below to assist them with the determination.

Home: The place where you reside. Expenses incurred for traveling between your home and your regular job location (e.g. NW Campus) are personal commuting expenses. You cannot be reimbursed for personal commuting expenses regardless of how far your home is from your regular job location.

Regular job location or official headquarters: Your principal place of business (e.g. NW Campus, Andrews Center, Blount Center, Davis Center, Kirkpatrick Center, Watson Center, or Perry Center). If you work at one or more centers, we must determine which your regular place of business is. To do so, we consider 1) the amount of time spent at each location, 2) the activities performed at each, and 3) the income you earn at each. Your regular place of business can change from semester to semester depending on your work assignment.

Temporary work location: A place where your work assignment is realistically expected to last (and does in fact last) one (1) year or less. You must have a regular place of business in order to receive reimbursement for travel to a temporary work location. The amount to be reimbursed from your home to the temporary work location will be the actual miles driven; limited to the amount reimbursable for the distance between the regular job location and the temporary job location.

Out-of-district travel, or travel occurring outside of Alachua and Bradford counties, can be any of the three (3) travel classes: A, B, or C.

1. Request and receive approval to travel:
   • Budget authority and President's staff must approve out-of-district travel before the trip starts. Even those trips not requesting payment of any registration fees, airlines, or rental vehicles, a No Funds Requested travel, must have a Travel Request approved before the trip occurs.
2. Travel approval is obtained by completing the Travel Request form in eStaff, which follows an established approval path in the Travel system. The Travel Request serves seven important functions:
   • It allows the traveler's department budget authority to approve the use of department funds for such travel, as well as verify that such funds are available;
   • Note: The President's Staff can approve their own travel requests and have their next level supervisor, or the President, sign approval on the out-of-district Travel voucher later submitted for reimbursement.
   • It allows the traveler's department budget authority to approve the use of department funds for such travel, as well as verify that such funds are available; Note: The President's Staff can approve their own travel requests and have their next level supervisor, or the President, sign approval on the out-of-district Travel voucher later submitted for reimbursement
   • It allows for prepayment, such as registration fees or student meal advances;
   • It allows for the Office for Finance staff to make any special arrangements (i.e. prepare Transportation Request forms, etc.)
   • The traveler can list names of other employees traveling in the group with comments in the Other Staff section of the Travel Request; however, each traveler must have their own approved travel request completed online as well. The traveler is personally responsible for paying the costs of any non-employee (e.g., spouse) accompanying the traveler on College business travel.
   • For foreign travel, the date the President and Board of Trustees approved the trip must be noted in the Comment section.
3. During the trip:
   • While traveling, request, obtain, and retain all original itemized receipts, which are required for reimbursement. Failure to do so (or presentation of photocopies) may result in non-reimbursement.
   • Obtain a complete copy of any conference schedule (agenda), itinerary or activity program and include with the Out-of-District Travel Voucher or Trip Report.
   • Keep a log of all business related phone calls made or internet usage to support business usage. If the call or internet usage is for personal use, it will not be reimbursed.
4. Request reimbursement:
   • Upon completion of the trip, prepare the Out-of-District Travel Voucher and submit it to the Office for Finance with all the appropriate approval signatures within ten (10) business days of the trip's end. For "No Funds Requested" travels, send an email to the Accounting Clerk to liquidate the travel request
   • The Office for Finance will process reimbursements with proper approval and back up documentation within ten (10) business days after receiving a complete travel voucher reimbursement package.

Non-Exempt Travel Compensation Guidelines

Recording Actual Time Worked During Approved Travel

Employees in positions classified as non-exempt are eligible for compensation within normal work hours and in some cases outside of normal work hours. Travel associated with college endorsed activities is subject to advance supervisor approval. Compensatory time must be tracked. A time record of all work related time, including sponsored meals that are not optional, must be included with the actual start and end time in hours and minutes of each activity. Free time, rest periods, and unsponsored meal breaks are not compensable time. Travel Time is compensable. Normal work hours are defined as 8:00 a.m. to 4:30 p.m. Monday through Friday.

In-District Travel Time Within Normal Work Hours

Non-exempt Employees are compensated for all conference required events that involve training or a speaker. The employee is not compensated for social events or meals when work is not being performed.

Authorized travel time that occurs during normal work hours is counted as actual hours worked. If the departure and return time is outside the normal work hours, the timesheet and the approved travel requisition must both reflect these times. Event agenda must be attached to the timesheet for support /validation of hours worked.

The employee's work schedule must be modified within the work week (Sunday through Saturday) so the employee works only 40 hours unless overtime has been approved by the appropriate vice president.

The employee will be compensated from the time they depart from their home or campus. The time spent at required events (meetings/conference sessions) will compensated and will be recorded on the timesheet. Rest periods and any time that is considered optional for the employee such as personal events, dinner with no speaker, social events are not part of hours worked and not compensable.

Out-of-District Travel

Authorized travel time that requires an employee to be away from home overnight is counted as actual hours worked for not only the time spent at the meeting or conference but also the travel time from home to the destination. Travel time includes driving to and from home, driving to and from home to airport for a flight, commuting from airport to hotel. Rest periods and any time that is considered optional for the employee such as personal events, dinner with no speaker, social events are not part of hours worked and are not compensable.

The timesheet and travel requisition should reflect the travel departure and return times. Event agenda should be attached to the timesheet for support/validation of hours worked.

Section 112.061(3)(f), Florida Statutes, states, “The agency head, or a designated representative, may pay by advancement or reimbursement, or a combination thereof, the costs of per Diem of travelers and authorized persons for foreign travel at the current rates as specified in the federal publication “Standardized Regulations (Government Civilians, Foreign Areas)” and incidental expenses as provided in this section.” College employees who perform travel in foreign areas may choose to claim the standard State allowances found in Section 112.061(6)(a), Florida Statutes, in lieu of the federal rates. The State of Florida per diem rate may not be combined with the federal reimbursement rates for the same travel period.

Travelers to foreign areas electing to use the federal rates should use the rates specified in the U.S. Department of State Standardized Regulations (DSSR), Office of Allowances' federal publication, Foreign Per Diem Rates By Location and must comply with the Federal Travel Regulation. Rates for foreign travel shall not begin until the date and time of arrival in the foreign country and shall terminate on the date and time of departure from the foreign country.

If travelers elect federal rates, reimbursement allowances for lodging and meals will be as listed in the Foreign Per Diem Rates By Location or the biweekly updates, Allowance and Post Differential Reclassification. The amounts listed in the column labeled, “Maximum Lodging Rate,” are the maximum amounts that may be claimed for lodging. Receipts are required for reimbursement of lodging costs. If the actual lodging expense of the traveler is less than the maximum amount listed, the lesser amount will be reimbursed. Meal allowance amounts are found in the column labeled M & IE Rate (i.e. Meals and Incidental Expense Rate). Receipts are not required for meal expense reimbursement.

Even though travelers may elect federal rates for lodging and meals, incidental expenses must be claimed and reimbursed in accordance with Section 112.061(8), Florida Statutes. Therefore, the allowance for incidental expenses must be deducted from the total amount shown in the M & IE Rate column, since incidental expenses are reimbursed according to state guidelines. The meals and incidental expenses breakdown is located in Chapter 301-Federal Travel Regulation.

When a traveler goes from one foreign location to another, reimbursement for meals and lodging shall be based on the allowance listed for the referenced location during the meal or lodging period.

(Changes retroactively effective to January 1, 2015)

Travel reimbursement can be paid (but there is no obligation to do so) to applicants under the following circumstances:

• The applicant was notified in writing prior to the interview that travel reimbursement would be offered to applicant; and
• The applicant was recruited through a College-approved search process, and
• Sufficient budget for the travel exists and is approved for use prior to any travel for the interview commencing
• The applicant is traveling from a location that is more than 50 miles from the interview location (note, however, that hotel and airfare are only reimbursable if traveling more than 100 miles), and
• Within 30 days of the interview, the applicant completes a Travel Reimbursement Request form, an IRS Form W-9, and any other forms reasonably requested by the College, and mails the forms, along with legible receipts to their designated contact in the hiring department where the travel requisition was initiated.

The College will not pay any interview expenses of an applicant who has been disqualified for intentionally providing false or misleading information to the College or who submits a request for reimbursement more than 30 days beyond the date of the interview.

Items that are not reimbursable by the College include but are not limited to: alcoholic beverages, hotel movie rentals, and personal phone calls.

On-Site Interview Reimbursement

• The College will determine the maximum amount of reimbursement available, based on available budget and subject to the allowed maximum, and will notify applicant accordingly.
• Applicants are responsible for making their own travel arrangements, unless other instructions are provided.
• Reimbursement is provided for the cost of the most economical, feasible mode of transportation.
• Hotel and airfare reimbursements are allowable to candidates traveling more than 100 miles from the interview location.
• The College can pay up to the maximum amounts noted below (see Maximum Travel Reimbursement Amount by Position) of the applicant's eligible travel expenses to include:
  • Coach/Economy airline ticket, and 1 checked bag.
  • Up to two (2) nights lodging paid at the per Diem or actual rate as permitted in Florida Statutes and described in this guide.
  • Car rental reimbursement is limited to a compact size rental car for up to two (2) days and gas reimbursement up to $50.00.
  • Meals at the per Diem rate defined in Florida Statutes. Receipts are not required for meals.
  • Other expenses such as taxi fare, tolls, reasonable tips and gratuity with original receipts are reimbursable (reasonable tips & gratuities are considered to be up to 15% of the bill).
  • In lieu of airfare or rental car, a travel mileage allowance which is currently $.445 per mile as defined by Florida Statute

Maximum Reimbursement Amount by Position

The following positions' maximum allowable reimbursement is $350:

• Faculty
• Technical/Professional (except as noted below)
• Athletic Coaches
• Executive and Managerial positions, Pay Grades A-C

The following positions' maximum allowable reimbursement is $750:

• Executive and Managerial, Pay Grade D
• FCSRMC Technical/Professional and Administrative

The following position's maximum allowable reimbursement is identified by the President:

• Executive and Managerial, Pay Grade E

The following position's maximum allowable reimbursement is identified and authorized by the District Board of Trustees:

• College President

Student Travel

Student travel falls under two (2) main categories:

• Student Travel, include trips taken by students that are not funded with Activity and Service Fees such as class field trips (e.g. educational class, Teaching Zoo, Veteran's Affairs trips) coordinated by the respective Educational Unit, grant-related trips (e.g. TRIO program trips) or study abroad trips coordinated through the International Education Office. If the student trip does not have a chaperon, then contact the Accounting Clerk for Travel in the Office for Finance for assistance.
• Student Life Travel, defined in the Student Life Handbook as trips taken by SF students associated with student government, student organizations, and/or student groups. These travels are funded through the Activity and Service Fees Budget Committee and student organization Fund 6 accounts, and coordinated through the Student Life Travel Coordinator in the Student Life Business Office. There are also student organizations trips in which no funds are requested.

NOTE: all College travel policies and procedures apply to all student travel types unless clarified specifically here. Forms are available at the Student Life website.

1. Student Travel

Student travels generally follow the procedures described below. For the special needs of a few unique travels, chaperons should also consult the corresponding procedures for additional details:

• The chaperon obtains permission to conduct the trip from the department's chairperson or grant director, and submits a Travel Request online, via eStaff, for approval.
  • Check the Student Travel box option.
  • All student travel must have at least one (1) chaperon, unless an approved written exception exists from a President's Staff member.
• Choose the Actual Cost of Lodging (plus state meal allowance) method as the reimbursement option. (Do this by filling in the expected amounts in the expense categories fields displayed.)
• If prepayments such as registration or a meal advance are needed, the travel request must be approved at least ten (10) business days before any prepayment or advance is due. Submit documentation to the Office for Finance for reimbursement of prepaid travel expenses at least ten (10) business days before the trip begins.
• A travel advance is allowed for student meals only. This request must be submitted at least ten (10) business days before the date needed.
  • Student signatures and ID numbers are required for any funds distributed to students while on a field trip. This is documented on the Meal Allotment form.
• A Complete Release of All Rights form must be signed and submitted with the meal advance request before the advance money can be picked-up or before the trip starts. In addition to the Release of All Rights form, the following forms must be signed and kept by the chaperon with their travel file:
  • Authorization to Drive for the College – Only those persons listed on the form that are 25 years old or older and approved by Risk Management are authorized to drive vehicle(s) on the trip.
    • The chaperon and Budget Signature Authority verifies with Risk Management and documents the employee's authorization to drive.
    • If the employee has not been approved to drive on behalf of the College by Risk Management, this form should be submitted to Risk Management for approval at least four (4) weeks prior to the trip.
  • Emergency contact information – Provide a copy to the SFPD. Trip Information Sheet (Pages 1 and 2) is required for all trips; Emergency Information Form (Page 3) is required for overnight trips.
  • Trip Report – at the conclusion the trip
  • Meal Allotment form – Only if a meal advance was issued.
  • Privately-Owned Vehicle Waiver for all individuals who provide their own transportation and provided to chaperon, if not, then send to the Accounting Clerk – before the trip starts. The transportation method used should be the same for the entire group.
• A check will be issued to the chaperon for meals, which should be cashed and distributed, as agreed upon. The chaperon is responsible for the cash advance in their possession and should take all the necessary steps to safeguard it. Should the funds be lost or stolen, the chaperon is responsible to make the College whole for the loss.
  • The chaperon must make their own transportation arrangements.
  • The transportation method used should be the same for the entire group.
  • Passenger vans may be rented through Student Life.
  • Chaperons' privately-owned vehicles may not be used to transport students.
  • Students are strongly discouraged from using a privately-owned vehicle for student travel. If the Budget Authority approves such an arrangement then all travelers must sign the Privately-Owned Vehicle Waiver before the travel begins.
  • Note: Only ten (10) persons per van are permitted, including the driver, CDW insurance should not be requested since the College has adequate coverage if renting from Enterprise. No privately-owned vehicles are allowed to transport students. All vehicles are rented with a full tank of gas when picked-up and must be returned to the College with a full tank of gas at the completion of the trip.
• The chaperon must make all other trip arrangements (See Transportation section 1. Common Commercial Carriers discussed earlier). To account for all travel funds, a Trip Report must be submitted to the Office for Finance Travel Section within ten (10) business days of the conclusion of the trip. As applicable, the following documents must be attached:
  • Original lodging receipt: An original itemized paid invoice or receipt must be submitted.
    • Phone calls or internet usage charged to the bill will not be reimbursed by the College unless it is documented that such calls or use were for official College business.
    • For phone calls, you must provide the name of the person called and the purpose for the call to receive reimbursement.
    • For internet usage, you must document the business purpose to be reimbursed.
    • You may elect to use your personal credit card, Santa Fe American Express card, or cash as payment for the lodging expenses and be reimbursed at the conclusion of the trip.
  • Original gas/parking/toll receipts:
    • Gasoline: You may elect to use your personal credit card, College's American Express card, or cash to pay for gasoline and be reimbursed at the conclusion of the trip.
    • Parking: Any valet parking charge must be fully explained to be considered for reimbursement.
    • Toll: Original receipts are generally required, but a clearly marked SunPass statement/screen print may be submitted in lieu of the receipts.
  • Meal Allotment Form signed by each participant:
    • A meal allowance may be given to each student.
    • Students must sign the Meal Allotment Form indicating that they have received the agreed upon meal allowances. (Tip: take this Meal Allotment Form with you on the trip for signatures)
    • The amount of money allotted for meals will be calculated by the number of meals, recipients, and the times of departure and return.
    • No meal allotments are to be calculated for meals already included in registration fees, hotel accommodations, or event attended.
  • Complete program agenda: A complete program agenda or itinerary must be submitted with the Trip Report.
  • Miscellaneous Expenses: Any extraordinary or unusual additional charges incurred during the trip should be explained to be considered for reimbursement, and original receipts submitted with the Trip Report.
  • Cashier's receipt for any unused meal advance cash returned
    • If you did not spend all the meal advance money, you must return the remaining cash within three (3) business days after the trip to the Cashier in the Office for Finance.
    • The Cashier's receipt must be attached to the Trip Report.
    • The traveler may not reimburse him/herself with unused meal advance funds.

2. Student Life Travel

The Student Travel rules above also apply to Student Life travel. On January, 25, 2007, the Office for Finance and Student Life agreed to continue paying student athletes for meals on day trips (i.e. Class C travel) due to the Athletic Department's obligations under the student athletes' meal plan, which is a practice that is consistent with other FCCAA schools. The above agreement was amended on July 31, 2008 to allow paying coaches, assistant and volunteer coaches' meals for the student athlete day trips as well.

The procedures for Student Life travel are described in the documents below (available at the Student Life website):

• The Student Life Travel Checklist with timeline that drives the student organization advisor's travel planning process.
• The Student Life Travel Guide describes the additional rules applicable to Student Life Travel.
• The Student Life Travel Packet must be prepared and submitted at least fifteen (15) business days before the trip starts to the Student Life Business Office S-147.

Student Life travel is coordinated by the Student Life Travel Coordinator. The office also conducts regular travel workshops for student organization officers and advisors. The travel coordinator will meet with the travel advisor at least one month prior to the student travel to review all required paperwork for the trip.

VEHICLE RENTALS

Effective September 30, 2020, the State Contract has changed from Enterprise to Avis. The Office for Finance is in the process of developing new procedures to accommodate the new contract.  Enterprise will no longer honor State Contract rates, so any existing rentals should be canceled and switched to Avis. 

Information from the State on the new State Contract can be found on the MyFlorida.com website. 

This space will be updated with procedures specific to Santa Fe College as soon as they are ready.

Bus Rental

Candies Coachworks of Gainesville rents buses to the College under ITB 01-14: Charter Bus Service. This service is primarily used for team sports travel.

• To make a reservation, the Athletic Department sends Candies the teams play schedules for travel in the Fall. Candies then sends a quote for all trips after receiving the play schedule.
• If a trip needs to be added, the Athletic Department calls or emails Candies office and they send SF a quote.

Student Life Vans

The Student Life department has a passenger van and a minivan which may be rented based on availability. To make a reservation, contact the Student Life Travel Coordinator by phone at 352-381-3710. 

AIRLINE TICKETS

NOTE: Santa Fe College does not endorse any particular airline or travel agent. The numbers listed here are for informational purposes only.

SF American Express Corporate Credit Card

The Board has authorized the President or a designee to provide employees who travel frequently with a corporate credit card from American Express. This card is the sole responsibility of the employee. The Application form(Opens in new window) is available on the Payroll website. Return the completed form to Payroll for processing. It takes about seven (7) to ten (10) business days for the card to process and be available for pick-up in Payroll.

Extending Travel for Economical Purposes

On occasion, it will be more beneficial to arrive a day early or leave a day later to save money on airfare and/or lodging costs. In these instances, with supervisor approval, travelers may alter their departure times accordingly to benefit from the lower total cost. Such instances must be supported by complete documentation from a travel agent, the airline, or other verifiable source prior to approval of the travel request and in the case of foreign travel funded by Federal funds must comply with Federal Regulations. Remember that meals are a factor, so if added meal expenses would negate the cost benefits, such travel is not allowed.

Extraordinary Expenses and Incidents

Reimbursement requests for extraordinary expenses that could not have been anticipated prior to traveling are subject to approval before reimbursement. A letter explaining the circumstances and the appropriate supporting documents should be approved by the traveler's supervisor or budget authority and attached to the Out-of-District Travel Voucher.

Fiscal Year-End Processes

1. For all travel done in May, travel vouchers must be submitted by June 10 (if the 10th falls on a weekend, then the due date is the Friday before the 10th).
2. For all travels in June, travel vouchers must be submitted by the by the end of the first week in July.
3. In the case of a trip beginning in June and ending in July, the entire cost of the trip will be allocated to the fiscal year in which the majority of the trip occurs.
4. If the travel will occur in July or later, it will be recorded as an expense to the new fiscal year.
   • A purchase requisition may be submitted in eStaff prior to year-end for registration payments required for travel in the next fiscal year. In the travel request's Reason for Purchase section, indicate that this is a prepaid registration for the next fiscal year which must be paid during the current fiscal year. The travel will be coded to a prepaid expense in the current fiscal year, but the expense will be recorded against the next fiscal year budget.
   • Once the new fiscal year is active in eStaff (usually in May), you may submit a travel request for the next fiscal year by changing the Fiscal Year field from the drop-down box on travel request screen. Note: The next fiscal year will be visible when the new fiscal year becomes active.

Lost Receipts

Should a receipt for an incidental expense be lost, a signed certification may be submitted in the following form:

I, [name of traveler], certify that I spent $[amount] for [purpose of expense] on [date] at [approximate time]. I have not submitted in the past, present nor will I in the future submit a similar request for this expense.

[sign and date]

In the absence of original receipts, the maximum amount of reimbursement will be limited to $25.00 per day with adequate justification.

Physically Disabled Travelers

When a physically disabled traveler incurs travel expenses in excess of those ordinarily authorized, and the excess travel expenses were incurred to permit the safe travel of that disabled traveler, those excess expenses will be reimbursed to the extent that the expenses were reasonable and necessary the safe travel of that individual. Such expense estimates should be included with the travel request submitted online for approval. Sufficient documentation, including receipts, is required for reimbursement.

Other Special Conditions

Employees who have special travel needs which are not specifically addressed by these regulations should submit their travel plans in advance to the appropriate budget authority for approval. The traveler will then be instructed on the necessary travel documentation to complete. Without such prior written approval, reimbursement for special travel conditions will not be permitted.

Travel Promotional Items

Various companies periodically offer sales promotions to increase business volume. The guidelines below should be used in determining whether employees will be required to submit to the College promotional items that they receive while performing official College business.

• Promotional items which can be used for lawful public purpose by the College or another State agency should be submitted to the agency which paid for the ticket. Also, promotional items such as coupons, which can be redeemed for cash, should be submitted to the College. However, if the College has several coupons that can be exchanged for a gift of greater value than the cash value of the coupons and the gift can be used by the College for lawful public purpose, it is recommended that the College accept the gift rather than the cash refund.
• If the promotional items have no useful purpose for the College or other State agency (such as free food or beverages on an airline, etc.) the item may be used by the employee.

Vacations During Travel

Travelers wishing to incorporate vacation time during travel may do so with their supervisor's prior approval. Expenses will not be paid for any vacation time taken during travel. Any vacation to be included in travel must be clearly stated and approved in advance, and a detailed time record must be submitted with the Out-of-District Travel voucher.

What is a zero balance invoice?

A zero balance receipt, bill or invoice is the final receipt you receive when you check out the hotel to validate that all expenses have been paid.

Do I need a zero balance invoice to be reimbursed?

Yes, you must submit this original invoice to be reimbursed. A copy of your credit card charge or statement alone will not suffice.

How long does it take to get my travel reimbursement?

The time frame for processing travel reimbursements is ten (10) business days. This period assumes that all documentation received is complete, signed, and approved.

How do I know if my registration or meal advance has been paid?

Travel request payments can be reviewed in eStaff: Go to eStaff, put your travel number in the input box, double click on My Accounts/ACIM Web, scroll down and double-click on the Travel Request/Inquiry option. The travel request will show all payments made against the travel, this would include any meal advancements. You can also scroll down to “View Payments” and click it. This screen will show all advances and payments made on the travel request to date.

How are travel payments made? Can I get mine electronically deposited into my checking account like my payroll check? Does it get mailed, or can I pick it up?

Accounts Payable audit and processes travel payments. Yes, these payments can be electronically deposited like your paycheck and will be deposited separately. If a travel check is requested they are available for pick up from the Cashier's window unless they are requested to be mailed. If travel checks are not picked up from the Cashiers after the traveler received a courtesy call reminder, they are mailed out. All travel checks are mailed over extended break periods.

Do I need my travel number to look up my travel request? Can I look it up with my SF I.D. number? What if I do not remember my travel number? How do I look up my travel number on line?

To find your travel request number, go to eStaff, select My Accounts (ACIM WEB) and then select Department Reports. Next, select Purchase Status Browse and enter your department number. Lastly, click on the box titled Travel Request. You must have viewing access to the department number to look up the travel number. If your travel request has been created it will be displayed. You cannot look-up your travel request number by SF I.D. number.

Will I be reimbursed for Florida sales tax paid?

All efforts should be made to use the Santa Fe College American Express card and the Sales Tax Exemption certificate for College business travel expenses to get sales tax waived. SF will reimburse the traveler for Florida sales tax paid only if a good faith effort was made to obtain sales taxes exemption. We will reimburse sales taxes paid in other states.

What if I lost the original receipt, how can I be reimbursed?

If you lost your original receipts for your travel and didn't retain a copy for your records, you should contact the hotel or place of business for another original receipt. All payments for travel expenses should have original receipts. As a last resort, we will pay from a copy with your certification that every effort has been exhausted to obtain another original. In the case of incidental lost receipts, we will take a certified statement and limit the amount to $25.00 per day.

Can I pay travel expenses to a non-Santa Fe employee?

Travel can be paid to any non-employee of the College, who is doing business with the College. In such case, the non-employee must fill out an IRS Form W-9 to be added to our vendor file. A travel request is submitted online for the non-employee traveler. An Out-of-District Travel voucher must be completed upon completion of travel or business transaction for proper signatures. All original receipts must be submitted at the time the out-of-district travel voucher is turned in.

How do I pay for airfare or hotel expenses if I do not have a credit card?

If you do not have a credit card, you should apply for the Santa Fe American Express card, which is available for use on College business, at least three (3) weeks before the trip begins. Additionally, the employee traveling by air via a common carrier may request a Transportation Request for payment to the travel agent before the airline ticket is ordered. The College will pay the vendor directly for the airline ticket. The College does not prepay hotel accommodations. You may share a room or ask a colleague to charge it on their Santa Fe American Express card that can be reimbursed directly from your travel request.

Do I have to put on a travel request even if I do not request any money from the College or traveling with another SF employee?

Yes, if you are traveling on behalf of the College, you must always have an approved individual travel request online for travel liability insurance coverage purposes. Having your name in the Other Staff field of another person's travel request does not constitute an approval of your travel. Send the Travel Section an email request to close the travel request once the trip is complete.

I have changed some of my plans for the travel, how do I adjust my travel request?

It depends on when the changes to the travel occurs. If the changes are known prior to approval of the online travel request, the travel request can be returned, updated and resubmitted for approval. After the online travel request has been approved, changes to the request are not permitted. Some changes may be approved with an email from the department budget signature authority if it affects a change in the amount of money to be spent on the travel. (E.g. traveler decides to drive rather rent a vehicle). Some changes are approved with an email from the area's Vice President if the destination, time, date, wrong department number(s) are in error. In those cases, the traveler can also opt to liquidate the current travel request and submit a new travel request Online.

When are we allowed to get a larger size vehicle than the Compact size approved by the State?

You are allowed to use a larger vehicle when you are transporting a larger number of employees, or necessary presentation materials for performing your duties. If your trips require the use a larger car, it has to be documented and approved beforehand by department budget signature authority and the Office for Finance. You may also be allowed to use a larger vehicle for medical reasons or on a continuous basis, if you make a request beforehand to the Office for Finance Travel Section with a physician's statement and the endorsement of your area's Vice President.

If I travel out of district for the day, do I get meal allowance?

Per FL Statues on travel, no meals are permitted on Class C trips, which are day or short trips. Now, if the meal requirement for day trips is specifically written into the grant agreement, then that contract language would modify the FL Statute 112.061.

Are tips reimbursable?

According to travel guideline, tips are reimbursable up to 15% of the bill. Under Student Life travel (Fund 2), when 15 or more students are being served, tips are generally included automatically in the bill and are allowed.

Is valet parking allowed?

Valet parking is not permitted unless a traveler demonstrates that they are attending a conference as a presenter and has a car load of equipment to unload. Valet parking is also permitted when the traveler evidence that it is the only parking at the hotel available. Travelers should normally use regular self-parking.

How do I put a travel request on eStaff when multiple departments are paying for my travel?

An online travel request may be charged to a maximum of three departments. Enter the primary department number on the Primary line under the heading Department. Enter the other department numbers beside Additional under the heading Department. Next to each additional department indicate the amount each department will pay or the percentages for each. Expenses will be charged to the additional departments first and the remaining cost to the primary department.

What is the difference between actual expenses and Per Diem? Can they be used together on the same trip?

A traveler cannot be reimbursed for per diem and actual expenses on the same travel request. Per Diem may be requested in lieu of the actual hotel and meal cost, example: is when an employee is traveling for College business and decides to stay with a friend or relative rather than at a hotel. In such case, we reimburse them $80.00 per day to cover expenses for meals and lodging. It is calculated at $20.00 per quarter. You may be reimbursed for actual hotel expenses, consistent with the Travel Guide, plus the state meal allowance.

Can you explain monies paid in advance for travel?

Generally employees are not advanced any funds prior to travel. Monies may be advanced for student travel. We advance money for student meals only. Registration fees may be prepaid on any travel request, with sufficient notice and are paid directly to the vendor. Reimbursement for actual travel expenses may be processed prior to the trip if required to reserve the hotel (typically the cost for a one night stay) and for airline tickets purchased online with a personal credit card. Proof of payment is required.

Who should I contact if I am having problems with my travel?

• For regular travel and student travel, contact Accounting Clerk at 395-5215
• For Student Life travel, contact the Student Life Travel Coordinator at 395-3710
• Foreign travel guidance is available at the International Education Department or the International Student Services Office.