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Travel

Club Travel Request

  1. Club advisors must submit a Request for Travel Verification form to the Offices of Student Life and Student Equity for verification that the students participating in the event meet the requirements for eligibility.
  2. Complete the Form FS 55 – Assumption of Risk, Release of Liability, and Medical Treatment Authorization and submit to the Office of Risk Management.
    1. This form is for trips sponsored by clubs that are not tied to a curriculum/course.
    2. The FS 55 form must be completed for each participant and must be submitted to District Risk Management.
    3. For events including travel by district vehicles, complete and submit form FS 43 – District Driver Approval. The use of "preferred drivers" (full-time, part-time or temporary district employees) is encouraged. No vehicle form is required if a private vehicle is used for travel.


Co-Curricular Travel Request

  1. Co-curricular program advisors must submit a Request for Travel Verification form to the Offices of Student Life and Student Equity for verification that the students participating in the event meet the requirements for eligibility.
  2. Complete the FS 60 – Voluntary Field Trip/Excursion/Field  Study Course Waiver and Medical Treatment Authorization and submit to the Office of Risk Management.
    1. This form is for district-sponsored field trips, excursions, or field study courses which aretied to a curriculum/course.
    2. The FS 60 form must be completed for each participant and must be submitted to District Risk Management.
  3. Student out-of-state travel must be board-approved prior to travel.
  4. Co-curricular program advisors are responsible for requesting funding for travel and conference expenses, in addition to preparing the appropriate paperwork.
  5. All conference/travel costs (advisor(s) and student attendees) should be included in the advisor’s spend authorization.


Travel and Payment Policies

District policies related to travel for clubs and co-curricular programs are outlined in BP 3605 and AR 3605: Employee  Travel Program and BP 6125 and AR 6125: Student  Travel Trips and Excursions.  The following sections highlight key elements from those policies and regulations relating to club travel procedures and payment of employee travel expenses.

A spend authorization is an estimate of expenditures an advisor plans to make for a future purpose. These are typically used for travel requests such as conferences, conventions, and field trips that have expendi- tures associated with them.

Please see the diagram below for the spend authorization process for the SOCCCD:

Create Spend Authorization

 

Trip Occurs

 

Create Spend Report with Acutals with Receipts

 

Accounts Payable Reimburses


For information related to submission of authorization and claims, see the Expenses Manual in Workday.


Spend Authorization
(Per AR 3605)

Prior to travel, employees must complete a spend authorization in Workday for each trip if there are expenses associated with the trip. When preparing the spend authorization, estimated expenses should include all anticipated costs, including taxes and miscellaneous expenses. A copy of the detailed conference agenda or other communication from the meeting organizer detailing the dates and location of the meeting (e.g. save-the-date invitation, email, or flyer) must also be attached to the spend authorization.

Advisors may request a cash advance for lodging, transportation, and conference registration.


Mileage  
(Per AR 3605)

Local business mileage is reimbursed to the employee at the current IRS standard rate. Mileage is reim- bursed from the employee’s regular work location. Administrators and managers who receive a mileage stipend cannot claim mileage for travel within Orange County.


Transportation 
(Per AR 3605)

Necessary transportation expenses for official travel on airplanes, railroads, buses, private vehicles, and other usual means of conveyance will be reimbursed. Rental cars will be reimbursed at the most economical and/or appropriate rate for the number of passengers. Claims for reimbursement must be supported by attaching/scanning the original ticket stub or receipt provided by the commercial carrier to the spend autho- rization/expense report.

All employees will use the most economical mode of transportation. Costs for premium/preferred seating will not be reimbursed. Reimbursement for travel by private vehicle shall not exceed the lowest commercial airfare determined by researching flights departing and arriving on the same days that would have been used for the conference attended at least two weeks away from date of research.

Other allowable transportation-related expenses are parking fees (excluding valet parking, unless self-park- ing is not reasonably available), highway tolls, shuttles, rideshare, and taxi cabs. Attached/scanned  original receipts shall authenticate these expenses. Tips must be detailed on the itemized receipt and cannot exceed 20% of the original fare.

When renting a car, additional insurance and GPS devices should be included and will be reimbursed through the expense report. Travelers who drive must carry their current auto insurance.

Normal miscellaneous expenses under $10 do not require receipts (e.g. tolls).


Registration
(Per AR 3605)

Registration fees charged in connection with approved attendance at conferences, conventions, committee meetings, in-service training seminars, and so forth are allowable at actual cost. Actual charges must be verified by registration receipt or bona fide registration application form.


Lodging
(Per AR 3605)

Lodging is not permitted if travel is less than 50 miles from the work location, unless approved in advance by the college President, Vice President for College Administrative Services, or the Vice Chancellor of Business Services. Actual lodging cost, not to exceed charges at the single occupancy rate, shall be allowed.

An itemized receipt for lodging expenses must be submitted with the expense report for the expenses to be allowable. Lodging will be reimbursed starting, at the earliest, the night prior to conference commencement and ending on the day the conference ends, unless conference timing prevents reasonable travel home.


Meals  
(Per AR 3605)

Meal allowances are applicable when travel requires absence from home or the district overnight during a usual and customary meal period. Meal allowances will not be provided for conferences or meetings where no overnight stay occurs.

Meal allowances shall not exceed the annual IRS published Special Per Diem Rates. Meal receipts are not required. When the cost of meals is included in the registration fee of a conference, workshop, or meeting, allowance will not be reimbursed unless reasonably justified (e.g. dietary restrictions), and approved by the supervisor.


Miscellaneous 
(Per AR 3605)

  1. Reimbursement for telephone calls, internet access, and business center expenses will be allowed if incurred in conducting district business.
  2. Individual membership dues are not reimbursable by the district unless they are required in the cost of the conference registration.
  3. No reimbursement will be made for alcoholic beverages under any circumstance.
  4. It is not a requirement to use the travel agent contracted with the district.
  5. For travel that begins prior to or extends after the end of a conference where an employee’s stay exceeds the days required for the conference or meeting, the appropriate type of absence must be charged against the employee’s leave balance and approved by their supervisor.
  6. Tips for incidentals (e.g. baggage handlers, bellhop, etc.) will not be reimbursed