Northland Pioneer College - Procedure 2370

Procedure 2370

Travel (In-state, Out-of-district, Out-of-state)

1. DEFINITIONS

A. Base mileage - The distance between the traveler's residence and home base.
B. Conference-designated lodging - The hotel at which the conference is being held, or the hotel(s) specified in the conference brochure.
C. Home base - The location where a College employee is assigned, spends the greatest portion of regular working time and to which the employee returns on completion of a special assignment.
D. In-District travel - Travel incurred within Navajo County and Apache County.
E. In-State travel - Travel incurred within the State of Arizona.
F. Meal allowance or meal reimbursement - The amount actually spent for a meal, not to exceed the maximum rate allowed.
G. Meal and incidental expenses - The cost of meals and incidental expenses, including gratuities, laundry, etc. incurred for approved overnight travel.
H. Out-of-District travel - Travel incurred outside of Navajo and Apache Counties.
I. Out-of-State travel - Travel incurred within the perimeters of the United States other than the State of Arizona.
J. Overnight travel - Travel spanning a period of two (2) calendar days and requiring substantial sleep or rest while more than thirty-five (35) miles away from the traveler's residence or duty post.
K. Duty post - The location where a College employee is assigned to work.
L. Residence - The actual dwelling place of an individual without regard to any other legal or mailing address.
M. Traveler - Every College employee or authorized representative, including members of the District Governing Board and committees, and students, who is in travel status.
N. Travel status - The designation of an employee or authorized representative conducting official business away from their designated post of duty requiring approved travel.

2. OVERVIEW

The College expects all resources designated for travel purposes to be used efficiently. Employees and authorized representatives requesting travel expenses must follow procedures which include authorization, reporting and reimbursement schedules.

3. REQUIREMENTS BEFORE TRAVELING

A. Employees and authorized representatives must complete a Travel Request Form and obtain the necessary approvals prior to travel. Out-of-State travel requires the President's authorization.
B. The President will receive written authorization from the Vice President of Administrative Services for all travel requests and reimbursements.

4. LIMITATIONS

Reimbursement is limited to expense of travel by the most direct and commonly traveled route and/or by the most economical means. The College will not reimburse any personal business travel expense. The college will not reimburse for base mileage.

5. TRANSPORTATION

For all categories of travel, the College allows expenses for common carrier fares, privately owned motor vehicle or aircraft mileage, bridge and road tolls, necessary taxi or public transportation, motor vehicle rental, and reasonable baggage handling expenses.

The College will reimburse expenses that are in the best interest of the College, considering direct expense as well as the traveler's time. When more than one traveler uses the same motor vehicle, the College allows only one claim for reimbursement.

A. The College requires a valid Arizona driver's license (verified by the campus or center office) if the traveler is driving a College, private or rented motor vehicle on College business.
B. College-Owned Motor Vehicles:
- 1. The College has a fleet of vehicles for use by travelers.
- 2. A completed Vehicle Use Agreement is required to use a fleet vehicle.
- 3. Fleet vehicles for In-District Travel are arranged through campus and center offices by completing a Vehicle Request Form.
- 4. For Out-of-District Travel using a fleet vehicle, a completed and authorized Travel Request Form must be submitted at least five (5) days prior to the requested travel starting date.
- 5. Fleet vehicles may not be provided in association with airline travel if the airport stay exceeds two days.
- 6. Gas cards are issued with each fleet vehicle and must be used only for that vehicle. Gas card charges must be signed by the authorized driver only and the NPC Vehicle number must be listed on the charge slip. Drivers should look for self-service gas stations at the lowest fuel cost possible. Gas cards are issued for fuel purchase only.
- 7. Purchases exceeding $50 for services, repairs, or parts associated with a fleet vehicle require authorization from the Director of Facilities and Transportation. Emergency phone numbers are listed in the vehicle document packet in the vehicle glove compartment.
- 8. The Fleet Vehicle Maintenance Department must be notified immediately in the case of breakdown or accident. Instructions and an accident report form are located in the vehicle glove compartment and are also printed on the back of the Vehicle Request Form.
- 9. Users of fleet vehicles are required to maintain driving standards in strict conformance to the law. Violation of the traffic safety code may result in termination of driving privileges. All citations incurred are the responsibility of the driver, unless it is determined that the citation resulted from a vehicle defect.
- 10. Proper use of safety belts is required any time the vehicle is in motion.
- 11. Infants or young children must not be transported in fleet vehicles without prior approval from the Vice President for Administrative Services.
- 12. Changes in planned use of fleet vehicles, including cancellations, changes in schedule, and early returns, must be reported to the campus or center office as soon as possible.
- 13. Fleet vehicles must be returned to the appropriate campus or center with at least one-half tank of fuel,
- 14. Prior to returning vehicle keys, users of fleet vehicles must remove all garbage, litter, debris, and personal belongings accumulated in the vehicle during travel.
- 15. As soon as travel has been completed, fleet vehicles must be returned to the designated parking lot; keys, gas cards, charge tickets, and completed Vehicle Use Summary Forms must be returned to the campus or center office or placed in the designated drop box.
C. Privately-Owned Vehicle:
- 1. A traveler using a privately owned motor vehicle for College business may receive mileage reimbursement regardless of eligibility for lodging or per diem reimbursements.
- 2. If travel begins or ends at the traveler's residence, mileage will be computed from the residence or the designated home base, whichever is less.
- 3. For out-of-state travel, mileage will be reimbursed at either the rate set as described in 5.C.8 below or the coach airfare to the same destination, whichever is less.
- 4. Travelers using a privately owned vehicle will not receive meal and incidental expense reimbursement over that allowed for air travel; i.e., travel time is not to exceed one day. Additional regular workdays taken to drive a privately owned vehicle out-of-state must be taken as annual leave.
- 5. Travelers using a privately-owned motor vehicle will be reimbursed mileage at the rate as described in 5.C.8 below, computed by either the actual odometer readings or official state highway maps. Map mileage may only be used between cities and towns. If map mileage is used, enter "map mileage" in place of odometer readings.
- 6. Travelers driving a privately owned vehicle on official business must have current vehicle insurance in compliance with A.R.S. 28-4009.
- 7. Personal automobile liability insurance will be primary and College liability insurance will be excess for travelers driving a privately owned vehicle involved in an accident and found to be at fault. The College does not provide coverage for damage to or the loss of privately owned vehicles.
- 8. Use will be reimbursed at the rate established by NPC Procedure 2371.
D. Rented Motor Vehicles:
- 1. All rented motor vehicles must be economical and for the advantage of the College and not for the personal convenience of the traveler. The traveler's vice president is responsible for determining if the advantages of using a rented motor vehicle outweigh the costs of other modes of transportation.
- 2. Travelers requesting reimbursement for rented motor vehicles must submit receipts.
- 3. Travelers using rented motor vehicles will not be allowed to claim mileage. Gasoline purchases are reimbursable with the submission of receipts.
E. Commercial Air Carriers
- 1. Allowing for reasonable flight times, reimbursement for commercial air travel shall be limited to the lowest fare available. Reimbursement may exceed the lowest fare only if seats are unavailable at the lowest fare or if air travel at a higher fare will result in a clear cost savings to the College.
- 2. Travelers must submit receipts to be reimbursed for airfare.
- 3. Travelers purchasing flight insurance will not be reimbursed for the flight insurance.
- 4. Airport storage or parking for a vehicle is allowed and requires a receipt.
F. Railroad or inter-city bus travel may be used when convenient or economical and its use will not involve excessive travel time. Travelers must submit receipts for reimbursement.
G. Taxi service, shuttle service, public transportation and other local transportation may be reimbursed without receipts. The most economical means of transportation shall be used in traveling to and from airports.
H. Bridge and road tolls are reimbursable without receipts.
I. The College will reimburse reasonable charges for baggage storage and baggage handling without receipts.
J. Tips for transportation, other than for baggage handling, are to be paid from the traveler's meal and incidental expense allowance.

6. TRAVEL ADVANCES

A. Travelers requesting an advance must submit the request on a Travel Request - Authorization Form.
B. Travel advance requests are due to the business office at least 10 working days before the date the advance is needed.
C. In case of a canceled trip, travelers must return travel advances to the Business Office in a timely manner. Failure to submit repayment may result in automatic payroll deduction.
D. Travel advance checks are made payable to the traveler and will be available for pick up at the appropriate campus or center office by the date requested.
E. Travelers must reconcile travel advances and expenses by submitting a completed Travel Reimbursement Claim to their immediate supervisor within five (5) working days from the final day in travel status. If the travel advance exceeds allowable expenditures, the traveler must return the difference.
F. The business office may collect travel advances that are unresolved after ten (10) working days from the final day in travel status through automatic payroll deduction.

7. MEAL AND INCIDENTAL EXPENSES (M&IE)

A. To be eligible for reimbursement the traveler must be in travel status for overnight travel.
B. Meal Allowances
- 1. To be eligible for reimbursement the traveler must purchase and consume the meal for which reimbursement is sought at least thirty-five (35) miles from either the traveler's home base or residence.
- 2. Regardless of any circumstance or condition, a traveler may not claim reimbursement for more than three (3) meals in any single calendar day or in any period of twenty-four (24) consecutive hours. Reimbursement of meals and incidental expenses shall not exceed those amounts allowed by NPC Procedure 2371.
- 3. To be reimbursed for any meal, the traveler must show where and when the travel status began and ended.
- 4. An original receipt is required to be reimbursed for any meal. If the original receipt is lost, then a letter must be prepared by the traveler in lieu of the original receipt. The letter must contain the name of the traveler, the dates of the travel, the name and address of the food establishment, and the total cost of the meal. The letter should also include the reason(s) why an original of the receipt is not available. This letter should also be signed by the traveler's supervisor.
- 5. The following guidelines will be applied to the reimbursement of amounts spent for meals.
  - a. Breakfast is reimbursable up to the lesser of the amount actually spent for the meal or the amount allowed for this meal when eligible travel status begins at or before 6 a.m., or when in travel status continually from the previous day's overnight travel and remaining in travel status until at least 8 a.m.
  - b. Lunch is reimbursable up to the lesser of the amount actually spent for the meal or the amount allowed for this meal when in eligible travel status throughout the entire time period between 10 a.m. and 2 p.m.
  - c. Dinner is reimbursable up to the lesser of the amount actually spent for the meal or the amount allowed for this meal when in eligible travel status at or after 7 p.m.
  - d. When a traveler is entitled to reimbursement for three consecutive meals in one day the amount expended for any particular meal is left to the traveler's discretion. The total for all meals and incidentals claimed may be shown as a lump sum for each calendar date, but may not exceed the daily amount allowed.
- 6. The traveler is not entitled to a meal allowance for substantial meals provided at no charge to the traveler by an individual or institution, on an airplane, or included in conference registration fees. Meals satisfying special dietary needs will generally be provided by airlines, conferences, hotels, etc. if requested by the traveler. It is the traveler's responsibility to make, on a timely basis, the necessary arrangements for such special meals. If the traveler's request for a meal satisfying a special dietary need is denied, in order to claim a reimbursement for a meal expenditure, the traveler must provide a statement that details and certifies: to whom such request was made; by whom such request was denied; the reason given for the denial; and, the special dietary needs of the traveler that could not otherwise have been accommodated.
C. Gratuities, laundry charges, and other incidental expenses incurred while on eligible travel status are reimbursable, but when combined with meal expenses may not exceed the daily amount allowed.
D. Reimbursement rates are established by NPC Procedure 2371.

8. LODGING

A. The traveler must be on authorized travel status to be reimbursed for lodging costs. Lodging costs incurred within 35 miles of the traveler's home base or residence will not be reimbursed, unless an emergency exists and the appropriate vice president approves prior to the expense being incurred. Lodging must be at a commercial establishment, and the individual is required to request the lowest available rate (government, commercial, conference, etc.).
B. Reimbursement of lodging expenses shall not exceed those amounts allowed by NPC Procedure 2371.
C. If no vacancies exist at conference-designated lodging, accommodations at alternate hotels in the immediate vicinity of the conference may be considered as conference-designated lodging and the appropriate vice president approves in advance.
D. The commercial establishment's original receipt is required. Credit card receipts in lieu of the original lodging receipt will not be accepted.
E. If two or more travelers share a room, reimbursement is to be claimed as follows.
- 1. Each traveler should obtain a separate original lodging receipt for each traveler's portion of the lodging cost. The total of the two (or more) lodging receipts cannot exceed the total allowed lodging cost. When a room is to be shared, the travelers should request separate receipts in advance (upon registration) from the lodging establishment.
- OR
- 2. If the establishment cannot issue separate original receipts, one traveler may submit the original lodging receipt and the other traveler(s) may submit photocopies. However, each receipt (original and photocopies) must be marked "shared lodging," and indicate the names of all travelers sharing the room.
- OR
- 3. If the establishment cannot issue separate original lodging receipts, one traveler may submit the original receipt for the total lodging cost. The lodging receipt must indicate the names of all travelers who shared the room.
F. If the original lodging receipt is lost or destroyed, a photocopy may be submitted with the statement, "Treat as an original." The traveler and supervisor must sign the photocopy.
G. If the original receipt is lost and a photocopy is not available and a copy cannot be obtained from the lodging establishment, then a copy of the canceled check, or credit card receipt is required showing the employee paid for the lodging. In addition to the canceled check, or credit card receipt and documentation, the traveler must prepare a letter. The letter must contain the name of the traveler, the dates of the travel, the name, address and telephone number of the lodging establishment, the room daily rate and the total cost of the lodging. The letter should also include the reason(s) why an original or photocopy of the lodging receipt is not available. The traveler's supervisor should also sign this letter.
H. Business related communication charges for telephone, fax, and Internet connection are reimbursable if documented by receipt. The most economic means of communication should be used.

[Based on Policy #1962; Rev 8/07]