Procedure 2371

Travel Expenses and Allowances

College rates described in this procedure are linked to the reimbursement rates established by the State of Arizona. The current State of Arizona reimbursement rates are defined as those set by the Arizona Department of Administration and approved by the Joint Budget Legislative Committee. Please consult the "Reimbursement Rate Index" located in each Campus/Center Office.

Meal and Incidental Expense Allowances

Individual meal and incidental expense allowances will be reimbursed at the rate currently established by the State of Arizona.

While at conferences, optional meals that include professional development speakers and/or activities will be paid for in full by the College as part of the registration fee. Although the College recognizes the benefits of breakfast, lunch or dinner as social gatherings, A.R.S. §38-623 and §38-624.C does not allow reimbursement beyond the normal allowable amount.

Lodging Allowances

Lodging will be reimbursed at the rate currently established by the State of Arizona, plus applicable taxes. The location rate to be used is determined by the lodging establishment's receipt.

Reimbursement shall not exceed the single room rate when lodging is shared with an individual who is not on College business.

Individuals staying at a conference-designated hotel may be reimbursed actual lodging cost. A conference brochure must accompany the lodging receipt.

If a department head determines, in writing, that a situation exists which makes compliance with the maximums impractical, and the appropriate Vice President or the President approves, actual lodging cost may be reimbursed.

Mileage Reimbursement Rates

Mileage expense will be reimbursed at the rate currently established by the State of Arizona for employees traveling on official college business.

[Based on Policy #1962; Rev. 8/15/05]