Travel/Conference Procedures

 

CONFERENCE/TRAVEL PAYMENTS

TRAVEL-RELATED VENDOR PAYMENTS

REQUESTING REIMBURSEMENT OF CONFERENCE/TRAVEL EXPENSES

PROCEDURE FLOW CHART (Please look at this chart before traveling on District business - requires Adobe Acrobat Reader)


CONFERENCE/TRAVEL PAYMENTS

General Information

It is the responsibility of the person traveling on District business to arrange for Board of Trustees or Administrative Approval according to district policy. Request for Board of Trustees or Administrative Approval is submitted on a conference authorization request form and must include:

  • Employee name, campus name, job title & classification
  • Employee ID number
  • Dates of meetings/conferences/conventions (and travel dates)
  • City and State of meeting/conference/convention
  • Total Reimbursement amount (and registration amount, if any)
  • Reimbursable items (such as airfare, hotel, registration, car rental, etc.)
  • Budget number
  • Signatures for approval

Arrangements or reservations for the conference, hotel and travel should be made before the paperwork (request for purchase order form #708) is submitted to Accounting-Travel, but after Board approval. Please do not submit your purchase order request electronically via the Banner system. At this time, the Banner system is unable to divert the purchase order requests away from the Purchasing department. Please continue to use the hard copy of form #708, Request for Purchase Order, for your travel needs.

Accounting-Travel will confirm any arrangement or reservation with prepayment as necessary, if sufficient time is allowed to handle it in this manner.

Time of Arrival

It is district policy that persons attending conventions or conferences are expected to arrive as near to time conference is scheduled to start, as transportation schedule will permit.

Time of Departure

It is district policy that persons attending conventions or conferences should depart for home upon the first available transportation following the last session, except, if such departure would be a hardship because of timing.

 

TRAVEL- RELATED VENDOR PAYMENTS

Conference Registration

A purchase order request is submitted to Accounting-Travel. Please do not submit your purchase order request electronically via the Banner system. At this time, the Banner system is unable to divert the purchase order requests away from the Purchasing department. Please continue to use the hard copy of form #708, Request for Purchase Order, for your travel needs. The following information must be provided on the purchase order request:

  1. Suggested vendor:
    • Name and address of organization to which the conference registration is mailed.
    • Check payable to _____.
  2. In the description area enter:
    • Person attending conference
    • Name of conference
    • Location of conference
    • Date of conference
    • Control number from Conference Authorization Request form
    • Employee ID number
    • Deadline date for payment from organization's registration form, if any
    • Board or Administrative approval date
  3. Attach back-up material such as registration form, brochure or advertisement that shows the dollar amount and who to pay. No payment will be issued without adequate back-up. One set of paperwork should be submitted per person, per control number.

Air Travel

A purchase order request is submitted to Accounting-Travel. Please do not submit your purchase order request electronically via the Banner system. At this time, the Banner system is unable to divert the purchase order requests away from the Purchasing department. Please continue to use the hard copy of form #708, Request for Purchase Order, for your travel needs. The following information must be provided on the purchase order request:

  1. Suggested vendor: name of District approved travel agency that arranged reservations. The agent's name making the arrangements should be in the attention space and the telephone number next to it.
  2. In the description area enter:
    • Person traveling
    • Departure and destination (i.e. round trip Orange County/Chicago)
    • Dates of departure and return
    • Board or Administrative approval date
    • Control number
    • Employee ID number

Send invoice to Accounting-Travel even before travel has occurred to expedite payment along with completed purchase order request form #708. The control number should be included on the invoice. If airfare is not paid by District, request for reimbursement is submitted on a conference claim for reimbursement form.

Hotel/Motel Reservations

A purchase order request is submitted to Accounting-Travel. Please do not submit your purchase order request electronically via the Banner system. At this time, the Banner system is unable to divert the purchase order requests away from the Purchasing department. Please continue to use the hard copy of form #708, Request for Purchase Order, for your travel needs. The following information must be provided on the purchase order request:

  1. Suggested vendor: name, address and phone number of hotel/motel and the name of the reservation clerk if known.
  2. In the description area enter:
    • Person registered
    • Date of arrival and departure
    • Name of conference
    • Employee ID number
    • Deadline date for deposit to be received
    • Board or administrative approval date
    • Control number
    • Hotel reservation or confirmation number
  3. Attach back-up correspondence showing charges and confirmation number.

Accounting-Travel will prepay one night's lodging as a deposit. The requestor must pay any additional cost of lodging and request reimbursement by submitting a conference claim for reimbursement form .

Personal advance can be paid in lieu of first night's lodging (see Conference Advance section).

Conference Advance

  1. Please contact District Accounting-Travel for an advance (not available for non-district funded events) .
  2. Daily rates and instructions for advance are printed on the Board of Trustees' Letter of Authorization.

REQUESTING REIMBURSEMENT OF CONFERENCE/TRAVEL EXPENSES

Each person authorized to attend a conference using District funds will receive a letter of authorization with a claim for reimbursement attached from the Board office. The reimbursement form should be submitted to Accounting-Travel whether you have reimbursable out of pocket expenses or not. When you submit a reimbursement form with a zero claim, it enables us to close your file.

This form must be submitted through appropriate channels to Accounting-Travel within ten (10) days after completion of the conference/travel, even if there is no balance due (except for those with a control number beginning with "N").

All claims for travel shall be itemized on a Conference Claim for Reimbursement form.

Claim for reimbursement:

  • Fill in the claim for reimbursement form completely.
  • List only those expenses for which reimbursement is requested. The claimant cannot be reimbursed for the following:
    • Tips (unless printed on the bill)
    • Personal phone calls
    • Extra hotel amenities (such as movie rentals)
    • Membership fees
    • Expenses of spouse or other family members
    • Any items not covered by board approval
  • Attach original paid receipts or documentation which shows proof of purchase.
  • Meals (rates and instructions are listed on the Claim for Reimbursement)
  • Mileage - travel by regular scheduled air coach shall be the expected mode of travel outside the Orange County, Los Angeles, Riverside, San Bernardino and San Diego county areas for all District-authorized travel. Travel by personal automobile must be specifically authorized and reimbursement will be made based on exact mileage, but not to exceed air coach equivalency. It is the claimant's responsibility to submit a price quote from an outside source (such as a travel agency, Internet, etc.) for air coach equivalency for the exact same dates passenger would have flown.
  • Phone calls, work related (must be listed on hotel bill)
  • Reasonable taxi/shuttle/limousine fees - transportation reimbursement shall include mileage to and from the airport when air travel is involved. Those individuals receiving a mileage stipend will only be allowed to claim reimbursement for mileage to and from the airport from the Orange County line if they are flying out of an airport, other than John Wayne, Orange County.
  • If registration is not prepaid by the District, but is requested for reimbursement, a paid receipt must be submitted to insure prompt payment of the claim.
  • Claim form must have at least two signatures:
    • Claimant
    • Division and/or College President/Business Manager