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<\/p>\n[\/et_pb_fullwidth_header][\/et_pb_section][et_pb_section fb_built=”1″ admin_label=”section” _builder_version=”3.22″ global_colors_info=”{}”][et_pb_row column_structure=”1_3,2_3″ admin_label=”row” _builder_version=”3.25″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” global_colors_info=”{}”][et_pb_column type=”1_3″ _builder_version=”3.25″ custom_padding=”|||” global_colors_info=”{}” custom_padding__hover=”|||”][et_pb_sidebar area=”et_pb_widget_area_126″ admin_label=”Sidebar” _builder_version=”4.14.4″ hover_enabled=”0″ remove_border=”off” global_colors_info=”{}” sticky_enabled=”0″] [\/et_pb_sidebar][\/et_pb_column][et_pb_column type=”2_3″ _builder_version=”3.25″ custom_padding=”|||” global_colors_info=”{}” custom_padding__hover=”|||”][et_pb_text admin_label=”Text” _builder_version=”4.14.4″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” use_border_color=”off” border_color=”#ffffff” border_style=”solid” global_colors_info=”{}”]\n
College employees and members of the Trustees who have their travel expenses reimbursed by the College, are subject to the limitations contained in the following procedures as well as the North Carolina Community College System Accounting Procedures Manual.<\/p>\n
It is the intent of this section to outline allowable travel expenses pertaining to travel and subsistence for official college business. Official college business occurs when an employee or other person is traveling to attend approved job related training, work on behalf of, officially represent, or provide a service related to the college. Travel that does not directly benefit the college is not reimbursable. Travel reimbursement is not allowed for normal commute expenses.<\/p>\n
All travel is contingent upon the availability of funds in the proper budget line item. All college employees and non-employees who travel on college business are subject to these procedures regardless of funding source.<\/p>\n
Employee Responsibility:<\/strong> Anyone traveling on official college business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services for the convenience or personal preference of the employee are prohibited. If more than one trip is scheduled back to back, each trip should be accounted for separately.<\/p>\n <\/p>\n Stipends: Employees of the college who are on payroll cannot receive additional compensation for attending conferences and\/or workshops. Employees of the college who are off payroll, but are to return to work (such as nine-month instructors who are off payroll during the summer), may receive compensation for attending conferences and\/or workshops during the time when they are off payroll.<\/p>\n <\/p>\n Part-Time Employees:<\/strong> If part-time employees are required to travel to a conference, seminar, etc. beyond the times stated in their instructional contracts, salary can be paid for the part-time employee to attend the conference, seminar, etc. A new contract must be generated and the new contract shall include written justification stating that the college requires the part-time employee to travel. The new contract costs must include driving time to and from the conference, seminar, etc. as well as the time spent attending the conference, seminar, etc. The new contract salary costs shall not include time spent each day before the conference, seminar, etc. convenes nor time spent each day after the conference has adjourned (i.e., time spent each evening in their hotel room or participating in events that state funds normally would not support). Salary will only be calculated according to a formal, printed, preplanned agenda according to the day\u2019s activities. Salary will be expended from a part-time salary object.<\/p>\n A checklist and all applicable forms are located on the College\u2019s employee intranet under Administrative Services. Each employee is responsible for his or her own request for reimbursement.<\/p>\n Definitions<\/strong><\/p>\n Authorization Procedure<\/strong><\/p>\n Any travel begun prior to the approval of a Travel Authorization Form may not be reimbursed by the college.<\/p>\n The employee must complete a travel authorization form for travel for official college business or professional development. The travel authorization form should be approved by the supervisor and appropriate Vice President. This gives permission for the employee to be away from campus on College businesses and is required for insurance purposes. The travel authorization will state the registration fee and an estimated amount of travel expenses. Authorization forms should specify the name(s) of the traveler(s), the purpose of travel, mode of travel, and geographical areas to be visited.<\/p>\n An employee must complete a blanket travel authorization for frequent local travel within the College service area in the course of carrying out their official duties. For example, faculty who have clinical site visits or personnel that must travel between multiple sites. Normally for a blanket authorization, the employee would submit expenses on a monthly basis. The blanket authorization must be approved by the Division Dean and appropriate Vice President.<\/p>\n A travel reimbursements form must be completed after the travel or training has occurred for any expenses such as mileage, hotel, etc. This reimbursement request must be reconciled and finalized within two weeks of returning from the trip.\u00a0 Not doing so could result in the denial of reimbursements. Original receipts for hotel, flights, tolls, taxi, or registration should be attached. Meals are paid a substance rate and therefore does not require receipts.<\/p>\n A checklist and all applicable forms are located on the College\u2019s employee intranet under Administrative Services.<\/p>\n Registration Fees<\/strong><\/p>\n \u00a0<\/strong>Registration fees may be paid by the College or the employee.\u00a0 To reimburse an employee for a paid registration fee, the employee must provide documentation of the expense by a receipt.\u00a0 If the registration fee is paid directly by the College, a receipt must be obtained and filed with the expense voucher.\u00a0 Registration fees shall be distinguished from tuition fees.<\/p>\n Approval must be received prior to the convention or conference dates.\u00a0 Approval will not be authorized unless full justification is given on the travel authorization form.\u00a0 Travel authorization requests should be accompanied by a copy of agenda, brochure, fee schedule, or other material listing the specific costs included in the registration fee. Employees may not claim reimbursement for meals included in registration fees.<\/p>\n Such assembly must involve the active participation of persons other than the employees of a single college, or agency and must be necessary for conducting official College or State business.\u00a0 When a registration fee includes the cost of one or more meals, it is the responsibility of the College to ensure that reimbursements for such meals are not made to the employee.<\/p>\n Transportation<\/strong><\/p>\n Travel shall be conducted in the most efficient manner and at the lowest and most reasonable cost to the college. With regard to passenger vehicle travel, whether in-state or out-of-state, the college shall:<\/p>\n When a college-owned vehicle is not available, the college may procure vehicles through the state\u2019s term contracts or reimburse use of personal vehicles. If a college employee chooses to use a personal vehicle, actual mileage is reimbursable. Mileage is measured from the closer of duty station or point of departure to destination (and return).<\/p>\n Use of College Owned Vehicles<\/u> \u2013 the unit\/department\/cost center will be charged .15 per mile reimbursed to county funds for wear and tear of vehicles.<\/p>\n Use of Rental Vehicle<\/u> \u2013 For both in-state and out-of-state travel, rental vehicles shall be obtained through State Term Contract 975B, Vehicle Rental Services, when available.<\/p>\n Differences in cost when renting a vehicle from a class that exceeds the cost of a standard vehicle must be approved in advance by the college president or his or her designee. Without such approval, the authorized traveler must pay the difference in the cost.<\/p>\n Authorized travelers should choose the most economical means of refueling the rental vehicle, which is typically to refuel the rental vehicle before returning it to the rental agency. Gas receipts for refueling the rental vehicle from a commercial gas station or rental agency are required for reimbursement. No reimbursement will be made for rental insurance purchased because college employees are covered under the college\u2019s auto insurance program. However, reimbursement for automobile rental insurance will be permitted for individuals engaged in official college business during travel to international destinations.<\/p>\n Use of Private Car for Convenience of the College<\/u> \u2013 <\/em>College employees may use their private cars at a reimbursement rate per mile as determined by the College\u2019s administration under the following circumstances:<\/p>\n Use of Private Cars for Convenience of the Employee When a College-owned Vehicle is<\/u><\/p>\n Available<\/u> – <\/em>College employees on official College business may use their private cars for personal convenience when a state-owned vehicle is available according to the rate established or air-coach rate, whichever is less. (Subsistence expense is reimbursable only for the period required for airplane travel.)<\/p>\n An authorized traveler who has been approved for reimbursement for the use of a personal vehicle shall be reimbursed the standard business mileage rate set by the Internal Revenue Service or a lower rate approved by the Board of Trustees when using their personal vehicle for official college business and the round trip does not exceed 100 miles per day that the traveler is in travel status. Mileage reimbursement rates will be set by the board annually and communicated to employees by email.<\/p>\n However, if an authorized traveler chooses to use a personal vehicle and the round trip exceeds 100 miles the college will reimburse the authorized traveler at .33$ per mile. If the round trip does not exceed 100 miles the college will reimburse at the IRS mileage rate as adopted by the college. Parking fees, tolls, and storage fees are reimbursable when the required receipts are obtained (see Parking). Fines for traffic and parking violations are the responsibility of the employee.<\/p>\n Reimbursement of costs incurred through use of a private car should be for direct mileage between points on the employee\u2019s itinerary. Mileage should be from the employee\u2019s assigned duty station or home, whichever is less.<\/p>\n Reimbursement may be made to College Trustees for their commute from their homes to their duty station to conduct official College board meetings.<\/p>\n Reimbursement for travel between the employee\u2019s duty station and the nearest airline terminal and for appropriate parking may be made under the following circumstances.<\/p>\n For travel by:<\/p>\n Reimbursement for travel to and from the airline terminal at the employee\u2019s destination may be made under the following circumstances:<\/p>\n Commercial Airlines<\/u> \u2013 Tickets for commercial air travel may be purchased by the<\/p>\n College or by the traveler and claimed on his\/her expense account. Travel by \u201cair coach\u201d must be utilized. Exceptional conditions requiring the use of \u201cfirst class\u201d accommodations may warrant reimbursement provided a statement of the condition is attached. A receipt is required for reimbursement. Flight insurance is not reimbursable.<\/p>\n Non-commercial Air Travel <\/u>\u2013 Request for all travel as passengers on non-commercial (charter flights) aircraft are made and approved in the same manner as transportation by other means.<\/p>\n Scheduled Bus and Train Service<\/u> \u2013 The actual cost of coach fare for rail and bus service on College business is reimbursable, as is the actual cost of Pullman fare when overnight trips are required.<\/p>\n Subsistence and Lodging<\/strong><\/p>\n Please check the College\u2019s intranet for per diem rates for in-state and out-of-state travel for lodging and meals. The rates may be changed at any time as set forth by legislation.<\/p>\n Lodging \u2013 Reimbursement of actual costs of overnight lodging whether in-state or out-of-state, must be documented by a receipt of actual lodging expenses from a commercial establishment.\u00a0 Lodging in excess of the per diem rates must be\u00a0 approved by the Dean and Vice President, (and College President if traveling out-of state or country) or designee prior to departure.<\/p>\n Meals \u2013 Reimbursement for meals shall not exceed the per diem rate.<\/p>\n Daily Travel (Overnight) – Employees may receive allowance for meals for partial days of travel when the partial day is the day of departure or the day of return.\u00a0 The travel must involve a travel destination located at least 35 miles from the employee\u2019s regularly assigned duty station or home, whichever is less.\u00a0 To be eligible, the employee must:<\/p>\n The time of departure and\/or arrival must be stated on the travel reimbursement request.<\/p>\n Daily Travel (Not Overnight) \u2013 Allowances shall not be paid to employees for lunches if travel does not involve an overnight stay; except as shown below.<\/p>\n To be eligible for allowances for the breakfast and evening meals, employees must:<\/p>\n To be eligible for both meal allowances, the employee must have worked five (5) hours longer than the normal workday.<\/p>\n The travel must involve a travel destination located at least 35 miles from the employee\u2019s regularly assigned duty station or home, whichever is less.<\/p>\n The time of departure and\/or arrival must be stated on the travel reimbursement request.<\/p>\n Limitations on Meal Allowances When Overnight Travel is Not Required – A College employee may be reimbursed for meals, including lunches, when the employee\u2019s job requires attendance at the meeting of a board, commission, committee, or council in their official capacity and the lunch is preplanned as part of the meeting for the entire board, commission, committee, or council.\u00a0 (This provision does not apply to conference, seminars or workshops unless the lunch is a preplanned part of the formal agenda, and\/or is included as part of the registration fee.)<\/p>\n <\/p>\n Employees claiming reimbursement under this provision shall be allowed per diem rates for breakfast and dinner if travel does not involve an overnight stay.\u00a0 Employees involved in an overnight stay under this provision shall be limited to the per diem rates for breakfast, lunch, and dinner from appropriate funds.<\/p>\n Cost of meals furnished with other related activities (registration fees, conference costs, etc.) may not be duplicated on the reimbursement request.\u00a0 Employees are allowed to claim reimbursement for meals even though they are shown and offered as a part of one\u2019s flight schedule on a commercial airline.<\/p>\n Excess<\/u> – No excess will be allowed for meals unless such costs are included in registration fees and\/or there are predetermined charges or the meals were for out-of-county travel.\u00a0 The College President or his\/her designee may grant excess subsistence for meals while traveling out-of-country.<\/p>\n Out-of-State travel<\/u> status begins the day the employee leaves the state and remains in effect through the day the employee returns to the state.\u00a0 However, in-state allowances and reimbursement rates apply when employees and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period.<\/p>\n Tips and Gratuities<\/u> – Tips for handling baggage at common carrier terminals and\/or when arriving at or departing from the place of lodging are allowed and must be itemized under \u201cother expenses\u201d. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.<\/p>\n Tips for transporting, i.e. taxi, limousine, etc. are not reimbursable.\u00a0 Tips are not counted toward the authorized subsistence maximums.\u00a0 Tips for room service, valet (including valet parking), and other hotel services are not reimbursable.\u00a0 The costs of laundry, entertainment, alcoholic beverages, \u201cset-up\u201d, between-meal snacks or refreshments, and other personal expenses are not reimbursable.<\/p>\n Other <\/strong><\/p>\n Telephone Calls – Official business calls may be reimbursed from non-State funds up to five dollars ($5.00) without the point of origin and destination being identified.\u00a0 Calls over five dollars ($5.00) must be identified as to point of origin and destination. All long-distance calls must be paid from non-State funds pursuant to the employee conducting official state business while traveling.<\/p>\n An employee who is in travel status for two or more consecutive days in a week is allowed one personal long-distance telephone call for each two days for which reimbursement to the employee may not exceed three dollars ($3.00) for each in-state call or five dollars ($5.00) for each out-of-state call.\u00a0 Reimbursement must be made from non-State funds.<\/p>\n Employees may be reimbursed for a personal long-distance call(s) if such call(s) is of an emergency nature as determined by the College.\u00a0 Appropriate documentation and justification must be filed with the reimbursement request.\u00a0 An example is a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons. Reimbursement must be made from non-State funds.<\/p>\n Excess Subsistence Authorization \u2013 Lodging – <\/u>When it is anticipated that, that more economical or efficient accommodations are not available, the daily cost of total subsistence will exceed the maximum amounts established herein, a request for reimbursement for this excess may be approved by the Dean and appropriate Vice President (and President or designee if out of state or out of county).\u00a0 Reimbursement to employees sharing a room with a member of his or her family will be limited to the single occupancy rate.<\/p>\n Assemblies Sponsored by Colleges<\/strong><\/p>\n Authorization for sponsoring colleges holding formal assemblies.<\/p>\n Whenever feasible, assemblies should be held in facilities owned by the College.\u00a0 When necessary, other facilities may be rented and the costs charged to participants as part of a registration fee.\u00a0 If no registration fee is charged, rental of facilities becomes local responsibility.\u00a0 For subsistence allowance purposes, the 35-mile limitation with regard to employee\u2019s duty station as set forth previously does not apply for employees attending formal meetings.<\/p>\n Assemblies sponsored or co-sponsored by a college are considered formal when they meet the following limitations:<\/p>\n Registration fees may be charged by the sponsoring college to participants for costs of assemblies.\u00a0 Registration fees collected shall be deposited to a special fund and used to defray expenses of the particular assembly.\u00a0 Any unused funds may not be used for other programs and must be remitted to the State.<\/p>\n When a registration fee is not charged, sponsoring colleges may provide refreshments for \u201ccoffee breaks\u201d provided there are twenty (20) or more participants and costs do not exceed four dollars ($4.00) per participant per day, per workshop.\u00a0 For \u201ccoffee breaks\u201d to be paid by the College, the following shall be secured:<\/p>\n (1)\u00a0 An itemized receipt or invoice;<\/p>\n (2)\u00a0 A list of participants by name; and<\/p>\n (3)\u00a0 Purpose and duration of assembly or a formal agenda.<\/p>\n When assemblies are to be held under the sponsorship of a college in which the funding for all participants is budgeted, lump-sum payments to a conference center or a service organization may be made upon written authorization from the College President or designee.\u00a0 The authorization must provide:<\/p>\n Payments will be made only when sponsoring colleges attach to the payment vouchers an itemized invoice, approved by the College President or designee, with a list of names, addresses, and affiliations of those attending.<\/p>\n It is the responsibility of the College to ensure that reimbursement for meals included in the lump-sum payment are not also included in reimbursement payments made to assembly participants.<\/p>\n Timely Filing<\/strong><\/p>\n Each employee is responsible for his\/her own request for reimbursement.\u00a0 All reimbursement requests shall be filed for approval and payment within thirty (30) days after the travel period has ended.\u00a0 Specific dates of travel and lodging must be listed on the reimbursement request.\u00a0 Lodging reimbursement shall be substantiated by a receipt from a commercial lodging establishment.\u00a0 For reimbursement to be made, the following shall be included:\u00a0 destination (include time of departure and arrival on the reimbursement request); each meal reimbursement rate; mileage; mode of transportation; luggage handling; parking; registration fee; airport shuttle service fee; etc.<\/p>\n When performing official duties for the College, written authorization for travel by the College President must be secured and approved by the College\u2019s Trustees.\u00a0 Approval may be secured annually to cover the fiscal year in which travel will occur, or approval may be secured as need arises.\u00a0 Reimbursement procedures must be followed as outlined in this section.<\/p>\n <\/p>\n Review\/Amended:<\/p>\n <\/p>\n <\/p>\n[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]\n","protected":false},"excerpt":{"rendered":" College employees and members of the Trustees who have their travel expenses reimbursed by the College, are subject to the limitations contained in the following procedures as well as the North Carolina Community College System Accounting Procedures Manual. It is the intent of this section to outline allowable travel expenses pertaining […]<\/p>\n","protected":false},"author":29,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","_monsterinsights_skip_tracking":false,"footnotes":""},"class_list":["post-24809","page","type-page","status-publish","hentry"],"aioseo_notices":[],"aioseo_head":"\n\t\t\n\t\n\t\n\t\n\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n\t\t\n
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