小优传媒

a. To ensure that travel insurance as provided by the district will be in force, proper procedures should be followed as outlined.

c.  A copy of the approved Off-Campus Activity Attendance Request is returned to the requestor by the Business Communications Services Office once it鈥檚 fully approved.

d. The BCS office will make the travel arrangements including airfare, hotel, and conference registration.

1. To request reimbursement up to the maximum amount authorized, an Expense Report must be entered into WORKDAY by the traveler within thirty (30) days of completion of travel.  All receipts must be itemized and uploaded/attached to the WORKDAY Expense Report.
2. Expense Reports for travel reimbursements are honored only when an approved Off-Campus request is on file in the 小优传媒 Business Services Office. 
3. Please attach a fully approved Off-Campus request along with the conference agenda in your expense reimbursement.

Allowable Travel Expense Reimbursements (Receipts are required):

Please see the above Travel Operating Procedures (TR1) for information on reimbursable expenses.

a.) Mileage expense reimbursement is reimbursed at the maximum rate allowed by the Internal Revenue Service.

b.) Mileage expense reimbursements are paid only when employees use their personal cars of District business directly related to their job responsibilities.

c.) To request mileage reimbursement, an Expense Report is to be entered into WORKDAY.  A log or map showing miles is to be uploaded/attached to the WORKDAY Expense Report.

d.) Where an employee is required to travel from the employee's residence directly to a destination other than the regular work location or is required to return home from a point other than the regular work location, reimbursement shall not exceed (1) the mileage which would be paid if the employee had traveled between the employee's working base and the assigned destination, or (2) payment for the actual miles traveled if less than mileage computer between working base and destination. Under no circumstances will reimbursement be made for normal travel between the employee's home and his/her workstation.

1.) A Driver Data form must be on file before any district vehicle can be driven for any purpose. These are obtained by request from the Human Resources office.

2.) Intermittent and temporary employees are not authorized to transport students to college related functions or on college business at any time.

3.) Students can volunteer to drive district transportation during field trip (usually earth sciences' activities) and it is part of their curriculum. They must be in our driver data website and provide all documentation.

4.) Students traveling off-campus for a school event and/or school funded conference need to complete a "Student Travel Packet" from the Student Affairs office. 

Examples:

• A Driver Data form must be on file.
• Personal insurance must be in force as the employee cannot escape personal liability.
• Prior approval in writing from appropriate administration must be on file.
• A student cannot be delegated to drive even if the student has cleared a Driver Data form. (Students can only drive college vehicles after special clearance.)
• Trips must be clearly related to college business; only direct to-and-from event travel is covered; co-curricular or extracurricular events, which are a normal part of an assignment, are included as authorized travel.
• There is no district coverage when student are given rides "out of goodness of one's heart" (e.g., unauthorized to attend the event, hitchhiking to college).

• Insurance protection is much clearer, since such modes of transportation are directly related to district insurance coverage.
• Official purpose of travel and authorization is easier to document