ࡱ>  B]bjbj 4hhTX00sssss8\.L#4WWW> .......0?36.s.ssWW4'.L?!?!?!|sWsW.?!.?!?!r,Tx-Wa --s.H."-Vu3Bu3x-u3sx-&?!..?!.u30 9:  POLICY AND PROCEDURE Procedure: TRAVEL Policy No.: 4.9 Department: Administrative Services Contact: Controller TABLE OF CONTENTS Policy 1 Procedures 2 1.0 Method of Travel 2 2.0 Travel Requests & Advances 2 2.1 Travel Approval 2 2.2 Travel Advances 2 3.0 Use of 鶹ӰԺ/State Vehicles & Use of Personal Vehicles 2 3.1 Use of Motor Pool and Rental Cars 2 3.2 Private Vehicle Use for Employees Convenience 3 3.3 Private Vehicle Use for Colleges Convenience 3 3.4 Private Vehicle Use with Student Passengers 3 4.0 Use of Rental Vehicles 3 4.1 Collision Deductible Insurance of Rental Cars 3 5.0 Allowable Travel Expenses 4 5.1 Lodging and Per Diem 4 5.2 Duplication of Per Diem Items 5 5.3 Parking or Vehicle Storage Fee 5 6.0 Travel Expense Reimbursement Procedures 5 6.1 Airline Tickets 5 6.2 Conference Fees 5 6.3 Out-of-State Reimbursement 5 6.4 Combining College Business and Personal Travel 5 6.5 Non-Travel Items 5 7.0 Team or Group Travel 5 8.0 Grant Funded Travel 6 9.0 Travel Expenses for Applicants for Professional Positions 6 10.0 Foreign Travel 6 Policy In general, employees who travel must seek to use the least expensive mode of transportation available within the constraints of time, safety, and schedule. The college is obligated to advance or reimburse travel expenses permitted in this policy and by the NSHE and the State of Nevada. The college expects timely submission of travel forms and the employee expects prompt reimbursement of travel expenses. Travel safety is a major concern whether using state or private vehicles or rental cars. Safety, cost, promptness and accuracy are the key concerns of the travel policy. Procedures 1.0 Method of TravelThere are various options for using air travel, college or state vehicles, rental cars, and private vehicles. These options are described in the procedures that follow. Travel should be by the least expensive method available when total travel time, salary of traveler, availability of college or state motor pool cars, and estimated cost of transportation are considered. Careful planning and the use of internet booking will often allow for the purchase of airline tickets at discount rates. However, such rates usually involve a penalty in the event the trip is not taken or the schedule is changed. Employees may be held responsible for a penalty incurred if a trip is not taken or the schedule changed as a result of their own actions. When the claim for payment is submitted, the college will determine whether the penalty was incurred as a result of employee action or of circumstances beyond the employees control. The controllers office must be notified of any cancellations of travel or changes in flight plans. Transportation from air terminals shall be by courtesy or paid shuttle (rather than taxi) when such service is available. Use of other than a college or state motor pool vehicle for trips over fifty miles requires justification which should include a statement that a college or state motor pool vehicle was not available and written calculations showing the alternative method is cheaper. When traveling on college business, all employees are required to use vehicle seat belts and will require all passengers to use seat belts, where available. This includes all vehicles whether publicly or privately owned, leased or rented. 鶹ӰԺ Policy and Procedure 4.30 (Vehicle Use) contains additional information about travel. 2.0 Travel Requests & Advances2.1 Travel Approval. The Employee Travel Request Authorization (T-1), with signature approvals, must be completed prior to travel. All travel must have approval by the department chair. A list of department chairs and the staff supervised will be provided to the controllers office annually by the vice presidents. In the absence of the appropriate signer for approval, substitutions may be made by the next higher level supervisor. The administrator-in-charge may sign for the president; however, Administrator-In-Charge must be placed next to the signature. Out-of-state travel and foreign travel must have additional approval by the respective vice president or president. The only exception to the rule as noted is for out-of-state trips lasting 24 hours or less. In such cases it is not necessary to obtain approval from a vice president or president. An example of this would be a one day trip to Salt Lake City. 2.2 Travel Advances. The Employee Travel Request Authorization is also used for travel advances. The completed request must be in the controllers office five working days prior to departure to allow time for processing. Procedures include the following: Advances will not be made for less than $50.00 or more than 80% of the estimated out-of-pocket expenses. An advance will not be made if a previous advance has not been cleared. Advances will be released no sooner than three working days prior to trip. If receipts are provided, 100% of prepaid expense for air fare and/or conferences fees can be claimed for reimbursement as part of the travel advance. Advances must be cleared within fifteen (15) working days after completion of the trip by filing a Claim for Employee Travel (T-2). No advances are issued during the month of June. Use of 鶹ӰԺ/State Vehicles & Personal Vehicles3.1 Use of Motor Pool and Rental Cars. The college or state motor pool should be used when possible before renting a vehicle. Travelers should check with motor pool if they plan to arrive or depart outside the motor pool business hours. Las Vegas and Reno motors pools have arrangements with private rental agencies to provide after-hours service. 3.2 Private Vehicle Use for Employees Convenience. If a private car is used for the convenience of the employee, the employee shall be reimbursed at one-half of the current mileage rate. Air fare in lieu of the mileage allowance should only be used when it is the least expensive method of travel. If the city is served by an airline and the employee wishes to drive a personal vehicle, the employee must be on annual leave or compensatory leave (classified employees) for the extra travel time involved. Meals and/or expenses enroute will not be reimbursed under these conditions. The travel claim should indicate that the employee was on annual or compensatory time or include a statement from the department head or supervisor justifying why the employee was not on annual or compensatory leave. For example, if an employee is going to an approved conference in Washington, D.C., and wants to drive a personal vehicle, then the employee should not expect per diem for the extra days of travel, or travel days counting as work days. One exception to the above procedure is to permit private vehicle use, with full mileage allowance, during hazardous or potentially hazardous driving conditions upon a vice-presidents approval. 3.3 Private Vehicle Use for Colleges Convenience. An employee using a personal vehicle at the convenience of the college will be allowed reimbursement at the current mileage rate if the total miles driven in one day do not exceed 50 miles from the duty station. The following are the only exceptions allowed: A vice-president approves in writing the employees use of a personal car in excess of the allowed mileage, and The controllers office confirms that a college vehicle was not available for the trip. The state mileage chart located at  HYPERLINK "http://www.gbcnv.edu/controller/mileage_chart.pdf" http://www.gbcnv.edu/controller/mileage_chart.pdf will be used to determine mileage. Map Quest or Yahoo Maps will be used to determine mileage for out of state travel. The college approval must be attached to the claim when submitted to the travel office. Employees will not be entitled to per diem meal reimbursement when the travel is 75 miles or less (one way) in a 24 hour period. If two employees travel in a private vehicle on college business, only one employee is entitled to mileage reimbursement. If a college vehicle is not available and an employee does not want to or cannot use a personal vehicle, then a rental car may be used. 3.4 Private Vehicle Use with Student Passengers. Employees shall not use a private vehicle for transportation of students on official trips without verifying with their insurance company that the vehicle and student passengers are properly covered. When driving a private vehicle on college business, the employees personal insurance is primary in the event of an accident or loss, and NSHE provides secondary coverage. NSHE will only provide insurance coverage up to the Tort Claims cap of $50,000 if the employee does not have coverage up to this amount. Students who are not employees of the college are not permitted to drive college, state, or rental vehicles. 4.0 Use of Rental VehiclesA rental car may be used in Carson City, Reno, and Las Vegas only when written notice is given that a motor pool car is not available. If a rental car is needed, whether in-state or out-of-state, an effort should be made to rent from the company under contract with the state purchasing division. The controllers office has the current listing. 4.1 Collision Deductible Insurance of Rental Cars. Additional insurance charges to waive collision deductibles on rental cars are not an approved expenditure. If the individual wishes to purchase the deductible, it will be at the individuals expense. Only approved companies have agreed to meet the minimum acceptable coverages established by the state risk management division on behalf of all state agencies. Use of any other rental car company may expose the state to increased liability in the event of an accident and is prohibited. In the event an employee driving a rental car on college business is involved in a collision, the individual will submit a written report of the accident and request for payment of any charges through the employees vice-president or director to the controller. All billings or other related correspondence are to be attached to this report. The controller will arrange for all such payments. Individuals are not to make direct payment and seek reimbursement. Such action may result in the individual absorbing the charge. The employees insurance is not to be used to pay the bill. This procedure will not be used to reimburse employees for collision deductible charges purchased in violation of state regulations. 5.0 Allowable Travel Expenses 5.1 Lodging and Per Diem. Persons traveling in-state shall receive travel reimbursement at the most current rates. Annually, the college will issue memos to all employees specifying any changes in the per diem and the mileage rates (for private vehicles). The controllers office will have the up-to-date mileage and per diem rates. Lodging should only be claimed if traveler incurred lodging expenses. The lesser of the CONUS rate or the receipt will be reimbursed. Hotel receipts are required to substantiate the claimed lodging expense. The allowance for travel by private conveyance is one-half of the current rate if travel by personal vehicle is at the employees convenience. Receipts are required for parking. The private automobile allowance section above provides more information. Federal hotel and per diem rates are used for all travel. Travelers may go to  HYPERLINK "http://www.gsa.gov/perdiem" www.gsa.gov/perdiem to access the rate tables. Only the rates specified in the federal regulations were adopted and not the entire federal policy. In-State Rates. The rates within Nevada will vary by locality. For areas in Nevada where there are no specifically noted rates (non-surveyed areas), there is a standard hotel rate that is set periodically. It should be noted that exceptions to in-state rates for non-surveyed areas (areas other than Las Vegas, Reno or Carson City/Douglas County) may be made up to 150% of the standard federal rate and will require hotel receipts for reimbursement. There are no exceptions for the surveyed areas (Las Vegas, Reno and Carson City/Douglas County) in Nevada. Out-of-State Rates. Out-of-state travel will be reimbursed at the rate specified in the federal regulations. Reimbursement above the stated rates for the area to which you are traveling may be made for attendance at conferences, meetings and training sessions with prior approval. For surveyed locations, you may be reimbursed up to 175% of the standard federal rate. For non-surveyed areas, you may be reimbursed up to 300% of the standard federal rate. Lodging taxes may be reimbursed in addition to these rates. It should be noted that if you choose to stay in a hotel which exceeds these rate limits, you will only be reimbursed for the taxes on the authorized amount. Meal/Per Diem Rates. The per diem rates will vary based on the federal rate table for the location. To view the per diem rate for your primary destination to determine which rates apply, go to  HYPERLINK "http://www.gsa.gov/perdiem" www.gsa.gov/perdiem. Eligibility for meal reimbursement for both in-state and out-of-state travel is determined by departure and arrival times as follows: Must leave before 7:00 a.m. or return after 10:00 a.m. to claim breakfast. Must leave before 11:00 a.m. or return after 3:00 p.m. to claim lunch. Must leave before 5:00 p.m. or return after 7:00 p.m. to claim dinner. Only meals which have been paid by the traveler may be claimed. When conference registration fees include meals the traveler cannot seek reimbursement as a per diem request. However, employees may receive reimbursement for breakfast even though continental breakfasts are provided. It is the travelers responsibility to take into consideration, even if they cannot attend the function when meals are provided. When an employee travels 75 miles or less (one way), for a period of less than 24 hours, the employee is not entitled to receive reimbursement for meals for the day. The employee is entitled to reimbursement for mileage (if using their personal vehicle) at the rates stated in the State Administrative Manual. Up to $5.00 per day can be reimbursed for incidental expenses: luggage handling, metered parking, subway/bus use, andhighway toll charges (receipts not required).The controllers office will provide reimbursement procedures for washing college vehicles. Unless otherwise agreed upon, the employees regular work station will be used as the reference for determining private vehicle mileage and for reporting departure and return times for per diem calculation. Lodging less than 50 miles from the work station will be approved if inclement weather makes driving hazardous. 5.2 Duplication of Per Diem Items. Claims for per diem allowance must take into consideration meals or lodging included in conference registration fees and for meals served on public transportation without additional cost to the traveler. 5.3 Parking or Vehicle Storage Fee. Parking or storage fees will be allowed when considered necessary for either college or private cars. Charges should be itemized in the detail column and the amount entered in the transportation cost column. Receipts are required for parking and storage. 6.0 Travel Expense Reimbursement ProceduresWithin fifteen (15) working days after completion of a trip, the Claim for Employee Travel (T2) must be filed in the controllers office. If an advance has been received, the traveler will indicate the total cost of the trip, amount of advance received, and the amount either due traveler or due the college. The Claim for Employee Travel must be routed through the proper administrative channels. If bus, airplane, or railroad were used, the travelers portion of the ticket must be attached to the claim form. If the person claiming reimbursement has signature authority for such travel, then the form must be signed by that persons supervisor or a higher level person. A copy of the GSA allowance for lodging and M & IE must be included for out of state travel with the employee travel claim. 6.1 Airline tickets. If travelers use their personal funds for the purchase of airline tickets or the payment of conference/workshop registration fees, reimbursement can be made prior to travel as an advance on the travel request form or after completion of the travel on the claim form as long as original receipts are submitted with the form. 6.2 Conference Fees. Conference registration fees may be paid in advance directly to the conference. For payment of registration fees, submit a request for check to the controllers office with attached information pertaining to the conference registration. Only original receipts will be accepted. 6.3 Out-of-State Reimbursement. Exceptions to the maximum out-of-state lodging may be approved in advance for unusual situations based upon justifications supplied by the department and approved by a vice president or president on the travel request form. 6.4 Combining College Business and Personal Travel. Separating college and personal travel expenses poses certain auditing problems for the controllers office. Employees who incorporate private and college travel must demonstrate the costs borne by the college are not increased by the personal travel. The employee must clearly delineate the private and college charges when submitting a claim for travel. When college and private travel is not clearly delineated, the travel processor will determine the reimbursement due the employee. If in doubt about the calculation of reimbursement, contact the controllers office. 6.5 Non-Travel Items. Travel claims filed in conformity with these regulations shall be considered full compensation for all meals and lodgings. Toll calls should be charged to a telephone/personal credit card, not to a hotel bill unless the phone numbers called are printed automatically on the billing for verification. In addition, state employees staying at hotels or motels that charge a fixed daily rate for having a phone in the room cannot be reimbursed for this expense if it exceeds the established lodging reimbursement rate. If the charges for the in-room phone are based on its usage or activity, the employee may claim these telephone charges if she details the numbers called and certifies the phone calls were made for business purposes or if the phone numbers called are automatically printed on the billing for verification. Personal phone calls will not be reimbursed. Travel claims filed in conformity with these regulations shall be considered full compensation for all meals and lodging, including tips, and for minor miscellaneous expenses such as local telephone calls. Toll calls may be itemized and reimbursement claimed, if college-related, but the person and place called must be stated and the claim must be supported by a receipt. Staff members attending conferences or meetings may be reimbursed less than the amounts listed if so specified by the vice president or president before the trip is undertaken. Team or Group Travel Team travel is defined as any student group travel whose group is a team, class or other organization directly affiliated with and sponsored by the college. Team travel may include travel expense of college employees who are required to accompany the student group and is appropriately chargeable to team travel expense. Cash advances for team travel may be secured by submission of a departmental purchase order at least 72 hours prior to the time the check is required. Within 15 working days after the completion of the trip, a special expense form must be filed with the controllers office. The employee who accompanies a team or student group is responsible for paying all reimbursable expenses for the teams travel. All items on the expense report must be supported by either a vendors receipt or receipt for team travel expenses list. The group will be reimbursed on actual expenditures, not to exceed the state per diem and lodging rates. Team travel signature and expense forms are available at the controllers office. 8.0 Grant-Funded Travel Personnel on grant-funded, assignments may be reimbursed for travel as determined by the dean or director concerned. In these cases, charges for individual meals and lodging may not exceed the limits set by the most restrictive travel policy, usually the state guidelines. 9.0 Travel Expenses for Applicants for Professional PositionsApplicants for professional positions may be reimbursed for travel for an interview based on actual expenses to a limit of $750.00. 10.0 Foreign TravelPersons traveling out of the country shall receive travel reimbursement at the most current federally established per diem rates. The rates for countries and major cities can be found at the U.S. Department of State website at  HYPERLINK "http://www.state.gov" http://www.state.gov. The college will pay the daily meal and incidental rate for the location without requiring receipts. However, for lodging reimbursement, a receipt is required and the college will reimburse the actual cost up to the maximum approved lodging amount for that city. Reimbursement is paid in U.S. dollars; therefore, documentation of the exchange rate at the time of travel is necessary to convert foreign payments into U.S. dollars. Date adopted: October 29, 1997 Revised: January 22, 1998 Approved by PC: April 10, 2007, February 9, 2010, March 23, 2010 Revised: December 18, 2007 Contact the assistant to the president for any questions, corrections, or additions.     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