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reimbursement_guidelines [2018/12/10 12:14]
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reimbursement_guidelines [2018/12/10 12:16] (current)
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 **Reimbursable Expenditure Details\\ **Reimbursable Expenditure Details\\
 \\ \\
-Car:​** ​\\ +Car:** 
-You must submit a print-out of your route documenting miles traveled, using either GoogleMaps or MapQuest.\\ +  ​* ​You must submit a print-out of your route documenting miles traveled, using either GoogleMaps or MapQuest. 
-The allowable mileage between two points is the __shortest__ route between those two points. Mileage is currently reimbursed at 56c/mile and paid to the driver only.\\ +  ​* ​The allowable mileage between two points is the __shortest__ ​ route between those two points. Mileage is currently reimbursed at 56c/mile and paid to the driver only. 
-__Driving instead of flying must be pre-approved.__ In the event you choose to drive rather than fly to an event city and are approved to do so, you will only be reimbursed the cost of the less expensive mode of travel. For instance, if it costs $150 to fly round trip to San Antonio, and $250 for mileage, you would only be reimbursed the $150.\\ +  ​* ​__Driving instead of flying must be pre-approved.__ ​ In the event you choose to drive rather than fly to an event city and are approved to do so, you will only be reimbursed the cost of the less expensive mode of travel. For instance, if it costs $150 to fly round trip to San Antonio, and $250 for mileage, you would only be reimbursed the $150. 
-Toll fees will not be reimbursed. Gasoline purchases will not be reimbursed.\\ +  ​* ​Toll fees will not be reimbursed. Gasoline purchases will not be reimbursed. 
-Local mileage, including mileage between the event venue and your event city hotel, will not be reimbursed. It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. A list of hotel candidates are typically provided by the host organization.\\ +  ​* ​Local mileage, including mileage between the event venue and your event city hotel, will not be reimbursed. It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. A list of hotel candidates are typically provided by the host organization. 
-\\ + 
-**Airfare:​** ​\\ + \\ **Airfare:​** 
-You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary.\\ +  ​* ​You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary. 
-The National CTC will pay for a basic coach seat. __A 21-day advance purchase is required__ for all airline tickets. If you buy a ticket inside 21 days, you will only be reimbursed for the amount the ticket would have been had it been purchased 21 days in advance. For instance, if you buy a ticket 14 days out for $500 and Collin College determines that the ticket would have cost $300 21 days out, you will only be reimbursed the $300.\\ +  ​* ​The National CTC will pay for a basic coach seat. __A 21-day advance purchase is required__ ​ for all airline tickets. If you buy a ticket inside 21 days, you will only be reimbursed for the amount the ticket would have been had it been purchased 21 days in advance. For instance, if you buy a ticket 14 days out for $500 and Collin College determines that the ticket would have cost $300 21 days out, you will only be reimbursed the $300. 
-Flight insurance, advanced boarding, upgraded seat assignments,​ and similar fees will not be reimbursed.\\ +  ​* ​Flight insurance, advanced boarding, upgraded seat assignments,​ and similar fees will not be reimbursed. 
-Again, if you want to drive rather than fly to a destination,​ you must be pre-approved by the National CTC. You will only be reimbursed for the less expensive mode of travel. More information about driving vs. flying can be found [[:​reimbursement_guidelines_driving_vs._flyingbelow|below]].\\ +  ​* ​Again, if you want to drive rather than fly to a destination,​ you must be pre-approved by the National CTC. You will only be reimbursed for the less expensive mode of travel. More information about driving vs. flying can be found below. 
-\\ + 
-**Shuttle/​taxi:​** ​\\ + \\ **Shuttle/​taxi:​** 
-You must submit original receipts of expenditures. Blank taxi receipts will not be accepted – the receipt must include taxi company name, service date, and pick-up/​drop-off locations\\ +  ​* ​You must submit original receipts of expenditures. Blank taxi receipts will not be accepted – the receipt must include taxi company name, service date, and pick-up/​drop-off locations 
-Mode of transportation from the host city airport to your host city hotel (via taxi, shuttle, or rental car) should be the mode most economical to Collin College.\\ +  ​* ​Mode of transportation from the host city airport to your host city hotel (via taxi, shuttle, or rental car) should be the mode most economical to Collin College. 
-Local transportation costs (via taxi or shuttle) from your hotel to the event venue will not be reimbursed It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. A list of hotel candidates are typically provided by the host organization.\\ +  ​* ​Local transportation costs (via taxi or shuttle) from your hotel to the event venue will not be reimbursed It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. A list of hotel candidates are typically provided by the host organization. 
-\\ + 
-**Lodging:​** ​\\ + \\ **Lodging:​** 
-You must submit an itemized paid invoice showing payee, method of payment, and zero balance.\\ +  ​* ​You must submit an itemized paid invoice showing payee, method of payment, and zero balance. 
-It is up to the individual to book a hotel room.\\ +  ​* ​It is up to the individual to book a hotel room. 
-Collin College will not reimburse a room costing more than $140/night including taxes.\\ +  ​* ​Collin College will not reimburse a room costing more than $140/night including taxes. 
-Valet parking, room upgrades, movies, alcohol, or any other similar personal expenses will not be reimbursed.\\ +  ​* ​Valet parking, room upgrades, movies, alcohol, or any other similar personal expenses will not be reimbursed. 
-Texas educators are encouraged to complete and submit the Texas Hotel Occupancy Tax Exemption Certificate to their hotel to be exempt from state taxes. Collin College will not reimburse state occupancy taxes.\\ +  ​* ​Texas educators are encouraged to complete and submit the Texas Hotel Occupancy Tax Exemption Certificate to their hotel to be exempt from state taxes. Collin College will not reimburse state occupancy taxes. 
-\\ + 
-**Texas Hotel Occupancy Tax Exemption Certificate** ​\\ +Texas Hotel Occupancy Tax Exemption Certificate****{{:​texas_hotel_occupancy_tax_exemption_certificate.pdf|texas_hotel_occupancy_tax_exemption_certificate.pdf}} ​ \\  \\ **Meals:​** 
-{{:​texas_hotel_occupancy_tax_exemption_certificate.pdf|texas_hotel_occupancy_tax_exemption_certificate.pdf}} \\ +  ​* ​You must submit a completed Excel “Per Diem Worksheet” spreadsheet. 
-\\ +  ​* ​Meals are reimbursed on a per diem basis and __do not require receipts__. The per diem rates are set by Collin College and vary based on the location of the event. 
-**Meals:​** ​\\ + 
-You must submit a completed Excel “Per Diem Worksheet” spreadsheet.\\ +2012 Per Diem Domestic Rates****{{:​perdiemdomesticratesfy13.pdf|perdiemdomesticratesfy13.pdf}} ​ \\  \\ 
-Meals are reimbursed on a per diem basis and __do not require receipts__. The per diem rates are set by Collin College and vary based on the location of the event.\\ +Per diem for meals will be paid based on Collin College’s standard workday of 8:00 am to 5:00 pm: \\ 
-\\ +* Breakfast will be reimbursed if you leave home for the trip prior to 7:00am or return home prior to 1:00pm. \\ 
-**2012 Per Diem Domestic Rates** ​\\ +* Lunch will be reimbursed if you are away from home anytime between 11:00am and 1:00pm. \\ 
-{{:​perdiemdomesticratesfy13.pdf|perdiemdomesticratesfy13.pdf}} \\ +* Dinner will be reimbursed if you leave home for the trip after 5:00pm or return home after 6:00pm. \\ 
-\\ +You are not eligible for per diem reimbursement for any meals provided as a part of the National CTC event you’re attending. The \\  \\ 
-Per diem for meals will be paid based on Collin College’s standard workday of 8:00 am to 5:00 pm:\\ +Excel “Per Diem Worksheet” spreadsheet will show which meals were provided by the event. If you elect not to eat these event-provided meals, you will not be reimbursed for your meal expense unless you provide documentation that shows you were not medically allowed to eat the food provided at the event. ​\\  ​\\ 
-* Breakfast will be reimbursed if you leave home for the trip prior to 7:00am or return home prior to 1:00pm.\\ +2013 Blank Per Diem Worksheet ​ {{:​2013_per_diem_blank.xls|2013_per_diem_blank.xls}} 
-* Lunch will be reimbursed if you are away from home anytime between 11:00am and 1:00pm.\\ +
-* Dinner will be reimbursed if you leave home for the trip after 5:00pm or return home after 6:00pm.\\ +
-You are not eligible for per diem reimbursement for any meals provided as a part of the National CTC event you’re attending. The Excel “Per Diem Worksheet” spreadsheet will show which meals were provided by the event. If you elect not to eat these event-provided meals, you will not be reimbursed for your meal expense unless you provide documentation that shows you were not medically allowed to eat the food provided at the event.\\ +
-2013 Blank Per Diem Worksheet\\ +
-{{:​2013_per_diem_blank.xls|2013_per_diem_blank.xls}} ​\\+
 ---- ----
  
-**Driving vs. flying** \\ +**Driving vs. flying** \\  \\
-\\+
 Driving instead of flying **must be pre-approved**. Should you choose to drive rather than fly, you will only be reimbursed for the following expenses. Also, only the cost of the less expensive mode of travel will be reimbursed. Driving instead of flying **must be pre-approved**. Should you choose to drive rather than fly, you will only be reimbursed for the following expenses. Also, only the cost of the less expensive mode of travel will be reimbursed.
  
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 These forms have only been provided as a general outline. Each conference will have it's own travel and per diem forms created and uploaded [[:​travel_forms|here]]. These forms have only been provided as a general outline. Each conference will have it's own travel and per diem forms created and uploaded [[:​travel_forms|here]].
  
-2013 Per Diem Form  {{:​2013_per_diem_blank.xls|2013_per_diem_blank.xls}} \\ +2013 Per Diem Form {{:​2013_per_diem_blank.xls|2013_per_diem_blank.xls}} ​ \\ 
-Request for Travel Reimbursement ​ {{:​c_request_for_travel_reimbursement_march_2013.doc|c_request_for_travel_reimbursement_march_2013.doc}}+Request for Travel Reimbursement {{:​c_request_for_travel_reimbursement_march_2013.doc|c_request_for_travel_reimbursement_march_2013.doc}}
  
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reimbursement_guidelines.txt · Last modified: 2018/12/10 12:16 by admin