Internal
Control Questionnaire
Professional leave and travel includes travel
within or outside the North Central Texas area to attend a workshop, conference,
or event that provides job related training and requires the employee to stay
overnight or prepay a registration fee. Below are guidelines for professional leave
and travel reimbursement.
 | Reimbursable expenditures include:
 | Mileage: The allowable mileage between two points is the shortest
route between those two points. Mileage will not be reimbursed above what the state
mileage charts allow. Mileage is reimbursed at $.30 per
mile. |
| Car rental: A paid invoice must be attached. A "Motor Vehicle Rental Exemption Certificate" form
must be given to the vendor each time a vehicle is rented within the State of Texas.
This certificate can be obtained from the Business Office (CYC) or the Cashier's Office
(CPC, SCC, PRC). Both the renter's name and CCCCD's name should be
included on the rental agreement. On car rentals, LDW (Loss Damage
Waiver) will not be reimbursed by the College. Since this coverage
is included with the District's auto insurance, it is an option for each
employee to add, only if they choose to pay for it
personally. |
| Airline tickets: The canceled airline ticket or the itinerary/invoice for
ticketless flights must be attached to the professional leave form. Airline tickets
can be prepaid by submitting the blue copy with a copy of the ticket,
itinerary/invoice, or credit card statement. The District cannot
be billed directly for airline tickets and other reservations. Charges
must be paid by the employee and then reimbursed by the District. Contact Ralph Hall at x3831 if circumstances do not allow
for compliance of
this policy. The canceled
ticket must be attached when submitting the final request for travel reimbursement. |
| Parking/toll fees and bus/taxi fares: Receipt or signed statement of
expenditures must be attached to the professional leave form. |
| Meals: Within the State of Texas, meals are reimbursed at the following per
diem rates:
 | Breakfast $ 6.00 |
| Lunch $ 8.00 |
| Dinner $12.00 |
| For per diem rates outside of the State of Texas, call Ann
Thompson at x3834. |
|
| Registration fees: Registration fees can be prepaid by submitting the green
copy of the professional leave form along with a copy of the completed registration
form to the Business Office at least ten (10) business days before needed. The check
will be returned to the originator to be mailed with the original registration form.
Remember to keep a copy of the registration form to attach to the form when
travel has been completed. When the college-paid portion
of the training program is $1,000 or more,
an Employment Training Agreement
must be signed before
the registration check will be issued and before the professional leave
can commence. |
| Lodging expenses: Lodging expenses WILL NOT be
prepaid. When traveling within the State of Texas, a "Texas Hotel Occupancy Tax Exemption Certificate"
must be given to the hotel and can be obtained from the Business Office (CYC) or Cashier's
Office (CPC, SCC, PRC). An itemized paid invoice must be attached to the
professional leave form and all phone calls must be marked as personal or business.
It will be assumed that phone calls are personal unless marked otherwise.
Reimbursement cannot be made for movies, alcohol, etc. |
|
| Mode of travel (airline vs. automobile) to the destination should be the mode which provides the lowest
total cost to the District. Mode of transportation from the airport to
the conference, training, or event location (taxi, shuttle, rental car)
should also be the most economical to the District. |
| The professional leave and travel form should be completed and submitted to the Business
Office within ten (10) working days following the completion of travel. |
| Remember to include the cost center number to be charged, campus where the check should
be returned, and all required signatures on the form before submitting it to the Business
Office. |
| All staff/faculty who travel for CCCCD should apply for a CCCCD American Express
corporate card. There is no charge for the card and American Express will bill the
card holder directly. Applications are available from the Business Office.
Contact Marylu Hagan at x3820 for information. |
| Budget funds must be available to cover the reimbursement. |
| Professional leave and travel forms are available in the Business Office (CYC) and the
Cashier's Office (CPC, SCC, PRC). |
| Seven days are required for processing of travel reimbursements. |
|
