 | Student fields trips must have a direct instructional benefit. |
| The form is submitted to the area dean/vice president twice: once on an estimated
basis, and a second time to account for actual expenses incurred. The form is
submitted to the Business Office before a trip only when an advance or prepayment
is requested. |
| The form should be submitted to the Business Office at least ten (10) working days prior
to the date of any advance payment deadlines. |
| If SAFAC funds are approved for a field trip, the originator must contact the Student
Activities Office before completing the student field trip form. |
| A list of names and social security numbers of all participating students should be
attached to the student field trip form. When the trip is completed, the student
list should have the students' signatures next to their names acknowledging receipt of
their per diem meal allowance. |
| Student field trip expenses include:
 | Transportation: The mode of travel should be the mode which produces the
lowest cost to the college. If transportation is via automobile(s), indicate if the
driver(s) will be sponsors or students. Mileage is reimbursed at the approved rate
of $0.30 per mile. If transportation is via common carrier (plane, bus, train),
attach canceled tickets to the student field trip form. A "Motor Vehicle Rental Exemption Certificate" must
be presented to the vendor when renting vehicles in Texas. The District will not
pay the 6% Texas sales tax and mileage on rental vehicles. Original fuel
receipts must be attached to the student field trip form for reimbursement. |
| Lodging: A "Texas Hotel Occupancy
Tax Exemption Certificate" must be given to the hotel. An itemized, paid
invoice must be attached to the form. The District will not pay for personal
phone calls, movies, alcohol, etc. |
| Meals: Student meals are advanced at the following per diem rate:
 | Breakfast $6.00 |
| Lunch $7.00 |
| Dinner $9.00 |
Remember: the list of student names/social security numbers must be resubmitted
after the trip with the students' signatures acknowledging receipt of the per diem meal
allowance.
|
| Miscellaneous: Any books, supplies, etc. which are required as part of the
student field trip. |
| Registration: Registration fees can be prepaid by submitting the original
and canary copies of an approved student field trip form with a completed copy of
the trip registration form at least ten (10) days prior to the mailing date. The
check will be returned to the originator for mailing. Remember to
keep a copy of the registration form to attach to the student field trip form when the
trip has been completed. |
|
| After the trip is completed, the sponsor must turn in any unused monies to the cashier's
office. A copy of the cash receipt must be attached to the student field trip form.
Complete the form as noted on the "Sample
Student Field Trip Form" page and submit it to the Business Office. |
| Student field trip forms are available in the Business Office (CYC) and the Cashier's
Office (CPC, SCC, PRC). |
| Seven days are required for processing of field trip reimbursements.
|
