COP 04-0102: Travel Procedures

Tags COP
Procedure Title Travel Procedures
Procedure Number 04-0102
Originating Department Financial Services
Board Policy 6Hx6:4.09
Florida Statute 112.061; 1001.64(4)(b)(e); 1001.65(16)
Florida Administrative Code n/a
Effective Date 5/1/1994
Date(s) Reviewed/Revised 5/1/2006; 11/11/2020; 1/12/2024; 6/30/2026

Purpose Statement

This procedure establishes the requirements, standards and processes for the authorization, reporting and reimbursement of travel expenses incurred in connection with official College business.

Guidelines

This procedure applies to all members of the District Board of Trustees, employees, students and non-employees authorized to travel in the performance of services on behalf of the College.

Procedures

 

  1. Definitions.  For the purposes of this section, the following terms shall have the meanings indicated:
    1. Budget Administrator: An individual designated by the College to authorize the expenditure of College funds for official business purposes within their budgetary organization.
    2. Employee: An individual occupying a regular or temporary position at Florida SouthWestern State College and reporting to a Florida SouthWestern State College department head.
    3. Authorized Person: A non-employee individual authorized by the appropriate agency head to perform services or conduct official business on behalf of the College and to incur related travel expenses.  Authorized persons include members of the District Board of Trustees, consultants, volunteers and candidates for executive or professional positions.
    4. Traveler: A Florida SouthWestern State College employee or authorized person engaged in approved travel on behalf of the College.
    5. Travel Expense: Necessary and reasonable expenses incurred while conducting authorized travel that are usual, ordinary, and incidental to official business.
    6. Common Carrier: A transportation provider offering services to the public on a regular basis, including commercial airlines operating scheduled flights, trains, buses, or established rental car companies.
    7. Travel Day: A twenty-four (24) hour period divided into four (4) six (6) hour quarters for purposes of calculating allowable reimbursement. 
    8. Travel Period: The time interval beginning at departure from official headquarters and ending upon return to official headquarters.
      1. Class A travel: Continuous travel of 24 hours or more away from official headquarters.
      2. Class B travel: Continuous travel of less than 24 hours which includes an overnight stay away from official headquarters.  
      3. Class C travel: Short duration or day travel in which the traveler does not remain away from official headquarters overnight.
    9. International (Foreign) Travel: Travel outside the United States and its territories.
    10. Team/Group Travel: Travel by more than one individual to the same destination under College sponsorship.
    11. Pre-Approval Report ("PA"): The required electronic pre-authorization submitted by all employee travelers through Emburse Enterprise (formerly Chrome River) prior to incurring travel expenses.
    12. Travel Authorization Number ("TA#"): The encumbrance identification number assigned by the Office of Financial Services upon approval of travel.
    13. Expense Report ("ER"): The required electronic reimbursement request submitted by employee travelers through Emburse Enterprise (formerly Chrome River) following completion of travel.
    14. Point of Origin: The geographic location of the traveler's assigned base campus or the location from which travel begins, whichever results in the lesser reimbursable distance to the destination.
  2. Travel Authorization and Reimbursement. 
    1. Emburse Enterprise Travel System.  All official travel must be processed through the College's electronic travel and expense management system, Emburse Enterprise.
    2. Pre-Approval (PA) Requirement. A pre-approval report must be submitted and fully approved prior to incurring any travel-related expenses. 
    3. Required Approval.  The PA must include complete trip details, including destination, purpose, dates of travel, estimated expenses, funding source, and disclosure of any planned personal travel associated with the trip.  The PA must be approved by the traveler's immediate supervisor, certifying that the travel serves official College business, and the appropriate Budget Administrator certifying availability of funds and authorization of expenditure.  Budget Administrators shall not approve travel without documented supervisory approval confirming the business purpose.
    4. Travel Authorization Number (TA#).  Upon final approval, at TA# will be issued by the Office of Financial Services.  No travel expenses shall be reimbursed without an approved TA#.
    5. Expense Report (ER) Submission. An ER must be submitted within sixty (60) calendar days following the trip end date.  Failure to submit within this time frame may result in denial of reimbursement or treatment of reimbursement as taxable income, as applicable.
    6. Required Supporting Documentation - The ER must include, but not limited to, conference agenda, travel itinerary, itemized receipts for pcard transactions, and all other receipts exceeding $5.00 for reimbursable expenses.  Incomplete documentation may delay processing and may result in denial of reimbursement.
  3. Method of Travel.
    1. The method of travel shall be selected based on efficiency, economy and the best interest of the College.  The most economical and practical means of travel shall be used, considering transportation costs, per diem or subsistence, lodging and the value of the traveler's time.  The number of individuals traveling and the amount of equipment or materials being transported shall be considered when determining the appropriate mode of travel. 
    2. Travelers are expected to exercise prudent judgement and select cost effective transportation options while ensuring that the official purpose of travel is fulfilled in a timely and efficient manner.  When traveling by commercial carrier, travelers shall select the lowest logical fare available consistent with reasonable business needs.
  4. Computation of Travel Time.  For the purposes of reimbursement and calculation of fractional travel days, the following classifications shall apply:
    1. Class A Travel: Continuous travel of twenty-four (24) hours or more away from official headquarters.  For reimbursement purposes the travel day shall be define as a calendar day (midnight to midnight).  The traveler shall be reimbursed one-fourth (1/4) of the authorized per diem rate for each six hour quarter or fraction thereof.  
    2. Class B Travel: Continuous travel of less than twenty-four (24) hours that includes an overnight absence from official headquarters.  For reimbursement purposes the travel day shall begin at the time of departure.  The traveler shall be reimbursed one-four (1/4) of the authorized per diem rate for each six-hour quarter or fraction thereof.
    3. Class C Travel: Travel for short or same-day trips in which the travel does not remain overnight away from official headquarters.  Travelers may be reimbursed for allowable expenses such as mileage, tolls, and parking, when applicable.  A traveler shall not be reimbursed on a per diem basis for Class C travel but shall receive subsistence based on applicable time requirements. 
  5. Per Diem and Subsistence.
    1. All travelers shall be allowed the following amounts for meals and per diem while traveling on official business, which shall be provided as follows:  
      1. Meals (Class A, B & C):
        1. Breakfast - $ 6.00 per day when travel begins before 6:00 A.M.
        2. Lunch - $11.00 per day when travel begins before 12:00 P.M.
        3. Dinner - $19.00 per day when travel begins before 6:00 P.M.
      2. Per Diem (Class A & B) on final day of travel:
        1. Quarter 1 – 12:01 A.M. to 6:00 A.M. = $20.00
        2. Quarter 2 – 6:01 A.M. to 12:00 P.M. = $40.00
        3. Quarter 3 – 12:01 P.M. to 6:00 P.M. = $60.00
        4. Quarter 4 – 6:01 P.M. to 12:00 A.M. = $80.00
    2. When meals and/or lodging are included as part of a conference, registration fee, or event, the traveler may not claim additional reimbursement for those same meals or lodging.  This restriction applies even if the traveler elects not to consume the provided meal for personal reasons.  Exceptions may be granted only when the traveler documents a dietary restriction, medical necessity or other valid business justification.  Meals offered as optional add-ons at the time of registration cannot be purchased utilizing a Pcard.  If the traveler selects this option, payment must be made using a personal form of payment. A continental breakfast provided as part of a conference or registration fee is considered a meal and must be deducted from the travel reimbursement claim.  Meals provide by airlines or hotels that are included as part of transportation or lodging arrangements do not require a reduction to the traveler's meal allowance and may still be claimed as permitted by law.
  6. Allowable Expenses.  
    1. Local (Vicinity) Travel.  Mileage for travel conducted within the College District shall be reimbursed as vicinity travel when the traveler is traveling from their official headquarters to another location for official College business.  Mileage reimbursement shall be calculated from the point of origin to the destination.  Local travel reimbursement within the College District shall be limited to the lesser of the distance from the traveler's official headquarters to the business destination or the distance from the traveler's residence to the business destination.  Travelers shall not be reimbursed for normal commuting between their residence and official headquarters.  Travel to or from voluntarily attended College events is not eligible for reimbursement.  Employees receiving a special travel or activity supplement are not eligible to receive additional mileage reimbursement related to that activity within the established commuting area.
    2. Transportation. Travel shall be conducted by the shortest and most direct usually traveled route.  If the traveler chooses an indirect route for personal convenience, any additional cost incurred shall be the responsibility of the traveler.  Travel arrangements shall be purchased at the most economical class of service that reasonably meets the business needs of the traveler and must be approved by the traveler's supervisor.  Travelers and supervisors are expected to plan travel arrangements with sufficient advance notice to obtain the lowest fares whenever possible.  Charges that exceed the most economical class of service will not be reimbursed.  If such charges were paid by the College the traveler will reimburse the College for the difference.  Unused tickets must be attached to reimbursement documentation with an explanation.  Any refund for tickets purchased with Colleges funds must be returned to the College.  Any airline credits issued must be documented and used strictly for future official College travel.
    3. Cost Comparison. If a traveler combines personal travel with authorized College travel the traveler must disclose the personal travel during the pre-approval process and provide a cost comparison demonstrating that the College will not incur additional cost due to the personal portion of the trip.  Travel reimbursement will be limited to the amount that would have been incurred for the business portion of the trip only, including but not limited to airfare, lodging, parking, meal allowances and other related expenses.  If the cost comparison determines that charges incurred on the College Pcard exceed the allowable business related amount the traveler must reimburse the College for the difference.  Documentation of reimbursement must be submitted to the Travel Department.
    4. Rental Vehicle.  The use of a rental vehicle may be authorized when it is determined to be the most appropriate method of travel.  Some considerations are, nature and purpose of travel, travel time, productivity, cost, number of individuals traveling and equipment and materials being transported if any.  If a rental vehicle is paid directly by the College optional collision, damage and liability insurance should be declined.  If the rental vehicle is personally paid the traveler or traveler's personal credit card the traveler (or their insurance) will be responsible for any damage.  Charges for optional insurance will not be reimbursed.
    5. Private Vehicle.  Use of a privately owned vehicle may be authorized for official College business.  Mileage reimbursement shall be paid at the rate established in accordance with Section 112.061, Florida Statutes.  Mileage calculations shall be based on the most current mileage map published by the Florida Department of Transportation.  Fuel purchases for privately owned vehicles are not reimbursable as fuel costs are included in the mileage reimbursement rate.  Employees receiving a car allowance are not eligible for reimbursement of in-district mileage. 
    6. College Vehicles.  Use of College vehicles is restricted to official College business.  Personal use is prohibited.  Expenses related to the operation of a college vehicle should be charged to a College Pcard whenever possible.  When not possible, and the traveler makes a personal payment justification and supporting documentation must be provided with the reimbursement request.  Allowable expenses include fuel, oil, parking, tolls, and emergency repairs.  Receipts are required for expenses exceeding $5 per item.  College vehicles must be returned with a full tank of fuel. 
    7. Taxi, Rideshare and Public Transportation. Taxi, rideshare services (such as Uber and Lyft), shuttle services, and public transportation may be charged to a College Pcard or reimbursed with used strictly for official College business.  This includes transportation between airports, hotels and conference locations.  Transportation for personal activities, including trips to restaurants of personal preference, entertainment venues or other non-business location is not reimbursable.  Taxi or rideshare expenses for meals is reimbursable only when no food service options are reasonably available at the traveler's lodging location.  Documentation supporting this circumstance is required along with receipts for such expense.  Travelers seeking reimbursement for transportation expenses not specifically addressed should contact the Office of Financial Services prior to submission for reimbursement. 
    8. Lodging.  Allowable overnight accommodations must be arranged through traditional commercial lodging establishments such a hotels or conference lodging facilities.  Short-term rental properties, including Airbnb, VRBO and similar platforms are not considered lodging expenses and will not be reimbursed. 
    9. Incidental Expenses.  Reasonable incidental expenses incurred in connection with authorized College travel may be charged to a College Pcard or reimbursed when necessary for conducting official business.  This can included, business communication expense, tolls and parking, travel insurance, and tips/gratuities.  Tips should not exceed twenty percent (20%) of the charge, and valet or baggage tips should not exceed $5.00 per occasion.  Airline seat selection fees may be charged to a College Pcard or reimbursed when necessary to obtain a standard seat assignment or when complimentary seating options are not available.  Premium seating upgrades, including first class, business class, extra legroom or preferred seating are not allowed.  In addition priority boarding, early boarding or boarding group upgrades are not allowed. 
    10. Baggage Fees. Fees for one checked bag per traveler may be charged to a College Pcard or reimbursed when necessary for official business.  Additional checked baggage, overweight or oversized baggage fees are not allowable without written justification demonstrating business need.   
  7. Group/Team Travel.  
    1. Group/Team Travel includes travel sponsored by the College for multiple individuals traveling together for official purposes such as athletics, student government, club or other organized student activities.  All College travel procedures apply to group travel unless otherwise specified. 
    2. Students are not eligible for quarterly per diem and may only receive standard meal allowances based on trip departure and return times.  Students will not be reimbursed for driving their personal vehicles. 
    3. When rental vehicles are used the vehicle must be operated by an authorized College employee.  Meal cards can be issued to authorized College employees to purchase meals during group travel.  Meal cards are pre-loaded with funds and operate as swipeable cards for meal purchases only.  Departments should contact the Office of Financial Services for additional information regarding meal card issuance and procedures. 
    4. Travel advances may be requested in limited conditions such as when travel exceeds three nights, or when travelers are not eligible for a meal card.  In these circumstances the College may authorize payment of up to 100% of the estimated cash requirement.  Students may receive travel advances when allowable from the funding source.  Advisors/Coaches are responsible for disbursing advance funds to students and collecting signatures from students acknowledging receipt.  Travel advances must be submitted through a check request at least ten days prior to the date of travel.  Any unused funds must be returned through the Cashiers Office with ten days following the trip return date. 
  8. Non-Employee Travel. 
    1. Professional candidates invited to interview for executive or professional positions may be reimbursed for approved travel expenses.  Travel arrangements must be review and approved in advance by the department's Budget Administrator.  All reimbursement requests for candidate travel expenses must be submitted through a check request and supported with appropriate documentation. 
    2. Independent contractors are not eligible for travel reimbursements under the College's travel procedures.  Travel expenses should be included as part of the total contract amount.  If necessary, departments may authorize payment of up to fifty percent (50%) of the contract amount in advance of travel.  Independent contractors are responsible for arranging and paying for their own travel expenses. 
  9. College Purchasing Card ("Pcard"). College purchasing cards are strongly recommended for payment of travel-related expenses including tickets, lodging, rental cars and other travel expenses when such costs are not direct-billed to the College.  For additional information regarding purchasing cards, contact pcard@fsw.edu.  All Pcard expenses must be reported on the post travel expense report. 
  10. Emergency Travel.  In circumstances where travel must occur due to an emergency and prior approval could not be obtained, the traveler must submit a travel report upon return that includes a written explanation of the emergency and the reason prior authorization was not secured.  The travel report must be approved by the traveler's supervisor and budget administrator before being submitted to the Office of Financial Services for review and processing.
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