Travel and Conference Expenses
Travel may be authorized for (1) the purpose of attending a conference, workshop, or meeting, or (2) to perform other necessary services for the District. Reimbursement of related expenses may not be made unless advance authorization has been granted. Authorization is required from the employee's supervisor and appropriate Senior Staff member. Travel requests must be submitted with conference schedules, itineraries, and/or meeting schedules. Any travel outside the State of California requires the approval by the President/Superintendent. Any travel outside the United States requires the approval by the Board of Trustees.

Air Transportation
Tickets for air coach shall be purchased through a local travel agency, through on-line purchase, or through the airline company at the most economical rate available. Transportation expense shall be itemized on the Travel Expense form with the receipt attached. Unused, non-refundable tickets should be returned to the Business Office for safekeeping.

Rental Vehicles
Rental vehicles shall be mid-sized cars or smaller, unless number of passengers or cargo dictates a larger sized vehicle. Individuals, other than CR employees on District business, shall not be transported in cars rented directly by the District or rented by a District credit card. Personal vehicles (or vehicles rented in the employee’s name) shall be used if someone other than those identified on the travel request is to accompany the employee. Reimbursement shall be made on the most economical mode of transportation only as approved by the employee’s supervisor. Travelers shall consider whether air or automobile provides the most economical means.

Mileage Reimbursement
Reimbursement may be granted for the use of a personal vehicle while performing services that are necessary and are considered to be part of the job function. An Authorization for Use of Personal Auto form must be completed and approved by the appropriate supervising administrator. Requests for reimbursement must also be approved as a proper charge against the District by the appropriate supervising administrator and Senior Staff Administrator.

When employees drive their own vehicles while on District business and are involved in an accident, they are required by law to use their own liability policy for coverage. The District liability policy would be used only after the employee's policy limits have been exceeded. The District does not cover, nor is it responsible for, comprehensive and collision coverage to the employee's vehicle.

Vehicles shall be shared whenever possible.

No reimbursements will be paid for any mileage between an employee's work location and residence.

The reimbursement rate shall be the standard mileage rate as determined by the Internal Revenue Service. Vehicle mileage reimbursement shall never exceed the cost of airfare to the same destination(s).

Conference, Workshop, and Meeting Fees
Upon presentation of appropriate documentation, including registration verification, actual costs for registration and other fees will be paid by the District.

Meal Allowance
Reimbursement for meals will be made following the submission of a Travel Expense Request form to the Business Office. Meal receipts are not required. Meal allowances are not to exceed $36.00 per day based on the following rates:

Breakfast           -           $8.00
Lunch           -           10.00
Dinner           -           18.00

No reimbursement will be provided for any meal that was included in a conference, workshop, or meeting fee, or provided by the hotel/motel, including continental breakfast. Exceptions may be made on a case by case basis by the Vice President, Business Services.

As a guideline, meal allowances on the initial day of travel are payable if it was necessary to leave the work site, or residence on or before the following times:

Breakfast           -           7:00 a.m.
Lunch            -           11:00 a.m.
Dinner            -           5:00 p.m.

Meal allowances on the day of return are payable if the return to the work site or residence, exclusive of eating time, was on or after the following times:

Breakfast           -           9:00 a.m.
Lunch            -           1:00 p.m.
Dinner            -           7:00 p.m.

Lodging
When overnight lodging is authorized, the District will reimburse the actual cost of a reasonable and economical room at the single occupancy rate or a split room rate when shared with a District employee. When an employee shares lodging facilities with a non-district person (e.g. spouse, children, friend, etc.), reimbursement to the employee is limited to the single occupancy rate. The actual itemized receipt is required and must be attached to the Travel Expense Request form. Discounted room rates must be requested and rooms should be shared whenever possible.

Miscellaneous Expenses
The District will reimburse the cost of miscellaneous necessary expenses such as postage, reproduction costs, facsimile charges, minor supplies, parking fees, bridge tolls, and transportation such as taxi fare, bus fare, commuter train, or vehicle rental (allowed only when approval is granted prior to attending the conference). Laundry and valet expenses may be allowable when an employee's absence from regular service extends beyond five nights. Reimbursement for telephone expenses will be allowed only if incurred in conducting college business. One "safe on arrival" call is also allowed. Receipts are required for all reimbursements (except meals) and shall accompany the Travel Expense Request form. Exceptions for which receipts are unavailable are subject to the approval of the Vice President, Business Services.

Reimbursements will not be made for tips; personal telephone calls; entertainment expense; radio, television or movie rentals; transportation to or from places of entertainment and similar facilities; conference-arranged leisure tours or personal side trip expenses; individual membership dues or fees; the cost of alcoholic beverages; cost of hair care, shoe shines; and traffic or parking citations.

Mileage and Travel Expense Claims
All claims for reimbursement must be submitted within fourteen (14) days after the end of the trip. Expense claims are to include all costs associated with the trip including prepaid expenses.

Categorical, Grant, or Other Agency Funded Travel
Travel expenses, which are paid or reimbursed by other than District unrestricted funding sources, may be reimbursed at the rates established and required by the donor, if different than this regulation.

Travel Advances
Requests for an advance to cover the anticipated cost of travel shall be submitted on the Travel/Advance Request form at least fourteen (14) days in advance. Each individual shall receive a separate advance to cover only that person's anticipated expenses. To clear the advance account, each person to whom an advance has been granted shall, within fourteen (14) days after returning from the trip, submit a Travel Expense Request form itemizing all expenses actually incurred. Failure to submit a timely claim form or the required receipts will be cause for the Business Office to deduct the appropriate amount from the employee's paycheck.

Reduced Reimbursements Due to Budget Constraints
The reimbursement policy described herein may be reduced by prior mutual agreement between the employee and the supervising administrator, if the District travel budgets are insufficient to pay for all of the costs.

Payment for Non-employees
Non-employees, such as community members serving on advisory committees, may be authorized to perform travel and incur expenses as representatives of the Governing Board. Any expenses incurred as a result of non-employee travel shall be explicitly approved by the President prior to the expenses being incurred and reimbursements shall follow this policy.

Board of Trustees Travel
Board of Trustees members' travel shall be subject to the same conditions as employee travel.

Adopted by Board of Trustees: 9/17/79
Revised: 11/3/80; 10/1/90; 3/7/94; 10/20/00; 11/4/03