Table of Contents

Overview

The ACC Purchasing Department offers the ACC Travel Advance Card (TAC) to employees who have been authorized to travel on official ACC business. It minimizes out-of-pocket travel expenses.

The Travel Advance Card is a credit card that can be used to pay for airfare, hotel, registrations, meals and other travel related expenses. The TAC is single-use only. A new card will be issued for each travel event. At least one overnight stay during travel is required.

Written authorization for travel must be submitted to the Purchasing Department through a Request for Travel/Travel Card form before the Travel Advance Card can be issued. For more information on Travel Guidelines, see Administrative Guideline/Procedure and Administrative Rule. Budget Authorities are responsible for ensuring funds are available in the department budget.

Reservations

Travel arrangements and reservations should be taken care of before the scheduled travel dates. Below are the preferred methods for making reservations. If a Travel Advance Card is required for any of the reservations listed below, notify the Purchasing Department in advance.

· Conference registration fees may be pre-paid via purchase order or with a Procurement Card.

· Air travel may be pre-paid by the College through ACC's travel agency, Accent Travel 512-338-2800.

· Hotel reservations may be made by using a personal credit card or the Procurement Card. If payment for the first night stay is required when making the reservation, the Travel Advance Card may be used. Employees are responsible for canceling hotel room reservations directly with the hotel. Verification of cancellation, such as a cancellation number, will be necessary in the event of a billing dispute.

ACC employees on college business are exempt from paying state taxes for hotel charges within the state of Texas. When making reservations submit a Hotel Tax Exempt Form.

· Car Rental reservations may be made with one of the state contracted vendors by contacting the rental car company directly. The car is reserved using the ACC house account. When picking up the car, it will be paid for using the Travel Advance Card. Contact Purchasing for the ACC House Account information. See the list below.

Rental Car Contracts

1	Avis Rent a Car System, Inc. – State of Texas Contract
	Holly Ferguson holly.ferguson@avis.com 800.525.7521 ext 31695 918.621.4820 (FAX) http://www.avis.com	Avis - Two Ways to Reserve: 1. 1-800-331-1212 2. www.avis.com
2	Enterprise Rent-A-Car Contract - State of Texas Contact
	John Hampton john.a.hampton@erac.com 866.398.5080 512.912.5337 direct 512.912.5500 512.462.0878 (FAX) http://www.enterprise.com/car_rental/home.do	Enterprise - Two Ways to Reserve: 1. 1-866-398-5080 2. http://www.enterprise.com/car_rental/home.do

Note: If a special vehicle is required, such as an oversized van, contact Purchasing for options.

Travel Advance Card Requests

1. At least 1 overnight stay during travel is required.

2. Traveler will complete a Request for Travel/Travel Card form.

· Notify Purchasing if making advanced reservations so card may be issued earlier (Airfare, Registration, or Lodging).

· Scan the Request for Travel/Travel Card form and send to Purchasing at tacard@austincc.edu at least 14 days prior to travel. Request may be sent through inter-campus mail if not emailed. Faxed requests will not be accepted.

3. Purchasing staff will order a card from issuing bank with the employees name or designate an ACC Business Services card. The TAC will have the following restrictions:

· Credit card limit

· Effective dates for the card

· Merchant restrictions

4. Confirmation that the Request for Travel/Travel Card form was received will be emailed to the requestor/traveler. If confirmation is not received within 3 business days from the time it was submitted, contact Purchasing at 223-1059.

5. Travel Advance Cards are available for pick up 3 business days prior to travel date.

· May pick up in Purchasing at SVC or at a Campus Cashier’s Office

· Photo ID required

· If picked up by anyone other than the traveler a written authorization is required

Meals

All travelers claim per diem for meals, unless reimbursement for actual expenses has been approved in advance by the appropriate Budget Authority. Hotel services and gratuities of 15% are included as part of the per diem meal rate.

Travelers will pay for meals using the Travel Advance Card. All receipts are to be requested and kept for remittance with the Travel Expense Report. No alcoholic beverages are to be paid for with the TAC.

For the current per diem rate for meals, see the Accounts Payable page.

Note: Departing and Returning Days are reimbursed at 75% only:

2 x 75% at $46 per day = $69

Mileage Reimbursement

The TAC may be used to pay for gas expenses for rental vehicles. Receipts are to be requested and kept for remittance with the Travel Expense Report.

If using a personal vehicle for travel, the college will reimburse the employee using the IRS rate per mile. Receipts are to be requested and kept for remittance with the Actual Expense Travel form.