Purchasing Home
Airfare Information
Plan Travel:
Use Request to Travel Form
1. Acquire Permission
2. Determine Cost
3. Obtain Approval
Arrange Travel
1. Register for event
Process registration form through financial system
2. Arrange method of travel
(Travel Airfare Contacts)
3. Secure accommodations
Use traveler's credit card to secure room
During Travel
1. Keep all receipts
2. Bring back an agenda/itinerary
3. Have a safe trip
After Travel: Use Out of District Travel Expense Voucher
1. Compete expense voucher.
2. Attach receipts and agenda/itinerary from event
3. Obtain budget authority approval
4. Submit to Accounts Payable for reimbursement
If you still have questions, please call Purchasing 223-1044 |
ACC Staff is governed by Administrative Rules for travel. Employees who travel in behalf of the college will do so under an Accountability Plan. Please refer to the Business Services website for Adminstrative Rules and complete details for staff travel. The following steps are considered an overview of the steps to take to arrange travel and process the requirred forms.
Employees who travel should:
*Acquire Permission
Employees must obtain permission from their supervisor and budget authority by submitting an approved Request for Travel Form prior to travel plans.
*Determine cost and complete the Request for Travel Form
Work with airlines to determine a good estimate of cost for airfare. Travel Airfare Contacts is a list of vendors and contact information we recommend. If traveling by car, use a program to calculate round trip mileage (like maps at yahoo). Include the cost of room and board. Enter all the estimated amounts on the Request for Travel Form. Have the budget authority approve travel and sign the Travel Form.
If advance funds are needed, prior to travel, the traveler may receive a percentage of the travel expense by submitting the Request for Travel Form to Accounts Payable. This form must have a total estimated cost of expenses and the budget authority approval signature. Time must be allowed to process this request. For more information and timeline to follow, call the Business Office, 223-1100.
*Arrange Travel
It is recommended that employees coordinate arrangements for traveling with the help of their budget authority's administrative staff. Event registration in most cases is prepaid and can be handled by the department. For air fare, please refer to our preferred methods of procuring for best value. The traveler should secure hotel reservations using their personal credit card. If within the State of Texas, be sure to take a hotel tax exempt form: http://www.window.state.tx.us/taxinfo/taxforms/12-302.pdf
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Reimbursement for travel:
*Accountable Plan - Out of District Travel Expense Voucher
Employees traveling under the accountable plan can obtain reimbursement by submitting an Out of District Travel Expense Voucher upon return. Documentation and receipts are required to be submitted with the expense voucher.
Documentation to include is:
1. Name of organization and location of where the event will be
2. Exact amount and dates of travel
3. Specific purpose of the event and agenda
Examples of receipts to include:
1. Air/rail fare passenger coupon plus invoice/itinerary and credit card receipt
2. Hotel folio plus credit card receipt. You can obtain a Texas Hotel Tax Exempt form at http://www.window.state.tx.us/taxinfo/taxforms/12-302.pdf
3. Car rental agreement plus credit card receipt
4. Meal Expenses - credit card receipt, cash receipt and detailed register receipt
5. Shuttle/Parking expenses - detailed register receipt
*Attach all receipts and documentation to the Expense Voucher.
Submit the Expense Voucher to budget authority for approval. This is submitted upon return from travel. Once the voucher has been approved, forward to Accounts Payable for reimbursement. The Expense Voucher will be processed and a reimbursement check will be mailed. If the advance funding received exceeded the actual expenses, the traveler will be required to return the excess within 10 days after returning from traveling.
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