APPENDIX D
TRAVEL AND MILEAGE

1. TRAVEL REQUEST
2. Travel requests are required for all travel other than in-district mileage reimbursement.
3. All required information on the Travel Request Form must be completed. If an advance is required, it should be noted on the request form. If advance payments for hotels, registration, etc., are required, the proper information (registration forms, hotel literature, etc.) showing the amount to be paid, the payee and address MUST be attached to the Travel Request. Employees using personal funds to make advance arrangements will not be reimbursed until the travel claim (which is turned in after the trip) is processed and appropriate receipts are attached. Employees using personal funds to make advance arrangements MUST indicate these payments on the Travel Request form to avoid duplicate payments. Payment for AIR transportation must be arranged through the District's Purchasing Department.

Requests for travel outside the State of California must be
approved by the Superintendent and President.

If a substitute will be needed, forms for "permission to be
absent" should be completed and should accompany the Travel
Request.

1. The Travel Request should be submitted to the employee's DIVISION OR DEPARTMENT HEAD for approval. This should be done not less than five (5) working days prior to the trip.
2. The approved Travel Request should then be routed to the Budget Officer.
3. After the Travel Request has been processed, a copy of the processed request indicating all payments made will be sent to the requester. If an advance was required, the requester will be informed when to come to the Accounting Office to sign for the check.

1. The Business Office must be notified of all cancellations so the approved request can be retired from the active file.
2. TRAVEL CLAIM
3. Travel claims must be submitted for all approved travel requests and must identify all costs incurred, even if no additional reimbursement is requested.
4. Claims for Travel Reimbursement must be submitted within seven (7) working days after the trip is completed, to the Business Office.
5. Required receipts must be attached to the claim for all travel expenses incurred, including those that were prepaid.
6. The report area of the Travel Request must be completed and submitted to the Business Office.
7. Reimbursements for supply items purchased may not be made on the travel claim.
8. If advances for personal travel expenses for several employees have been made to one person, that one person must file a group travel claim for reimbursement of all expenses incurred by that group.
9. The requester will receive the travel check in approximately one week.
10. CLAIMS FOR TRAVEL EXPENSE
11. Actual and necessary travel expenses shall be allowed and paid in accordance with the following rules:

1.1	Travel Claims for traveling at the expense of the district
	shall show the purpose of the trip.

1.2 Travel Claims shall be properly itemized, accompanied by
the required receipts and approved by the duly authorized
officer.

1.3 Established charges by common carriers or terminal
stations for the handling or transportation of necessary
personal or official baggage will be allowed. No other
personal expenses shall be claimed.

1. Itemized receipts for costs incurred are required for the following items, including those which have been prepaid.

2.1 Registration fees

2.2 Lodging costs

2.3 Transportation other than personal mileage

2.4 Parking fees

2.5 Telephone or telegraph charges incurred for business
purposes. The purpose and nature of the call must be
indicated.

2.6 Taxi or limousine service fares

2.7	Automobile rental charges, including those paid through
	use of a district credit card.

2.8	Any other necessary travel expenses except those
	identified in item 3 below.

2.9 Personal charge card receipts are not acceptable.

1. Receipts need not be submitted for the following:

3.1	Public transportation fares which are available in public
	tariffs.

3.2 Personal meal allowances

3.3 Street car and ferry fares, bridge and road tolls

3.4 Incidental expenses of $5.00 or less

1. Hotels

4.1 Receipts for lodging, European Plan, or board and lodging,
American Plan, shall be furnished and shall show the dates
for which the charge is made. Reimbursement shall be
made for actual lodging expense, based on single
occupancy rate.

4.2 Full reimbursement will be allowed while registered at
conference headquarters. If, due to causes beyond the
control of the individual, it is necessary to obtain
accommodations other than at the conference headquarters
hotel, full reimbursement will be allowed based on single
occupancy rate. If the individual chooses to obtain
accommodations other than at the conference
headquarters, the individual will receive full
reimbursement, based on single occupancy rate, not to
exceed cost of conference headquarters. Substantiating
statement must be attached to travel claim.

1. Meals

5.1 The maximum allowance for meals is $32.00 per day.

5.2 The amount expended for any particular meal is left to the
discretion of the individual, but the total for all meals shall
not exceed the applicable maximum allowance. It is not
necessary to detail the cost of meals. Meals may be
averaged out on a daily basis or they may be reported
separately. If separate meals are charged, a maximum of:

$5.50 Breakfast

$9.50 Lunch

$17.00 Dinner

is fixed unless the individual is attending a conference and
the meal is considered part of the program. In such case,
full reimbursement will be allowed. Conference meal
reimbursements must be accompanied by supporting
documentation.

5.3	Travel claims shall show time of departure from and
	return to the College. Should the time of departure be 7

a.m. or after, or time of return be prior to 7 a.m., no
allowance for breakfast will be claimed. Should the time
for departure be 12 noon, no allowance for lunch may be
claimed. Should the time of departure be 7 p.m. or after,
or the time of return be prior to 7 p.m., no allowance for
dinner may be claimed.

1. Railroad Transportation

6.1 No more than actual fare on any transportation service, in
accordance with the latest tariffs at the time the trip was
made, shall be allowed. Special rates and round-trip rates
shall be used whenever possible.

6.2	One berth for each person or "roomette" accommodations
	will be allowed.

6.3 Unusual delay or deviation from the shortest, usually
traveled route, shall be explained. If due to causes beyond
the control of the individual, additional expenses incurred
may be allowed.

1. Airplane Travel

7.1 Claims for airplane travel shall be allowed when in
conformity with the latest regular published airplane
tariffs. When more than one class of air travel is available,
the district will pay tourist class only. Payment for air
transportation must be arranged through the District's
Purchasing Department and the cost incurred shall be
reported on the travel claim and supported by the proper
documentation.

7.2 Air travel by college district employees, approved in
accordance with board policy is to be limited to flights on
regular scheduled airplanes.

7.3 College staff shall not pilot or charter personal or private
aircraft, or any variation thereof, when traveling within
the scope of their employment on behalf of San Joaquin
Delta College. This method of travel is not covered by
district liability insurance and is in direct violation of
district procedure.

1. Automobile Travel

8.1 In cases where authorized travel is by district-owned
automobile, actual and necessary travel expense shall not
include mileage expense. District vehicles should be
requested as early as possible after approved Travel
Request is received. Vehicles are to always be picked up
and returned to the vehicle parking area. The
Transportation Department is to be notified of all
cancellations as soon as possible due to the heavy demand
for vehicle use.

8.2	Mileage for privately owned automobiles is allowed. Rate
	of reimbursement is listed in D. below.

8.3	Ferry, bridge, or toll charges may be claimed in addition to
	mileage allowances.

8.4 Mileage reimbursement will be limited to the amount
equivalent to airplane transportation plus local
transportation costs.

8.5 Mileage for rental automobiles is allowed when approval
has been received to use a car rental for business
purposes. Employees shall obtain the least expensive
rental available.

1. Incidental Traveling Expenses

9.1 A maximum allowance of $5.00 may be claimed, without
itemization for incidental traveling expenses during each
24 hours, or major fraction thereof, starting at the time of
departure from and ending with return to college. A major
fraction of 24 hours is defined as 12 or more hours.

1. IN-DISTRICT MILEAGE
2. The following rules apply to request for reimbursement for travel with the district when no district vehicle is provided.

1.1 Mileage reimbursement shall be paid any employee
assigned to more than one area in the district on a regular
district contract assignment.

1.2 Mileage reimbursement shall be paid any employee whose
assignment requires the use of a personal vehicle to visit
various locations within the district.

1.3 Distance allowed will be for those miles between areas or
other assigned locations other than the distance between
home and the College.

1.4 Incidental parking meter charges, if itemized, are the only
other item that may be claimed on the Monthly District
Mileage Claim.

1.5	The mileage rate will be such amount as allowed by
	current IRS Regulations.

1. TRAVEL ADVANCES
2. Advance payment of travel expenditures will be paid by the Travel Request procedure. The proper forms and information showing the amount, payee and address must be attached to the Travel Request.

1.1	Only the first nights lodging will be prepaid unless
	otherwise required by the hotel.

1.2 Registration may be prepaid in full, regardless of amount.

1.3 Travel advances may not be used to pay for air fare.
Payment must be handled through the regular purchase
order process.

1. Travel advances for personal travel expenses may be made to employees based upon the estimated cost approved on the Travel Request.

2.1 Travel advances will not be made for less than $25.00.

2.2	Lodging cost for the additional nights required may be
	advanced in full if not already prepaid.

2.3	All other estimated costs may be advanced at the rate of
	80%.

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