APPENDIX D
1. Travel requests are required for all travel other than in-district mileage reimbursement.
2. 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 /President.
If a substitute will be needed, forms for "permission to be absent" should be completed and should accompany the Travel Request.
3. 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.
4. The approved Travel Request should then be routed to the Budget Officer.
5. 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.
6. The Business Office must be notified of all cancellations so the approved request can be retired from the active file.
1. Travel claims must be submitted for all approved travel requests and must identify all costs incurred, even if no additional reimbursement is requested.
2. Claims for Travel Reimbursement must be submitted within seven (7) working days after the trip is completed, to the Business Office.
3. Required receipts must be attached to the claim for all travel expenses incurred, including those that were prepaid.
4. The report area of the Travel Request must be completed and submitted to the Business Office.
5. Reimbursements for supply items purchased may not be made on the travel claim.
6. 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.
7. The requester will receive the travel check in approximately one week.
C. CLAIMS FOR TRAVEL EXPENSE
1. 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.
2. Itemized receipts for costs incurred are required for the following items, including those which have been prepaid.
2.3 Transportation other than personal mileage
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.
3. 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
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.
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:
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.
5 3 Meal reimbursement will not be made for travel to locations with in ten (10) miles of the employee's primary worksite. [This section will become effective only when agreed to by all three collective bargaining agents.]
6. 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.
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.
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.
9. 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. 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. 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.
2. 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%.
CLASSIFIED EMPLOYEE EVALUATION FORMS
Classified employee evaluation forms are included on following pages.
CSEA JOB REPRESENTATIVES:
SELECTION, DUTIES AND RESPONSIBILITIES
1. The following shall be understood to constitute the duties and responsibilities of the Job Representatives.
a. Each job representative shall represent the employees subject to provisions in Article VI.
b. To keep the employees informed by distributing news letters, job announcements, appropriate CSEA news bulletins, etc., provide informative, answer questions, directly inform employees concerning general CSEA policies as adopted by Chapter officers, and otherwise keep up to date on events as they affect employees.
c. To keep abreast of events; to perform membership recruiting and information dissemination regarding all aspects of District policies, etc.
d. Assist local chapter officers and state representatives when so requested.
e. The job representatives shall be non-voting members of the local chapter executive committee.
f. The job representative may discuss any problem with the employees and if appropriate, attempt to achieve a settlement in accordance with the grievance procedure, as outlined in this agreement.
COMPUTATION FORMULA FOR DETERMINING EMPLOYEE'S PORTION
OF ACTIVE HEALTH CARE COSTS
1. Actual expenditures for a year will be determined by adding together the amounts reported for EDP line numbers 1000, 2000, 3000, 4000, and 5000 from the California Community Colleges Annual Financial Budget Report (CCFS-311) for the General Fund Actual Total Expenditures.
2. The Health Care Expenditure for active employees and retirees will be determined by summing the total of premiums paid for coverage provided in accordance with Article X, section 10.1(a) and other direct costs of underwritten claims and the processing costs of those underwritten claims (costs attributable to processing must be agreed upon by the District and the Association) plus the cost of Medicare for retirees, for the applicable fiscal year less the amount identified as the premium cost calculated as being applicable to surviving spouses of deceased retirees or employees.
3. The individual payroll deduction for an employee's health care cost will be computed by August 31 of each year as follows:
a. Multiply the actual expenditures determined in number 1 by 10%.
b. Subtract the result of 3a. from the amount determined in 2.
c. Apply any accumulated credit from previous years to the amount determined in 3b.
1. If the result is negative, it will be determined as a credit to be used in subsequent years.
2. If the result is positive, the amount will be divided by the average number of active employee(s) for whom premiums were paid in number 2. The resulting amount will be deducted from employee paychecks in equal installments over the following year.
San Joaquin Delta College