CTC Convergence College Network Travel Reimbursement

CCN Travel Guidelines for Summer Working Connections, July 8 - 13, 2012

For preapproved Convergence College Network and partner college individuals that live one or more hours away from Preston Ridge Campus: Up to $1600 in travel reimbursement if you
  • Attend and present at the Sunday, July 8, 9:00am - 3:00pm CCN meeting
  • Attend all 5 days of the Summer Working Connections Conference, beginning Monday, July 9, 8:30am - Friday, July 13, 12:30pm.
  • Complete end of course online surveys and action plan for using knowledge obtained.

The $1600 expense reimbursement would cover: Airfare (plus checked baggage); lodging; per diem food ($8 breakfast, $12 lunch, $16 dinner) for any meals not provided by the event; round-trip mileage or transportation from home to airport and airport parking; rental car/shuttle/taxi roundtrip from DFW to Frisco. This year, tolls will not be a reimbursable expense. Reimbursement requests will not be accepted until after completing the event as well as providing original receipts and completed documentation.

Forms located at the bottom of this page

Collin College reimbursable expenditures include:

Mileage: The allowable mileage between two points is the shortest route between those two points. Mileage will not be reimbursed above what the state mileage charts allow. Mileage is reimbursed at $ .50 per mile. Mileage reimbursement will be paid to the driver only. In the event someone chooses to drive to a destination versus flying, the college will only reimburse the lowest cost mode of travel. For instance, if it is going to cost $150 to fly round trip to Washington DC, and mileage would be $250, you would only be reimbursed the $150. A print out of your route, using google maps or mapquest, must be submitted with your travel reimbursement request.

Airline tickets: The CTC will pay for a basic coach seat and one checked bag. A receipt of payment with individual flying, total amount, form of payment and itinerary is required. The receipt with itinerary must be attached when submitting the final request for travel reimbursement. Again, if you choose to drive when it is cheaper to fly, then you will only be reimbursed for the cheaper fare. Fee for one checked bag is allowable but flight insurance, advanced boarding, upgraded seat assignments are not an allowable expense. List the checked bag fee under “Miscellaneous” and provide a receipt.
Mode of travel (airline vs. automobile) to the destination should be the mode which provides the lowest total cost to Collin.

NOTE: Fees for the following will not be reimbursed, early check-in, early boarding, extra-leg room (unless medical necessity per doctor) and preferred seating (only when no other seating available--must state that no other seating available and initial).
Car rental: A paid invoice must be attached. (Note: You will not have a paid invoice until you turn your rental car in at the end of your trip) On car rentals, LDW (Loss Damage Waiver) will not be reimbursed by Collin.

Parking/ shuttle/ taxi fares: Receipt of expenditures must be attached to the professional leave form. Valet parking will not be reimbursed. Regarding taxi receipts, a blank receipt will not be accepted. It must include taxi company name, date, to and from locations.

Mode of travel (airline vs. automobile) to the destination should be the mode which provides the lowest total cost to Collin. Mode of transportation from the airport to the conference, training, or event location (taxi, shuttle, rental car, parking) should also be the most economical to Collin.

Lodging:It is up to the individual to book a hotel room. Suggested hotels can be found at the "Hotel Suggestions" link in the right hand corner.
If your hotel expense exceeds the $140.00 dollar cap including taxes, then you will be responsible for the difference.

An itemized paid invoice must be attached to the travel reimbursement request and all phone calls must be marked as personal or business. It will be assumed that phone calls are personal unless marked otherwise. Reimbursement cannot be made for movies, alcohol or other personal expenses.

Meals: Meals for the Summer Working Connections Conference are reimbursed at the following per diem rates: Breakfast-$8, Lunch-$12, Dinner-$16
Per diem for meals will be paid on our standard workday of 8:00 am to 5:00 pm. If you leave on the trip prior to 8:00 am or return from the trip after 8:00 am breakfast will be reimbursed. If you are gone anytime between 11:00 am and 2:00 pm, you will be reimbursed for lunch. If you return from the trip after 5:00 pm or leave on a trip before 5:00 pm, you will be reimbursed for dinner. You are not eligible for per diem reimbursement of any meals provided as a part of the CTC event that you attend. Do NOT provide receipts for meals: You must complete and attach the per diem excel worksheet which shows which meals were provided by the event. If you elect not to eat these meals, you will not be reimbursed for your meal expense unless you provide documentation with your travel reimbursement request that shows that you were not medically allowed to eat the food that was provided at the conference.

Reimbursement Checklist:
  • Complete and sign the appropriate travel reimbursement request form – a paper copy with an ink signature is required.
  • Complete the excel per diem worksheet
  • Provide original receipts – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples.
  • If you are requesting mileage, provide a google maps or mapquest

All decisions of the Collin College Business Office regarding travel reimbursements will be final. If you are not able to provide all requested documentation by August 3, 2012, you waive your right to any reimbursement. Completed travel reimbursement forms along with backup documentation should be mailed to:

Helen Sullivan/ Convergence Technology Center/ Collin College/ 9700 Wade Blvd./ Frisco TX 75035
All questions should be directed to Helen Sullivan, 972.377.1648 hsullivan@collin.edu

Printable version of these travel reimbursement guidelines:
Travel Request/ Reimbursement Form:

Per Diem Worksheet:

2012 Summer WC Mentored CollegeTravel Form