Summer Working Connections Conference, July 9 - 13, 2012Travel Reimbursement Guidelines

Up to $1600 of qualified and reasonable* transportation and hotel costs to faculty from DOL consortium colleges and affiliate colleges. To qualify, faculty must be planning to teach or modify curriculum related to the Working Connections track chosen.

Current grant funding allows for eligible attendees to apply for some of their travel expenses to be reimbursed. Travel reimbursement qualifications:
  • Attendee must be a currently employed public school faculty members planning to teach the track subject chosen.
  • Attend and present at the Sunday, July 8, 9:00am – 7:00pm Curriculum meeting, including a mid-afternoon break and dinner as a team.
  • Attendee must be registered and attend all 5 days of the Summer Working Connections Conference, beginning Monday, July 9, 8:30am - Friday, July 13, 12:30pm.
  • Attendee must live a one-hour drive or more from the Collin College Preston Ridge campus per MapQuest.
  • Per Diem for meals not provided by the hotel or college. Lunches provided Monday – Thursday.
  • Attendee will be strongly advised to complete end of course online surveys and action plan for using knowledge obtained.
*Reasonable transportation and hotel costs are: 4-week advance purchase economy class air or mileage @ $0.50/mile (whichever is less) and hotel not more than $140 per night before taxes, five night maximum.

Travel Reimbursement Request Process
On the last day of Working Connections, attendees must submit the travel reimbursement form with receipts for travel. Form is available at

Travel Reimbursement Guidelines

Each attendee is personally responsible for following these guidelines.
Reimbursement requests will not be accepted until after completing the event as well as providing original receipts and completed documentation.

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 cheapest fare. For instance, if it is going to cost $150 to fly round trip to San Antonio, and mileage would be $250, you would only be reimbursed the $150. A print out of your route, using MapQuest, must be submitted with your travel reimbursement request. NOTE: You will not be reimbursed for tolls.

Hotel:It is up to the individual to book a hotel room. An itemized paid receipt must be attached to the travel reimbursement request showing payee, method of payment and zero balance. If your hotel expense exceeds the $140.00 dollar cap including taxes, then you will be responsible for the difference.
Reimbursement cannot be made for room upgrades, movies, alcohol or other personal expenses.

Airline tickets: The NISGTC/Collin College 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 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.

Reimbursement Checklist:
Complete and sign the appropriate travel reimbursement request form
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 MapQuest documentation.

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:

NISGTC DOL/ Collin College/ 9700 Wade Blvd. / Frisco TX 75035
All questions should be directed to Christina Titus, 972.377.1786

Printable version of these travel reimbursement guidelines:

Travel Request/ Reimbursement Form:

Per Diem Worksheet:

Hotel Suggestions