Cashier's Office Web site

Travel

Travel Policy

Annual Travel Acknowledgment Form

• Complete the Annual Travel Acknowledgment Form online for the appropriate Fiscal year.
• If you do not have a MEMO email address, you can get a hard copy of this form from the Cashier's Office or your department secretary. Fill out the top portion of the form and sign at the bottom . If the top is not filled out and your signature cannot be deciphered, the Cashier's Office will not know who the form was submitted by. This will delay approval of your Travel Authorization.
• This form must be signed and on file in the Cashier's Office before you travel on MCCCD business.
• Signing this form indicates that you have read and understand the current Travel Policy.
• Send this form directly to Lori Clement in the Cashier's Office. Do not route it with your Travel Authorization form .

TRAVEL AUTHORIZATION PROCEDURES

NOTE : Your Travel Authorization will not be signed by the Business Services office nor a T-number assigned until the Annual Travel Acknowledgment Form form is on file.

You will not be in compliance with the MCCCD Travel Policy if a T-number has not been assigned to your Travel Authorization.

District/College Vehicle Use

If you are planning to request a college vehicle for your local travel, you must complete the defensive driving course and provide proof of insurance to the Office of Student Life. The procedures are listed on the Student Life web page.

Domestic Travel

Once you have completed all the forms, attach a copy of an email, flyer and/or brochure with the information describing the conference, workshop, etc. you are planning to attend and have your Department Chair sign the Travel Authorization form.

International Travel

International travel must be approved by the Chancellor and requires completion of the International Travel Application.

See TRAVEL EXPENSE CLAIM section for International Per Diem Rates.

* * * * * * * * * * *

You will receive a copy of the Travel Authorization form, complete with all signatures and the T- number, for your travel reimbursement records. Use this T number on your Travel Expense Claim form A and/or Claim form B.

• You may process requisitions to pre-pay registration and airfare if the vendors are in CFS.
• You may pay all costs out of pocket and submit a claim form for reimbursement (within 30 days of returning).

PROFESSIONAL GROWTH FUNDING

If you are applying for Professional Growth, submit the packet to the appropriate group or person for funding approval:

• Faculty – Martha Gail Richmond
• Adjunct Faculty – Teri Cuen
• MAT – mat.pgchair@gcmail.maricopa.edu
• PSA – Sally Hervey
• Crafts – Beth Eberhardt

Once you have been approved for funding by your group's Travel Committee you will receive an email, copied to your Department Chair and the Business Office with the amount for which you were approved. If you are applying for both Travel and Professional Growth funds, both applications must be approved before a T-number is assigned.

The original packet with all the signatures will be forwarded to the Business Services Office where a T-number will be assigned (after all sources of funding have been verified).

TRAVEL EXPENSE CLAIM PROCEDURES

When you return from your trip you will need to complete an Expense Claim A form and/or Claim B (mileage) form for all expenses not pre-paid through CFS. This form is available at the following locations:

• Department Secretary's office
• Martha Gail Richmond's office
• Cashier's office

• Original, itemized receipts are required for hotel, registration, airfare and taxi/shuttle costs over $25 aggregate per trip.
• Ticketless airfare or internet hotel bid confirmations are acceptable proof of payment.
• Name badges are not required for proof of attendance and are not considered proof of payment.
• Per Diem
  • The per diem is for meals and incidental expenses.
  • Receipts are not required for meals. However, the per diem must be broken down by meal and cannot exceed the specified meal amounts for the city to which you traveled.
  • If your activity provides a meal you may not claim the per diem for that meal, even if you do not eat the provided meal.
  • Continental breakfasts count as a meal.
    • Per Diem Rates - In-state
    • Per Diem Rates - Contiguous United States

      Use the amounts at the bottom of the Per Diem Rate page, Item #5, for the meal breakdown.

    • Per Diem Rates - Alaska and Hawaii
    • Per Diem Rates - International

If you have questions you can contact Lori Clement at ext 5-3592. Faculty may also contact Martha Gail Richmond at 5-3150.

NOTE : Your reimbursement claims must be turned in NO LATER than 30 days after the return date of your travel. Any claims filed past the 30-day time frame require the signature of the College President.

All expense claims must be submitted by June 27th of the current fiscal year.

Once your Claim A and/or Claim B form(s) are completed:

• Write your Travel Number (from your Travel Authorization form) on the Expense Claim form.
• Attach your original receipts.
• It is helpful, but not necessary, to include a copy of your Travel Authorization form with your Expense Claim form.
• Turn in all copies to Lori Clement in Cashier's for processing. (The pink copy will be returned to you with your reimbursement check.)

It may take up to 10 business days for your reimbursement check to be cut once all the paperwork has been submitted to the Cashier's Office. You will receive a call when your check is ready to be picked up. Travel reimbursements are not included in your paycheck.

Reasons your Expense Claim may be delayed:

1. There is no Annual Travel Acknowledgment form on file in the Cashier's Office for you.
2. You did not attach an itemized hotel receipt.
3. You did not attach receipts for local travel in excess of $25 aggregate.
4. The Cashier's Office has not received approval for Professional Growth funding, but you are claiming it in your expenses. If you did not apply or were not approved for Professional Growth funds, do not include this on your Expense Claim form.