316.01: Travel

In-state

The President is authorized to approve in-state travel for institution employees or students traveling on institution-related activities.  Reimbursement shall be made in accordance with applicable state laws.

Out-of-state

The President is authorized to approve out-of-state travel for institution employees or students traveling on institution-related activities.  Reimbursement shall be made in accordance with applicable state laws.  

Foreign 

The Chancellor of the Alabama Community College System must approve all foreign non-educational travel prior to the commencement of the travel.  Refer to Policy 709.01 related to educational foreign travel. The Chancellor shall issue a procedure and a reporting format. The Chancellor shall report all out-of-state travel to the Board of Trustees.

Approval of Travel 

The President will authorize travel for President’s Council members.  All other requests to travel require the submission and approval of the Request to Travel form through the appropriate division chairperson/director, dean, director of finance and the president.  Travel financed by external funds also requires the approval of the appropriate personnel.  The appropriate leave form should be completed as applicable (refer to policy 610.01 Leaves with Pay).  See travel procedure steps below.  [NOTE: Forms referenced in this policy may be found on the ESCC Insider.]

Travel Procedures

The Request to Travel and Travel Reimbursement forms have been revised on the Insider to reflect the most recent changes adopted by the ACCS Board and made effective on July 1, 2018.

Complete the following forms (which can be found on the ESCC Insider) prior to travel: https://www.escc.edu/theinsider/collegeforms.php

1. REQUEST TO TRAVEL FORM

2. STATE CAR REQUEST FORM

IN-STATE ACTUAL (DUES PAYING ORGANIZATION/EVENT) AND OUT-OF-STATE:

1. Complete Departure and Return dates and time. 

2. Complete To and From locations. 

3. Complete Mileage, Registration Fee, Parking, Lodging and Meals (Use City Rates), if applicable. Meal and incidental rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates

4. Key Purchase Requisition after receiving APPROVED Request to Travel.

5. After travel, complete Travel Reimbursement Report and submit all required documentation as outlined in the Alabama Community College System Fiscal Procedures Manual https://www.accs.cc/default/assets/File/DPE_FIS/ACCS%20Fiscal%20Procedures_Manual%202018%20Revised%2006-18(3).pdf

6. Submit signed copy of Purchase Order and completed Travel Reimbursement Report with all required documentation (to include state car denial email if a state car is not available) to Accounts Payable for prompt reimbursement.  NOTE:  A copy of the conference agenda is required for all In-State (Dues Paying) and Out-of-State Travel.

IN-STATE (NON-DUES PAYING ORGANIZATION/EVENT): 

1. Enter Departure and Return dates and time. 

2. Enter To and From locations. 

3. Complete Mileage and Registration Fee, if applicable. 

4. Enter Per Diem Rates 

• $85.00 per day for travel requiring one overnight stay

• $100.00 per day for travel requiring two or more nights’ stay

• $12.75 for a trip of six to twelve hours’ duration (Paid through Payroll)

• $34.00 for a trip that exceeds twelve hours’ duration but does not require an overnight stay (Paid through Payroll)

5. Key Purchase Requisition after receiving APPROVED Request to Travel.

6. After travel, complete In-State Travel Reimbursement Report.

7. Submit signed copy of Purchase Order and completed Travel Reimbursement Report with all required documentation (to include state car denial email if a state car is not available) to Accounts Payable for prompt reimbursement.