Policy
All travel on official college business is subject to Washington State laws and regulations. Clover Park Technical College will, at a minimum, follow the State Administrative and Accounting Manual (SAAM) policies, procedures, and rules related to Travel, .Ìý
Signed Policy
Document
Procedure
A. TheÌýCollegeÌýPresidentÌýhasÌýdelegatedÌýapprovalÌýauthorityÌýfor travelÌýauthorizationsÌýfor all butÌýoutÌýofÌýstateÌýtravel toÌýtheÌýViceÌýPresidents.ÌýEachÌýofÌýtheseÌýmayÌýfurther delegateÌýapprovalÌýauthorityÌýto DirectorsÌýand Supervisors.
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B. TravelersÌýonÌýcollegeÌýbusiness areÌýresponsibleÌýtoÌýbeÌýfamiliar withÌýallÌýstateÌýandÌýcollege travelÌýregulations.ÌýThey are toÌýexerciseÌýtheÌýsame careÌýinÌýincurringÌýexpensesÌýand accomplishingÌýthe purposesÌýofÌýtheÌýtravelÌýthatÌýaÌýprudent personÌýwouldÌýexercise ifÌýtravelingÌýonÌýpersonalÌýbusiness. TravelersÌýare expectedÌýtoÌýpayÌýforÌýanyÌýexcessÌýcostsÌýincurredÌýfor personalÌýpreferenceÌýorÌýconvenienceÌýwhileÌýtraveling and to returnÌýto theirÌýofficial stationÌýpromptlyÌýwhenÌýtheÌýcollege business is completed.
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C. The travel alternative thatÌýis most economical and advantageous to the state should always be selected.ÌýWhenÌýother meansÌýof meetingÌýare possibleÌýand appropriate, e.g., teleconferencingÌýor video conferencing, those alternatives will be considered.ÌýCar-pooling and restrictions on the number of staff traveling to the same destination should also be considered.
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D. Those traveling on official business must obtain authorization in advance from the appropriate administrator. The Travel Request Authorization (TA) form should be submitted in CTCLink. . No reimbursement shall be assured if prior approval has not been obtained. A blanket Travel Authorization form may be completed in advance for each fiscal year toÌýauthorize routine travel (which includes mileage, meals, registration, parking, hotel, transportation, airfare) incurred as a regular part of the employee's job. Routine Travel does not include conferences organized by agencies outside of the SBCTC system or any out of state travel. Individual travel authorizations should be entered into CTCLink for this type of travel. An electronic copy of the approved blanket or individual TA must be attached to the expense report for which it applies.
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E. Lodging expensesÌýare reimbursedÌýat actual costs,Ìýas evidenced byÌýaÌýreceipt,Ìýup toÌýtheÌýspecific daily maximumÌýallowableÌýlodging rateÌýinÌýeffect at theÌýtimeÌýofÌýtravelÌýforÌýtheÌýspecific areaÌýor locality.ÌýInÌýcertainÌýsituations,ÌýreimbursementÌýofÌýlodging expensesÌýmayÌýexceed theÌýapplicableÌýmaximumÌýperÌýguidelines in SAAMÌý10.30.20.ÌýCharges for parking and applicable salesÌýand hotel taxesÌýare not includedÌýwhenÌýdeterminingÌýtheÌýdailyÌýmaximum rate.
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F. ReimbursementÌýforÌýlodging expensesÌýisÌýallowed forÌýtravelÌýofÌýmoreÌýthanÌýfifty milesÌýfromÌýthe closerÌýofÌýtheÌýtraveler'sÌýofficialÌýresidenceÌýorÌýofficialÌýstation. LodgingÌýreimbursementÌýisÌýalso allowedÌýwhenÌýthatÌýdistanceÌýisÌýlessÌýthanÌýfiftyÌýmiles underÌýanyÌýofÌýthreeÌýcircumstances:
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- whenÌýreimbursementÌýfor anÌýovernightÌýstayÌýinÌýaÌýcommercialÌýlodging facilityÌýavoids the traveler having to drive back and forth for officialÌýstate business which ends no earlier than 6:00 p.m. on one day and then begins again no later than 9:00 a.m. the next day, according to the agenda(s) for that business (with written supervisor approval);
- whenÌýtheÌýhealthÌýandÌýsafetyÌýofÌýtheÌýtraveler isÌýofÌýconcernÌý(withÌýappropriateÌýnotification to the supervisor);
- whenÌýitÌýisÌýdemonstratedÌýthatÌýstayingÌýovernight isÌýmoreÌýeconomicalÌýtoÌýtheÌýcollege (with written supervisor approval).
G. Reimbursement forÌýmeals while in travel status will be atÌýthe rate inÌýeffect for the area where the traveler stops for sleep.ÌýThe meal reimbursement rate for the last day of travel would continue to be theÌýrateÌýforÌýthe locationÌýwhereÌýthe travelerÌýlastÌýstoppedÌýforÌýsleep.ÌýTo be eligible forÌýaÌýmealÌýreimbursement, theÌýtravelerÌýmust beÌýinÌýtravelÌýstatus forÌýatÌýleastÌý11ÌýhoursÌýandÌýduring the college-determined meal period (below) and the meal must not have been otherwise furnished.ÌýReceiptsÌýareÌýnotÌýrequired, however, meetingÌýagendas mustÌýbeÌýprovidedÌýas evidence that a meal was not included as a part of a registration.
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H. College-determined meal periodsÌý-ÌýThe college breakfast period starts 1 ½ hours prior to the employee's regularly scheduled work day.ÌýTo qualify for breakfast, an employee must be in travelÌýstatus for atÌýleastÌý1Ìý½ hoursÌýbefore officialÌýstarting timeÌýandÌýmeetÌýtheÌýeleven-hourÌýrule as defined in SAAM 10.40.50.b.ÌýThe college lunch period is the employee'sÌýregularlyÌýscheduled lunch meal period. To be reimbursed for lunch, an employee must be in travelÌýstatus during their entire regularly scheduled lunch time and meet the eleven-hour rule.ÌýThe college dinner meal period is the 1 ½ hour period directly following the end of theÌýemployee's regularly scheduledÌýworkÌýday.ÌýToÌýqualify for dinnerÌýreimbursement anÌýemployee mustÌýbe in travelÌýstatus at least 1 ½ hours after the regularly scheduled quitting time andÌýmeet theÌýeleven-hour rule. WhenÌýanÌýemployeeÌýworksÌýthroughÌýtheÌýcollegeÌýdinner meal periodÌýatÌýtheir dutyÌýstationÌýandÌýgoes directlyÌýintoÌýtravelÌýstatus, the college mealÌýperiodÌýis the 1 ½ hour periodÌýdirectly followingÌýtheir completionÌýof work at their duty station.ÌýThe traveler may not stop for aÌýmealÌýjust to meet the eleven-hourÌýrule.
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I. Air travel arrangements must be madeÌýthrough aÌýtravel provider qualified through the Department of Enterprise Services andÌýadministered through the college's purchasing department.ÌýIfÌýaÌýtravelerÌýmakesÌýairÌýtravel arrangementsÌýusingÌýtheirÌýownÌýpersonalÌýresources, they will not be reimbursed, even for authorized travel.
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J. ChargesÌýforÌýpersonal baggageÌýonÌýflights shallÌýbeÌýreimbursableÌýasÌýmiscellaneousÌýtravel expenses whenÌýa baggageÌýallowance isÌýnot includedÌýin the state travelÌýticket price.ÌýOnlyÌýthe costs for up to two checked bags forÌýinternational travel andÌýone checked bag for domestic travel will be reimbursed.
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K. CloverÌýParkÌýTechnicalÌýCollege BoardÌýofÌýTrusteesÌýmembers areÌýto beÌýreimbursedÌýunderÌýSAAM 10.70.30.b, Option 2 for their official services to the college.
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L. TravelÌýAdvances are permissible when the travel advance itself is to be equalÌýtoÌýor more than oneÌýday of theÌýMealÌýRateÌýPer DiemÌýatÌýtheÌýNon High-CostÌýLocation rateÌýas publishedÌýinÌý10.90.20 of theÌýSAAM.Ìý(10.80.60.b.7).ÌýThe Travel Authorization form must be presented to the Budget and Finance OfficeÌýat least twoÌýweeks, butÌýnot more than one month, prior to the actual start dateÌýof the travel.ÌýUpon the traveler's return, theyÌýmust submitÌýa properly completed Travel ExpenseÌýVoucher onÌýor beforeÌýtheÌýtenth day following theÌýmonthÌýinÌýwhichÌýthe authorizedÌýtravel period ended.ÌýTravelÌýadvances not substantiated in a timely basis may require the college to report the advance as wages earned.
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M. All travel reimbursements must be submitted on a Travel Expense Voucher (A20-A) to be approved subject to budgetary constraints.ÌýVouchersÌýshall be submitted within 30 days of the end of the calendar month for which reimbursement is requested or else the college cannot guarantee payment.ÌýThe exceptionÌýto this rule is theÌýfinalÌýstate fiscal yearÌýmonth ofÌýJuneÌýtravel voucher.ÌýThisÌývoucherÌýisÌýtoÌýbe submittedÌýduringÌýtheÌýmonthÌýofÌýJulyÌýperÌýtheÌýtimelines established and published in theÌýmonth of June by the BudgetÌýand Finance Office.ÌýVouchers for travel reimbursementÌýmayÌýbeÌýsubmittedÌýmoreÌýfrequently whenÌýtheÌýreimbursementÌýequals or exceeds $150.00.
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TheÌýprocedure listedÌýaboveÌýisÌýnotÌýexhaustiveÌýforÌýallÌýtravel situations.ÌýWhenÌýissuesÌýariseÌýwhich are not covered by anyÌýof these procedures, the rules underÌýSAAM Chapter 10 and FLSA (rules are outlined below) apply.ÌýAdditionalÌýguidance forÌýdrivingÌýonÌýcollegeÌýbusiness isÌýoutlinedÌýin Chapter 6, SectionÌý25, Transportation.ÌýWhenever the college procedural rules areÌýmore restrictive thanÌýSAAM, the college rules are enforced.ÌýWhen travelÌýtakes place as a part of aÌýfederal or state grant, the rules for allow ability under those regulations take precedence.
| Travel Category | Compensable Time | Non-compensable Time |
|---|---|---|
| Commuting | â—Performing authorized work-related errands while commuting from home to work or from work to home. â—Transporting or delivering materials or equipment to a job site prior to the start of the work day and/or returning materials or equipment after the end of the work day | â—Ordinary travel from home to work (commuting time) |
| Travel During Normal Work Hours | â—Time spent in travel as part of the employee’s principal job activity (i.e., travel between job sites). | Ìý |
| Same Day Assignment Away From Duty Station | â—Time spent traveling to and returning from a one-day required assignment in another city or town regardless of whether employee is the driver or the passenger, regardless of whether the travel cuts across the normal work schedule. â—Time spent at required conference, meeting, etc. | â—Normal commuting time will be subtracted. â—Time not worked even if it cuts across the employee’s regular work schedule (e.g., employee goes sightseeing instead of attending a conference session, the conference sessions are only from 9a.m. to 3 p.m., etc.). â—Meal periods and social activities where attendance is not required and work is not performed. |
| Overnight Travel | â—Any portion of authorized travel, including time spent waiting at an airport, bus station, etc., that cuts across an employee’s normal work schedule, including non-work days. â—If an employee travels between two or more time zones, the time zone associated with the point of departure determines whether the travel falls within normal work hours. â—Riding as a passenger when the employee is required to perform work (for example, to serve as an assistant or helper, respond to email, take business-related phone calls, etc.). â—Driving a vehicle, regardless of whether the travel takes place within or outside normal work hours. â—Time spent attending authorized conferences, meetings, etc. â—Required attendance at meals or meal breaks where work is performed. â—Required attendance at social functions. | â—Any portion of authorized travel, including time spent waiting at an airport, bus station, etc., that falls outside of normal work hours. â—Riding as a passenger outside of normal work hours where work is not required. â—Travel between hotel and meeting site. â—If an employee drives a car as a matter of personal preference when an authorized flight or other travel mode is available and paying for travel by car would exceed the cost of the authorized mode, only the estimated travel time associated with the authorized mode will be counted as hours worked â—If the employer authorizes hotel accommodations for overnight travel but the employee prefers to drive home each evening. â—Regular meal periods where work is not performed and attendance is not required. â—Voluntary attendance at social functions. â—Time spent outside of the conference or meeting (e.g., employee goes sightseeing instead of attending a conference session, the conference sessions are only from 9a.m. to 3 p.m., etc.). â—Time spent sleeping unless the employee has the primary responsibility for the safety and welfare of students. |
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