Community College of Rhode Island

Frequently Asked Questions

What do I do if I have problems with the travel arrangements after hours or on a weekend?

If the traveler has made the travel arrangements through Short's Travel Management and there are questions please call 1-866-498-7436 or use their Website. The traveler who has made the arrangements should contact the travel organization that was used to make the travel arrangements.

What documents must I complete in order to attend an out of state conference?

An explanation of the process is located here.

How do I make travel arrangements?

Once you receive the Travel Authorization Number (see process here) that was issued by the Controller's Office you may contact Short's Travel Management, 1-866-498-7436 to make the travel arrangements.  You should NOT use any other travel service to make travel arrangements.

NOTE: The State will not reimburse a traveler for travel agent fees or for fees to issue a paper ticket.

What must I do after I return from an out of state conference/training trip?

Within 5 days of returning from the trip an Out-of-State travel form (A14A) must be completed. The instructions for completing the form are located here.

Where can I obtain a copy of the travel reimbursement forms?

All travel forms are available on this Website. You can also send an e-mail message to controller@ccri.edu and request the particular travel form you need. Or call the Controller’s Office at 401-825-2150.

When are travel claims paid?

Reimbursement checks are run bi-weekly for all completed travel claims received by the Controller's Office. Completed means the current forms have been completed (including proper authorization signatures) and all required support documentation are attached. Reimbursement checks will be mailed to your home of record.

What are the time limitations on submitting travel claims?

All completed travel claims must be received in the Controller's Office within 120 days after the travel is completed. For in-state mileage claims, each individual day will be considered a separate trip. For example, a claim is submitted on December 1 for mileage for August 1, 2, and 3 and September 5 and 6. The mileage claims for August 3 and September 5 and 6 would be reimbursable. The August 1 and 2 claims would be over 120 days and not reimbursable . Submit expense claims promptly to ensure reimbursement.

What is the current mileage rate?

For travel from January 1, 2011 the mileage rate is $0.51/mile. For travel from July 1 through December 31, 2010, the mileage rate is$0.50/mile. Mileage rates are a periodically by The State. All CCRI travel forms are updated with current mileage rates.

Will the College reimburse me for purchasing an E-ZPass transponder?

No. The college will not reimburse individuals for E-ZPass transponders. Department heads may request the Controller's Office to purchase transponders for their departments.

What is the difference between the Excel Template version and the printable (PDF) version of the travel forms?

Excel Template Version:

The template version can be completed using Microsoft Excel. The template version automatically performs many of the calculations. The file can be saved on your computer’s hard drive for future use. You can create your own template by inserting all of the recurring data once and saving the file as a master file. This will minimize the amount of data that you need to enter each time you use the form.

PDF version:

If you choose to use the PDF version you will have to type in all the information as well as manually calculate all of the computations. Each month you will have to type the form manually. Please Note: in order to read and print the PDF version, you will need Adobe's Acrobat Reader program installed on your machine. (Download.)

Can I make changes to my travel arrangements once they have been made through the designated travel agent?

Changes in travel arrangements should only be made in emergency situations because significant ($100.00 or more) additional fees are charged to the College for all changes made by the travel agents.

*MS Excel documents require MS Excel to view or print

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This page developed and maintained by The Controller's Office. Send comments and suggestions to cetoft@ccri.edu.


Last Updated: 3/14/11