Frequently Asked Questions
- How do I make travel arrangements?
- Who do these travel procedures apply to?
- What do I do if I have problems with the travel arrangements after hours or on a weekend?
- What documents must I complete in order to attend an out of state conference?
- How do I make travel arrangements?
- What must I do after I return from an out of state conference/training trip?
- Where can I obtain a copy of the travel reimbursement forms?
- When are travel claims paid?
- What are the time limitations on submitting travel claims?
- What is the current mileage rate?
- Will the College reimburse me for purchasing an E-ZPass transponder?
- Can I make changes to my travel arrangements once they have been made through the designated travel agent?
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.
They apply to all CCRI employees, students, and third parties requesting reimbursement from the College.
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. If you used another travel service, you should contact that travel organization.
An explanation of the process is located here.
Do I have to use the State Travel agency for my travel arrangements?
Yes. Unless you have prior approval from the Vice-President of Business Affairs, using any travel agency other than the State 's agency, Short's Travel Management, your claim may be disallowed.
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.
All travel forms are available on this Website. You can also send an e-mail message to firstname.lastname@example.org and request the particular travel form you need. Or call the Controller's Office at 401-825-2150. Only use current travel forms or your claim will be returned.
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.
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.
For travel from January 1, 2014 the mileage rate is $0.56/mile. For travel from January 1, 2013 through December 31, 2013, the mileage rate was $0.565/mile. Mileage rates are adjusted periodically by The State. All CCRI WEB travel forms are updated with current mileage rates.
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.
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.