Travel Reimbursement

Travel Reimbursement Index

General Policy

Procedure

Guidelines

Allowable Travel Expenses

Meal Allowance

Lodging

Automobile Rental/Travel

Miscellaneous Expense

Reimbursement

General Policy

Travel costs are defined by the state as the expenses for transportation, lodging, subsistence (meals), and related items incurred by Regular Community College of RI employees who are traveling on official business of the State of Rhode Island.

All travelers are expected to exercise prudent responsibility when committing state funds. Travel on business should be conducted at minimum cost for achieving the success of the mission. The traveler is expected to exercise the same care in incurring travel expenses that a prudent person would exercise if traveling at his/her own expense.

Procedure

All out-of-state travel arrangements shall be made utilizing the most economical means. The traveler is urged to use the various travel  web sites such as, expedia.com, travelocity.com or orbitz.com. The policy also covers travel arrangements which are necessary in the course of an employee's grant funded position, that are paid for with grant funds.

Unauthorized travel shall require the employee to absorb all related costs.

Prior to making any travel arrangements the travel request form must be approved by all appropriate supervisors and by the Executive Vice President or designee.  The Controller's Office will contact the traveler when the request to travel has been approved.

Once the travel arrangements have been made, changes should only be made in emergency situations. The College is charged an additional fee of $100.00 or more for any changes that are made to existing travel arrangements.

Guidelines

A completed Request to Travel (TR-1 Form) should be sent to the Controller's Office, with appropriate approval signatures, as far in advance as possible. They must arrive in the Controller's Office no later than twenty-one (21) days prior to the date of travel.

Travelers will be expected to use personal funds to cover the travel costs including  food and other "out of pocket" expenses, subject to later reimbursement.

Allowable Travel Expenses

Allowable transportation accommodations will include coach fares, utilizing the most economical fares possible. Most economical fares consist of the travel agency utilizing ALL available travel discounts including Saturday night stay-over where beneficial to the state. If the traveler utilizes the cost savings of a Saturday night stay-over, the traveler must submit written documentation as to the cost savings (i.e., the cost of a round trip ticket to destination without the Saturday night stay over, the cost of the hotel for an extra night and the cost of food for the extra day and the net savings to the state).

 Bonus miles and/or other benefits accruing to a state traveler shall be the property of the State of Rhode Island. These bonus credits are to be used only for state business, not personal use, and will be distributed by the State Travel Administrator.

Personally owned automobiles may be used for out-of-state travel when it is economical to the State. Reimbursement will be made on the basis of miles traveled at the current mileage rate or the common carrier fare, whichever is lower.

When reimbursement for auto mileage is requested in lieu of common carrier fares, the travel request should contain documentation as to the lower cost. The cost of the lowest common carrier fare should be obtained from the designated state travel agent.  

Meal Allowance

Meal allowances for state personnel who are engaged in state approved travel are as follows:

Breakfast.................................... $4.00

Lunch..........................................$6.00

Dinner.......................................$14.00

or a total of $24.00 per day. Travelers will not be required to submit receipts for the above meals.

Breakfast is not allowed on the initial day the traveler leaves Rhode Island unless departure occurs prior to 6:00 a.m.

Lunch is reimbursable to the traveler if out of state between the hours of 12:00 noon and 1:30 p.m.

Dinner is not reimbursable if the traveler returns to Rhode Island prior to 6:00 p.m.

Meals provided by common carrier or as part of the registration/conference fee shall NOT be requested for reimbursement.

Lodging

Lodging will be secured and guaranteed by the designated state travel agent.

Overnight accommodations will NOT be allowed within a 55 mile radius of PROVIDENCE. Distance from home cannot be used in calculating the 55 mile radius.

NOTE: The 55 mile limitations includes the City of Boston. While the state will not pay for overnight accommodations within the 55 mile radius, if the traveler chooses to stay overnight, they can be reimbursed for food, parking/tolls, and mileage or train fare.

Lodging will be provided on a single room basis, or the lowest rate available, if a single room is not available. Documentation must be included explaining why the single room rate was not charged.

In the case of a non-employee sharing a room, reimbursement will be at the rate of three quarters (3/4) the double occupancy room rate. If the rates are the same for a single or double occupancy, reimbursement will be in full. If the room is shared with a state employee attending the same conference, documentation must include the name of the state employee sharing the room.

Automobile Rental/Travel

Travelers will avail themselves of shuttle buses and all other means of public transportation to the extent practical.

The use of an automobile rental will be allowed when economically feasible and/or necessary to accomplish the travel mission. Travelers must go through the designated travel agency for automobile rentals.

A memo from the traveler must be attached to the Request to Travel (TR-1 Form) addressing the following:

"The State of Rhode Island will save money by the rental of an automobile in lieu of public transportation, due to ...."; or "It is necessary to use a rental vehicle for the purpose of this trip due to ...."

NOTE: Should it be necessary to rent an automobile, the traveler is required to obtain the necessary insurance coverage so as to limit the state from liability. The state will not reimburse the traveler if the traveler chooses to purchase car rental collision or personal injury insurance.

Travelers shall fill the fuel tank of the rental car prior to returning to the leasing company.

Personally owned vehicles may be used for travel in place of common carrier when it is economical to the state. Example: When two (2) or more state travelers are traveling to the same destination, or when common carrier service is not available. Reimbursement will be made on the basis of miles traveled at the current mileage rate, or the common carrier fare, whichever is lower.

NOTE: When a traveler uses his/her own vehicle for travel the State now requires the traveler to provide the expiration date of the automobile insurance policy.

Miscellaneous Expense

The following items will be reimbursable to the traveler in total when supported by actual receipts:

Bus, taxi, airport shuttle service transportation, or rental car gas refill.
Parking, toll expenses.
Necessary business telephone calls, fax transmission and Internet Connection.

An allowance of $5.00 (per diem on the form) per travel day will be provided to the traveler for gratuities, if requested.

Conference and registration fees will be reimbursed when supported by proper documentation.

Reimbursement

A travel expense voucher (A-14A) must be completed as soon as the traveler returns, but no later than five (5) business days upon returning.

NOTE: Noncompliance with the above may cause future travel approval to be jeopardized.

Upon returning, the traveler must file a travel expense voucher (Form A-14A) for reimbursement for the following expenses:

Conferences/registration fees, if payment was not made by the College.
Meal allowances (deduct any meals included in conference fee).
Shuttle and/or cab fares.
Miscellaneous expenses.

Documentation (ORIGINAL RECEIPTS) that shall be attached is as follows:

Airline ticket
Hotel receipt*
Car rental form (if applicable)
Shuttle, cab fare, parking fees, toll charges
Itinerary from Travel Agent.
Copy of Conference Agenda.
Other supporting receipts.

* NOTE: Any additional charges incurred by the traveler in excess of the room rate and applicable taxes SHALL BE PAID BY THE TRAVELER.

Upon review and verification of travel costs from the travel agency, the Controller's Office will process the payment to the employee.