IS-2512 Travel

Administration

Release Date: 02/12/98
Revision 1: 12/02/03
Revision 2: 06/22/07
Revision 3: 9/7/16

All per diem, mileage and meal reimbursement rates are established by the CNM Governing Board. Departments may elect to reimburse at an amount less than any of the provided rates, with the approval by Dean/Division Director or Vice President level authority. Employee travel will be reimbursed for official CNM travel approved by the authorized CNM personnel. Travel must be approved by Dean/Division Director or Vice President level authority prior to travel dates.

1. Authorization and Request for Travel

1.1 Authorization of Employee Travel

Traveling Employee

1.1.1 Notify your Travel Coordinator of your request to travel as soon as possible.

1.1.2 It is recommended that travelers contact their coordinators three months in advance of registration deadlines for conferences they want to attend, and a minimum of two weeks prior to any out-of-town travel. For international travel: (1) Travel coordinators should be contacted a minimum of four weeks prior to international travel; and (2) the traveler and supervisor must review the U.S. Department of State’s international travel website for the country or countries that will be visited and provide a copy of any travel warnings to the appropriate Travel Coordinator.

1.2 Authorization of Student Travel

Traveling Student

1.2.1 Complete a Student Travel Information form and activity waiver release medical form).

1.2.2 Obtain advisors approval on the form.

1.2.3 Submit the completed and signed form to the Dean of Student’s Office six to eight weeks prior to travel date.

1.2.4 For international travel, the student and advisor should review the U.S. Department of State’s international travel website for the country or countries that will be visited and provide a copy of any travel warnings to the Student Activities Director along with the signed and completed Student Travel Information form.

Dean of Student’s Office

1.2.5 Review the completed Student Travel Information form and travel warnings, if provided. If the documentation and justification for travel conform to Student Activity requirements, approve the form and forward to the appropriate Travel Coordinator.

1.3 Travel Coordinators

1.3.1 Initiate the travel pre-authorization workflow process.

1.3.2 Indicate any ADA considerations that are required by the traveler.

1.3.3 If travel is to a foreign country or countries, indicate that review by CNM’s Travel Assessment Committee is necessary if there is one or more active travel warning as indicated by the documentation from the U.S. Department of State’s website.

1.3.4 Obtain approval on the Travel Request before any costs are incurred or any travel arrangements are confirmed. See chart below.

Approval Signatures on the Travel Request/Travel Voucher

Employees/Students

Approved by the cost center control agent or supervisor where the control agent is a supervisor or dean

Employees who report to the President

Approved by the President

President

Approved by the Chair of the Governing Board

 

2. Travel Arrangements

Travel arrangements cannot be made without an approved Travel Request.

Travel Coordinator

2.1 Air Transportation

2.1.1 CNM will pay the cost of commercial airline travel, including airline fees, at the lowest available rate that meets the business need. Travelers may always upgrade accommodations at their personal expense. Travelers are prohibited from selecting travel arrangements that result in an increased cost to CNM for the purpose of earning or increasing travel rewards or incentives. The use of incentives for CNM business is not reimbursable by CNM, as these are not actual out-of-pocket expenses incurred by the traveler. Airline tickets may be purchased with a CNM Procurement Card (P-Card).

2.1.2 When using the P-Card to purchase air transportation, the Travel Coordinator must include documentation (For example: screen shots from an airline’s website indicating air fare and travel time for all available flights on the travel dates) in the monthly P-Card reconciliation that substantiates the lowest available rate that meets the business need.

2.1.3 Alternatively, the travel coordinator may use the contracted travel agency to make any or all of the travel arrangements for the traveler.

2.1.3.1 For the arrangements to be made by the contracted travel agency: Submit the approved Travel Request to the travel agency and inform them which portion of the travel arrangements they are to handle.

2.1.4 Airline Fees - Airline fees are all classified as customary fees and non-customary fees.

2.1.4.1 Customary Fees – CNM will pay for fees identified as “customary”, or those which could reasonably be expected to be paid by any traveler when flying.

2.1.4.2 Non-Customary Fees – CNM typically will not pay for fees that are considered “non-customary” or fees that are incurred strictly for traveler. However, certain fees may be paid under certain conditions at the discretion of the traveler’s Dean/VP level authority with appropriate justification and funding source.

2.1.4.3 The chart below contains guidelines for customary and non-customary fees.

 

Fee or Expense *

Customary allowed **

Non-customary - not allowed

Qualifying condition for paying a non-customary fee or expense

 

Baggage (all)

X

 

 

 

Early check-in

 

 

X

($50 limit roundtrip)

 

 

Extra leg room

 

X

None

Seat upgrades/changes

 

X

 

None

 

In-flight technology

 

 

X

 

 

If required to perform work duties and approved by appropriate department control agent authority

First class

 

X

Medical necessity

Business Class

 

 

 

 

 

X

 

 

 

 

International flights in excess of 14 hours when the traveler will be engaged in business activities the following day or sooner. Flight time does not include time at originating or ultimate arrival airports.

Cancellation

 

 

 

X

 

 

If required by CNM to meet other business needs or traveler emergency approved by Dean/Director. Reimbursable with post-approval by Dean/Director.

 

Flight change

 

 

 

X

 

 

If required by CNM to meet other business needs or traveler emergency approved by Dean/Director. Reimbursable with post-approval by Dean/Director.

 

Travel Companion

 

X

Medical necessity

*Other fees not listed will require Dean/Director or VP approval.

**Meets IRS regulations allowing reimbursements for ordinary and necessary business-related expenses be excluded from taxable compensation. Ordinary is defined as “common in [a] field of trade, business, or profession” and necessary as “helpful and appropriate for [a] business.” To qualify as business expense, expenditures must be directly related to or associated with the CNM’s mission

2.1.5 Driving versus Flying

When electing to drive to a destination, reimbursement claimed should be the lesser of the cost of airfare or mileage. For the purpose of determining allowable transportation cost, estimated rental vehicle expenses in the city of destination and mileage expense to the airport may be included as a part of the estimated cost of flying. Documentation must be included with the Travel Voucher to support the reimbursement amount. Flight pricing should be obtained at approximately the same time as the registration fee is paid or the travel approval is processed in order to obtain the most appropriate flight costs and should be the lowest fares available. Completed Airfare Equivalency Worksheet must be included with a Reimbursement Voucher. If the nature of the trip requires the employee to drive; e.g., carrying equipment for a presentation, or when multiple employees are carpooling then the Airfare Equivalency Worksheet and quotes are not required.

2.2 Conference/Registration Fees

2.2.1 Conference/Registration fees may be paid by CNM in advance of a trip by use of the CNM P-Card or by submitting an online Purchase Request along with the registration document and copy of the approved Travel Request and requesting a pre-payment of the purchase order. Employees who pay a registration fee from personal funds will be reimbursed by submitting a Travel Voucher and attaching the registration document and proof of payment, such as receipt, credit card slip, or cancelled check. All registration documents must provide cost and a breakdown of services included in the fee.

2.2.2 Conference registration should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program.

2.3 Hotel/Lodging Costs

2.3.1 Hotel/Lodging costs may not exceed $300 per day, inclusive of taxes and other fees, for a single room without pre-approval by the CNM President or designee. If a P-card is used, add-ons such as room service are NOT allowed.

2.3.2 Hotel/Lodging costs may be paid by use of the CNM P-Card rather than reimbursement of traveler. Travel costs for lodging is limited to the applicable lodging per diem at the destination. Additional costs incurred for dates before or after the dates of the business event or conference, or for other individuals not on CNM business are not allowed.

2.3.3 When the P-Card is used to pay for Hotel/Lodging Costs, the hotel receipt must be included in the Monthly P-Card reconciliation. Travel Coordinators are responsible for ensuring that the hotel/lodging costs are not included as a reimbursement to the traveler.

2.3.3.1. Hotel/lodging costs are not an allowed pre-payment unless approved by the Comptroller.

2.3.4 Hotel reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program.

2.4 Ground Transportation

Whenever possible, use of public transportation is encouraged, including vans and courtesy shuttles. Taxis should be used instead of a rental car when taxi is more cost-effective.

2.4.1 Vehicle Rentals Using Contracted Vendor

2.4.1.1 CNM has elected to use the University of New Mexico’s (UNM) contract with Enterprise Holding for vehicle rentals. This contract may only be used by CNM employees on approved business travel. If a lower price is found with a non-contracted company, Departments are free to use the alternate vendor but keep in mind their quoted rates DO NOT include insurance.

2.4.1.2 UNM’s contracted vendors are Enterprise Rent-A-Car and National Car Rental. These contracts include insurance coverage with the standard UNM rate as follows:

  • Damage Waiver: Business rentals only –on all products and discounts the renter is not responsible for loss and/or damage to the rental vehicle.
  • Liability: Business rentals only –On all products and discounts primary liability limits shall be 100/300/50.

2.4.1.3 Travel Coordinators must reference contract number XZ34492 when making a reservation to utilize this contract with included insurance and state that the rental is for business. The contract number is subject to change. Please check with the Business Office if the referenced contract number is unsuccessful. When booking with a third party (i.e. Priceline, Expedia or Orbitz) this agreement DOES NOT apply.

2.4.1.4 Travel Coordinators may reserve vehicles online or by calling any of the Enterprise locations or online at:

2.4.1.5 Travelers must decline the Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) coverage when picking up an Enterprise or National rental vehicle reserved under this agreement because the coverage already is included in the UNM rates.

2.4.2 Renting Vehicles from Other Vendors

2.4.2.1 If the Traveler Coordinator does not make reservations under the UNM’s agreement with Enterprise and National and use another rental car vendor, then the New Mexico Public Schools Insurance Authority (NMPSIA) coverage would apply in the event of an incident. NMPSIA treats cars rented by CNM travelers for official CNM business as if they were CNM vehicles. For liability purposes, CNM is covered by the Tort Claims Act. For physical damage, CNM’s share of the damages would be capped at $2,500 (with $1,750 paid by the renting department and the remainder paid by Safety and Risk Services). NMPSIA will pay any damages over the $2,500 cap.

2.4.2.2 Departments are advised if they are not using the agreement with Enterprise Holdings they will be covered NMPSIA. The Department will be responsible to cover the costs of the deductible.

2.4.2.3 Employees should waive insurance coverage offered by rental agencies for the following non-reimbursable standard options when traveling within the continental United States:

  • Personal Accident Insurance
  • Personal Effects Protection
  • Additional Liability Insurance
  • Loss Damage Waiver

2.4.3 Vehicle Rental Insurance – Outside of Continental United States

2.4.3.1 If renting or leasing a vehicle outside of the continental United States, it is recommended that coverage be obtained through the renting or leasing company. This includes Hawaii, Alaska, U.S. Territories, and international.

2.4.4 Vehicle Rental Payments with CNM P-Card

2.4.4.1 Departments may use the P-Card for vehicle rentals from any company. Contact the CNM P-Card administrator to make sure the P-Card in use is up to date or to add P-Card with Enterprise and National.

2.4.4.2 Contact the Purchasing Department at 224-4546 if you have any questions about using the UNM contract.

2.4.4.3 Vehicle reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program

2.4.5 Vehicle Rental Fuel

2.4.5.1 When utilizing a vehicle rental, all fuel purchases must be purchased out of pocket and reimbursed through a Travel Voucher. All fuel purchases must be supported by receipts.

2.4.6 Vehicle Rental Class

2.4.6.1 Vehicle rental of up to a mid-sized car is allowable. Exceptions may be made if there is a valid business need to upgrade to another vehicle type or a larger vehicle. Exceptions must be supported by justification and included with the employee’s Travel Voucher.

2.4.7 Global Positioning System (GPS) Feature

2.4.7.1 Generally, the GPS feature offered by rental car companies is not considered an “ordinary and necessary expense” and payment for this feature with CNM funds is not normally authorized. However, deans, directors, and department heads may authorize payment for the use of a GPS feature if they decide it is in the best interest of CNM. This authorization must be made prior to the trip, be in writing, include a justification, and be submitted with the travel reimbursement form.

2.4.8 Chartered Ground Transportation

2.4.8.1 Chartered transportation or ground shuttles may be processed using the CNM P-Card or by submitting an online Purchase Request along with backup documentation and copy of the approved Travel Request. Employees who pay for ground transportation costs from personal funds will be reimbursed by submitting a Travel Voucher and attaching the proof of payment.

2.4.8.2 Chartered transportation or ground shuttles reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program

2.4.9 Taxi Fares

2.4.9.1 Taxi fares may be reimbursed for travel to and from a business destination such as airport, hotel, conference site, or other location necessitated by the business trip. Taxi fares for travel to restaurants for personal meals or other locations of personal interest are not allowed as a reimbursable expense.

2.5 Parking

2.5.1 Airport parking costs are covered directly by CNM when the traveler uses the CNM contracted vendor and the traveler has a voucher authorized for the number of days the traveler is on official CNM related travel.

2.5.2 Travelers may be reimbursed the cost of parking at the airport up to the amount CNM would have paid the contracted vendor for parking costs. Travelers will be reimbursed for such expenses with proper documentation.

2.5.3 In lieu of parking, travelers may be reimbursed the cost of transportation to and from the airport (such as by taxi) if it is less than the cost of parking at the airport. Travelers will be reimbursed for such transportation expenses with proper documentation.

2.5.4 Additional parking costs incurred for dates before or after the dates of the business event or conference, or for other individuals not on CNM business are not allowed.

2.6 Travel Confirmation Packet

2.6.1 After travel arrangements are confirmed, the Travel Coordinator should send the traveler a Travel Confirmation Packet, which may include the following:

  • Memorandum
  • Itinerary
  • Airport Parking Voucher
  • Institution-provided mobile phone (if necessary for international travel)
  • Any pre-paid confirmations as applicable. Automobile Insurance ID Card (if applicable)
  • Health insurance certificate or card (if traveling internationally)

3. Payment

3.1 Pre- and post-payments and reimbursements are paid according to CNM’s travel policy and procedure.

3.1.1 Travel expenses, excluding meals, may be purchased with a CNM Purchasing Card (P-Card). Prepayment of conference or workshop fees should be made with a P-Card or via online Purchase Request. If a P-Card is used to make travel purchases that are not in compliance with this policy, the cardholder must immediately reimburse CNM for the disallowed expenses. When using a P-Card to pay for travel expenses, care should be taken to use vendors who will issue refunds or allow for future use of services purchased in the event the travel does not occur. Individuals who do not complete travel plans for which expenses were paid on a P-Card will be required to reimburse CNM for those expenses unless a valid reason is provided.

3.1.2 As an alternative to using the P-Card, travelers may use personal funds to pay for their travel expenses and request reimbursement using the Travel Reimbursement Voucher process after they return from the travel. Travelers must attach itemized receipts to document that they incurred the expenses. Travelers' per diem meal expenses must be paid for using personal funds which will be reimbursed upon completion of the travel.

3.2 Travel Advance

Travel Coordinator

3.2.1 Travel advances will only be considered and authorized on an exception basis. All travel advance requests must include a memorandum of need and are subject to final approval by the President’s Office or designee.

3.2.2 If an advance is requested, calculate 80 percent of the estimated reimbursable costs to determine the advance amount. The 80 percent includes hotel/lodging costs including any taxes, meals and miscellaneous expenses. Submit the requested Employee Travel Advance form, as approved by the department’s control agent, to the President’s Office or designee for consideration. Include access to the Travel Request.

3.2.3 The request for an employee travel advance can be prepared and submitted at any time prior to the departure date; however, the check will not be issued earlier than five (5) days before the departure date, and must be cleared within ten (10) working days upon return from travel. If circumstances require additional time to clear an advance, the Business Office should be notified

3.2.4 Approved Request

3.2.4.1 Submit the approved Employee Travel Advance Form, along with the preapproved Travel Request number and conference information, to the Business Office for processing.

3.2.4.2 Employees are strongly encouraged to receive the requested funds via direct deposit. Contact the Business Office to set up direct deposit.

3.2.5 Denied Request

Travel Coordinator

3.2.5.1 Contact the traveler and indicate that the request for a travel advance has been denied by the President.

4. Travel Reimbursement and Reconciliation

Itemized receipts are required on all non per diem amounts to be reimbursed, excluding mileage. All receipts must be identifiable as to payee, nature, and amount of expenditure and payment. Any information not given by the receipt must be added by the department; all such additions must be attested to by the employee’s signature on the receipt.

All justifications for travel reimbursement exceptions must be initiated by the travel coordinator on behalf of the traveler and approved by Vice President level authority.

Based on the method of payment identified on the Travel Pre-Approval Request Form, the Travel Coordinator reconciles the traveler’s expense receipts to determine if the traveler is entitled to a reimbursement or owes money to the College.

Traveler

4.1 Submit itemized travel receipts, in a neat, orderly fashion to the Travel Coordinator within five days from return date.

4.1.1 When an itemized receipt cannot be obtained for miscellaneous expenses, such as tips which are not in conjunction with a meal, the traveler may submit a signed itemized explanation of the expense.

Travel Coordinator

4.2 Determine the method of reconciliation — per diem, actual expenses, stipend, or travel advance.

4.3 Complete a Travel Voucher form according to the type of reimbursement to be issued or reconciled.

4.4 Per Diem

Travel Coordinator

4.4.1 Verify time and day traveler left and returned to determine travel costs in accordance with the per diem rates set by Governing Board Policy. .

4.4.2 Calculate the reimbursement amount.

4.4.3 Obtain the travelers approval on the Travel Reimbursement Voucher form.

4.4.4 Obtain Control Agent or other required approval on the Travel Reimbursement Voucher form.

4.4.5 Submit approved Travel Reimbursement Voucher form to the Business Office.

4.5 Actual Expense, Stipend and/or Travel Advance

Travel Coordinator

4.5.1 Verify travel expenses based upon travel documents, itemized receipts, memoranda, and/or justification in accordance with Governing Board Policy.

4.5.2 Determine which portion of the travel expenses are the traveler’s responsibility versus reimbursable by CNM. Deduct any balance owed by the traveler from their Travel Voucher, or attach the traveler’s personal check to the voucher for the remaining balance due.

4.5.3 Obtain the traveler’s approval on the Travel Reimbursement Voucher Form.

4.5.4 Obtain Control Agent or other required approval on the Travel Reimbursement Voucher Form

4.5.5 Submit approved Travel Voucher to the Business Office.

Business Office Personnel

4.5.6 Pre-audit reviews the voucher and receipts for completeness, accuracy and compliance. If there are any discrepancies on the voucher, notify the Travel Coordinator to correct and resubmit request. Reimbursement will be placed on hold until corrections are made by the Travel Coordinator.

4.5.7 Employees are strongly encouraged to receive the requested funds via direct deposit. Contact the Business Office to set up direct deposit.

5. Mileage Reimbursement

Traveler

5.1 Obtain a Mileage Voucher to log mileage for use of a personal vehicle on College-related in-state travel. Employees who used private vehicles for CNM business and are requesting mileage reimbursement must meet mileage reimbursement requirements. A completed Reimbursement for Mileage form is required when a private vehicle is used.

5.1.1 Employees are encouraged to use CNM vehicles for this purpose, in which case, mileage is not reimbursed. Note: Employees must meet driver eligibility requirements to check out a CNM vehicle.

5.1.2 Out-of-state mileage reimbursement is handled through the Travel Voucher form.

5.2 Complete the Mileage Voucher monthly.

5.3 Submit the completed Mileage Voucher to the Travel Coordinator.

Travel Coordinator

5.4 Review the Mileage Voucher for completeness and accuracy.

5.5 Calculate mileage reimbursement using the Table of Distances – Cities in New Mexico, Mileage Reimbursement Memo/Table of Distances from Campus-to-Campus, or the internet, if necessary.

5.6 Obtain the traveler’s approval on the Mileage Voucher Form.

5.7 Obtain Control Agent or other required approval on the Mileage Voucher.

5.8 Submit the approved Mileage Voucher to the Business Office for processing.

Business Office Personnel

5.9 Review the Mileage Voucher for completeness, accuracy and compliance. If there are discrepancies on the Mileage Voucher, notify the Travel Coordinator for correction and resubmission. Reimbursement will be placed on hold until the corrections are made.

Employees are strongly encouraged to receive the requested funds via direct deposit. Contact the Business Office to set up direct deposit.

6. Travel Coordinator Changes

6.1 If any change in employment status occurs for a Department’s Travel Coordinator, such as termination, transfer, change in employee FTE, contact purchasing@cnm.edu.

6.2 Addition or Change of a Department’s Travel Coordinator

6.2.1 The Department must send an e-mail or memorandum to the CNM Business Office to request the addition or change in Travel Coordinator. The memorandum or e-mail must provide a justification for the addition or change.

6.2.2 Unless there are significant changes within the department that warrant the addition of another Travel Coordinator, each department may have two Travel Coordinators (primary and back-up).

6.3 Transfer of a Travel Coordinator

6.3.1 When a Travel Coordinator transfers to another department within the College, the title and responsibility do not transfer with the incumbent. The Travel Coordinator role remains with the department.

6.4 All Travel Coordinators are required to complete required training prior to processing any travel transactions.

Forms

Support Materials

Reference Materials