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IS - 2512 Travel (Policy)

IS - 2512 Travel (Policy)

Administration

Release Date: 02/12/98
Revision 1: 12/02/03
Revision 2: 06/22/07

Policy

CNM Board Policy

Administrative Directive

Introduction

All travel related to Central New Mexico Community College (CNM) business is coordinated through the Colleges travel management system administered by the Travel Administrators and Travel Coordinators. Travel related to CNM business must comply with New Mexico State Statute and regulations, Governing Board Policy and the processes detailed in this administrative directive.

1. Travel Management

1.1 The travel system at CNM is managed by Travel Administrators and Travel Coordinators.

The Travel Administrators are the Administrative Assistant to the President/Executive Assistant to the Governing Board, the Administrative Coordinator to the Executive Director of Physical Plant Department and the Administrative Coordinator to the Comptroller. These individuals manage the CNM travel system and all communication with the external travel agency.

Each division at CNM designates employees who serve as primary and back-up Travel Coordinators to work with travelers in organizing their travel plans. All Travel Coordinators must attend mandatory training conducted by the Travel Administrators.

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

1.1.2 The Travel Coordinator title does not transfer with the incumbent if they transfer to another department. The Travel Coordinator role remains with the department.

1.2 The travel management system at CNM is designed to provide a process for appropriate approvals, authorizations regarding travel, and compliance with state law.

2. Travel Requests

2.1 Travel Requests are completed by the Travel Administrators or Travel Coordinators in consultation with the traveler.

2.2 Any necessary ADA arrangements for the traveler are indicated on the Travel Request.

2.3 Travel Requests are used for all College-related travel expenses, except mileage, if CNM funds are used. Mileage Voucher forms are used for reimbursement of mileage not associated with other travel expenses.

2.4 Travel Requests must contain all required approval signatures before travel arrangements and conference registrations can be confirmed by the Travel Coordinators.

2.5 Travel Requests must be completed and kept on file for approved conference registration fees, even if the travel expenses related to the conference are not approved.

2.6 Student travelers participating in CNM-sanctioned travel must have an original Travel Request completed by a Travel Coordinator in the appropriate academic area. In addition, an Activity Waiver for each conference participant must be completed for all CNM-sanctioned events.

For information regarding student travel refer to Travel Rules and Regulations for Students available in the Student Activities Office.

2.7 Pre-registration for conferences, or any other requests for pre-payment, must be accompanied by a copy of the approved Travel Request.

2.8 Travel dates that do not correspond to the conference or function schedule, which extend beyond approved CNM business, need to be thoroughly explained on the Travel Request.

3. Travel Arrangements

3.1 Travel Administrators or Travel Coordinators arrange all official travel for persons in their areas. The Travel Request is completed by the Travel Administrators/Coordinators along with any changes to travel plans.

It is in the best interests of the College for travel arrangements and conference registrations to be made as early as possible to take advantage of discounts on airfare, hotel and registration fees. It is recommended that travelers contact their Travel Administrators/ Coordinators three months in advance of registration deadlines for conferences they plan to attend, and a minimum of two weeks prior to any out-of-town travel.

3.2 To ensure that state statute, policy, administrative directive and procedure compliance are maintained, Travel Administrators and Travel Coordinators are the only authorized contacts with the contracted travel agency for CNM-related travel.

3.3 Travel Requests are completed by the Travel Administrators or Travel Coordinators and travel arrangements are completed through the contracted travel agency.

3.4 Travelers wishing to combine personal business with approved College-related travel must pay any difference between the College arranged travel and costs incurred for personal business. The cost reconciliation is based upon the lowest airfare available for the College-related travel obtained through the contracted travel agency. Payment by the traveler for the additional cost, if applicable, is arranged with the Travel Administrator/Coordinator.

3.4.1 Documentation verifying the College-related portion vs. personal business travel costs must be submitted with the Travel Request.

3.5 Per State Statute 13-1-98J, registration fees up to $5,000.00 are paid in advance by the College as arranged by the Travel Administrators and Travel Coordinators, if no other payment option is available.

3.6 Abuse or violation of travel procedures can result in suspension of travel privileges.

3.7 Air Fare

3.7.1 Travel Administrators and Coordinators book flights on the air carrier offering the lowest reasonable fare available at the time travel is booked through the contracted travel agency. Any exception to travel on the lowest reasonable fare must be justified and documented on the Travel Request.

Governing Board Policy Air Fare

6.03 PAYMENT FOR TRAVEL AND TRAVEL-RELATED CONFERENCES

D. Air Fare. Air Transportation shall be reimbursed at the lowest reasonable air fare available at the time tickets are purchased.

3.7.2 All recommended purchases of online airfares must be coordinated by the Travel Administrators/Coordinators through CNMs contracted travel agency.

3.7.3 Travelers wishing to travel with an unauthorized traveler on a two-for-one, or special fare, must pay the difference between the two-for-one, or special fare, based upon the lowest reasonable fare available for the College-related travel through the contracted travel agency.

3.7.3.1 Documentation of the difference in fare if traveling alone versus traveling with an unauthorized traveler must be submitted with the Travel Request.

3.7.4 Airline frequent flyer miles are accrued for the College, not the traveler.

3.7.5 Travelers with a legitimate reason not to travel by air may choose, with approval from the next level of supervision, to travel on other commercial conveyance based upon the lowest reasonable airfare available at the time of booking through the contracted travel agency. If the alternative commercial conveyance costs more than the lowest reasonable airfare, the traveler must pay the difference. If traveling by an alternative conveyance requires additional travel time during the employees workweek, personal or annual leave, or leave without pay must be used for the work time missed.

Arrangements for payment are made with the Travel Administrator or Travel Coordinator. Documentation of the difference in fares must be included in the Travel Voucher for reimbursement reconciliation.

3.8 Meals and Lodging

3.8.1 Meals and lodging must be within maximum rates determined by the CNM Governing Board Policy.

3.8.2 Arrangements for lodging are reserved and paid for by the traveler from personal funds (e.g., credit card), which are reimbursed when reconciled with appropriate documentation.

3.8.3 In some instances, meals are included with conference fees, as noted on the Travel Request.

3.8.4 Every effort should be made to obtain cost-effective accommodations, which do not subject the traveler to unreasonable inconvenience.

3.9 Vehicle Rental

3.9.1 Vehicles must be rented in accordance with Governing Board Policy.

Governing Board Policy-Vehicle Rental

6.03 PAYMENT FOR TRAVEL AND TRAVEL-RELATED CONFERENCES

E. Vehicle Rental. Vehicles may be rented for official College business subject to the following conditions:

1. The need for vehicle rental shall be justified and documented on the travel request.

2. Rental of a vehicle for use within 150 miles of the CNM Main Campus shall normally be prohibited. Exceptions must be justified in writing and approved by the vice president for administration.

3. A rented passenger vehicle should be of the type, size and cost range which represents a reasonable expenditure for CNM without sacrificing safety and reasonable comfort.

a. Normally a vehicle in the mid-sized price range should be used.

b. Written justification must be provided when the size or cost of a rental vehicle exceeds the normal usage provisions.

4. The College has adequate liability, collision and comprehensive insurance coverage for vehicles rented by or on behalf of CNM. Renters shall waive any optional coverage.

3.9.2 The traveler is responsible for paying any moving violation or parking ticket received while on College-related business.

3.9.3 If an employee is involved in an accident in a rented vehicle while on College-related business, they should contact CNMs insurance carrier as soon as reasonably possible. The contact information is provided in the Travel Confirmation Packet.

3.9.4 In the unlikely event that the rental vehicle is stolen, contact CNMs insurance carrier and the Travel Administrator/Coordinator as soon as reasonably possible.

3.9.5 When additional personal days are added onto College-related travel, the traveler cannot continue to use the rental vehicle under the Colleges name. The traveler is responsible for any additional expense incurred and using their own automobile insurance, if applicable.

3.9.6 Travelers are not reimbursed for insurance coverage offered by vehicle rental agencies. Employees are covered by CNM insurance as long as they are on official CNM business. Any rental agency vehicle insurance accepted by the employee is not reimbursable.

3.9.7 Gasoline expenses incurred with car rentals are reimbursable with the submission of original receipts.

3.10 Other Expenses

3.10.1 Receipts or other appropriate documentation, including an itemized statement of expenses, signed and dated by traveler, are required for reimbursement of reasonable expenses regarding ground transportation, tips (other than in conjunction with meals), parking fees and other incidental expenses in excess of $8 per day or $40 per-trip-maximum.

3.10.2 Ground transportation to and from the airport and the conference is reimbursed unless the hotel provides free shuttle service.

3.10.3 Parking expenses for personal cars parked at the airport are reimbursed at the contracted rate. Amounts above that rate are the travelers responsibility.

3.11 Travel Time

3.11.1 Travel time will normally be the minimum number of days necessary to travel via commercial airline to and from the destination and attend the approved function.

Examples:

If a Saturday night stay, or other arrangements, requiring additional time at the travel destination provides a savings on air fare equal to, or greater than, the cost of paying for additional meals, lodging and other expenses, travelers may be authorized additional travel time.

If travel is via a private vehicle, additional time for travel may be authorized if such time does not increase the total trip cost above what would be paid if travel were via a commercial airline. Any additional travel time taken during the employees normally scheduled workweek must be taken as personal or annual leave, or leave without pay.

3.11.2 Pursuant to Fair Labor Standards Act (FLSA), CNM compensates non-exempt employees for the time spent at and, in some instances, traveling to College-approved seminars, meetings or other required events.

4. Payment and Reimbursement

4.1 Arrangements for travel related to CNM business can involve a combination of payment and reimbursement methods. The different options could include: pre- and post-payment, per diem, actual expenses, stipend and travel advance.

Where permitted by state law, payments are made to vendors prior to, or after travel, based upon contracts or advertised rates and does not involve use of personal funds by the traveler. Reimbursements (per diem, actual expenses, stipend and percentage of travel advance) are payments made to the traveler after the travel is completed and receipts/logs are submitted to prove use of personal funds for CNM business travel. There is no reimbursement for meals without an overnight stay, or for alcoholic beverages.

Payment/Reimbursement

 

Meals

Lodging

Airfare

Conference Fees

Vehicle Rental

Parking Fees

Other Expenses

 

Pre-payment (to vendor)

X*

X*

X*

X*

X*

X*

 

Payment

Post-payment (to vendor)

X

X

X

X

 

X

 

Payment

Per Diem

X

X

 

 

 

 

 

Reimbursement

Actual Cost

X

X

X

X

X

X

X

Reimbursement

Stipend (a portion of travel costs)

X

X

X

X

X

X

X

Reimbursement

Travel Advance (80% of travel costs)

X

X

 

X

X

X

X

Reimbursement

* Where permitted by state statute.


4.1.1 Pre-and Post-Payment

Where permitted by state law, payment involves payments made by CNM to travel-related vendors through contracts or advertised rates, which are paid or contracted for travel. CNM funds are used for these payments and the traveler does not need to use personal funds.

4.1.2 Per Diem

Per diem is a method of reimbursement, based on travel that includes an overnight stay (at least a 24-hour period) for meals and lodging according to rates approved by CNM Governing Board. Per diem payments are controlled by Governing Board Policy and cannot exceed the approved amounts. Personal funds are used to purchase meals and lodging but are then reimbursed (at the approved rates in accordance with State Statute 10-8-4) when the appropriate receipts are submitted for reconciliation to the travel coordinators.

4.1.2.1 Receipts are required to substantiate approved per diem rates. If the receipts do not substantiate that the travel expenses are equal to, or greater than, the approved per diem and CONUS amounts, the difference is considered taxable income, per federal tax regulations.

Governing Board Policy Per Diem

A. Methods of Payment

6.03 PAYMENT FOR TRAVEL AND TRAVEL-RELATED CONFERENCES

1. Per Diem.

a. Governing Board members, the public member of the Governing Board Audit Committee, members of the CNM Labor Relations Board and such other members of CNM's advisory boards as may be designated by the President (hereafter referred to as "non-salaried public officers") shall receive either reimbursement pursuant to Section A.2. of this policy or $95 per diem expenses for each board or committee meeting attended or for each day spent in discharge of official duties for travel within New Mexico but away from his/her home.

b. A CNM employee traveling within New Mexico away from his/her home and away from his/her designated post of duty on official CNM business shall receive either reimbursement pursuant to Section A.2. of this Policy or $85 per diem expenses per 24-hour period spent in discharge of official duties. For special in-state municipalities (Cloudcroft, Santa Fe), this amount may be increased to $135 per 24-hour period.

c. Non-salaried public officers and employees shall receive reimbursement pursuant to Section A.2. of this Policy or $115 per diem expense for each 24-hour period out-of-state for travel on official business, or $215 per 24-hour period for out-of-state travel to areas that exceed the $85 maximum lodging amount as listed in the current federal government CONUS list, and to areas outside the continental United States.

d. Reimbursement for meals for a partial day following a twenty-four (24) hour period involving an overnight stay shall be reimbursed as follows:

1. Fewer than six (6) hours beyond the last twenty-four hour period; no reimbursement

2. Six (6) or more but fewer than twelve (12) hours: $10 in-state; $15 out-of-state

3. Twelve (12) or more but fewer than eighteen (18) hours: $20 in-state; $30 out-of-state

4. Eighteen (18) or more but fewer than twenty-four (24) hours: $30 in-state; $45 out-of-state

e. Travelers requesting per diem reimbursement must submit appropriate documentation of expenses.

f. A portion of a traveler's per diem payment will be considered taxable income if (1) the per diem payment exceeds the standard federal rate approved by the Internal Revenue Service and (2) the employee does not provide the College with expense receipts to substantiate that the actual travel expenses matched or exceeded the per diem payment.

4.1.3. Actual Expenses

Actual expenses involve approved and allowed travel costs that are paid for with the travelers personal funds, which are reimbursed when appropriate original receipts are submitted to the Travel Coordinator for reconciliation.

Governing Board Policy-Actual Expenses

6.03 PAYMENT FOR TRAVEL AND TRAVEL-RELATED CONFERENCES

2. Actual Expenses.

a. The President or the President's designee(s) may authorize reimbursement of actual travel expenses for salaried employees, students and non-salaried public officers of the College. Actual expenses for lodging and meals may not exceed the following:

(1). Lodging: may not exceed $250 per day for a single room

(2). Meals: may not exceed $30 in-state; $45 out-of-state per day
Appropriate documentation of each expense must be submitted.

b. Cases in which expenses will exceed per diem are considered "extraordinary circumstances by the Governing Board or its designee(s) and may be reimbursed as actual expenses not to exceed the amounts listed in 2. a. (1) and (2) above.

4.1.3.1 The amounts listed above are the maximum rates allowed. Every effort should be made to obtain reasonable rates that promote cost savings for the College.

4.1.4 Stipend

Stipends are financial arrangements that provide partial subsidy of travel costs for CNM employees and students, which may be reimbursed at a flat rate, a percentage of actual costs or a combination there of that is agreed on in advance on the Travel Request.

4.1.5 Travel Advances

Pre-payment of travel related expenses, not normally pre-paid, are considered in rare hardship cases but cannot exceed 80% of the estimated expenses. In these unusual circumstances, travel advances for hotel accommodations, reimbursable meals, vehicle rental and other expenses may be issued with approval as stated in Governing Board Policy.

Send a memorandum to the President of CNM requesting the travel advance. The memorandum must include the advance amount, the traveler's name and the reason for the advance. Attach a copy of the Travel Request and conference information.

5. Travel Reconciliation

Travel reconciliation involves settling approved expenditures with original receipts of personal funds paid by employees while traveling on CNM business.

5.1 All travelers must keep original receipts for expenses paid on personal credit cards or personal funds. The receipts must be submitted to the Travel Administrator/Coordinator within five (5) working days after completion of travel.

When an original receipt cannot be obtained (for example miscellaneous expenses such as tips given to hotel staff, baggage handlers, etc.), the employee may submit a signed itemized explanation of the expense.

5.2 The Travel Administrator/Coordinator organizes the paperwork (receipts, memos, and other necessary documents) and completes a Travel Voucher of all appropriate reimbursable costs submitted by the traveler.

5.3 Approvals are required to verify the authenticity and accuracy of travel expenses and approval for expenditure of funds.

Approval Signatures on the Travel Request/Voucher

Approval Signatures on the Travel Request/Voucher

Employee/Students

Approved at a minimum by the cost center control agent, dean or supervisor and the appropriate vice president.

Employees who report to PIO, Planning & Budget, or the CNM Foundation

Employees who report to PIO, Planning & Budget, or the CNM Foundation

CNM Foundation-Approved by the Director of Advancement and Executive Director of the CNM Foundation.

Employees who report to the President

Approved by the President.

President

Approved by the Chair of the Governing Board.

Employees who report to the Governing Board

Approved by the Chair of the Governing Board Committee that oversees the routine work of the employee.

5.4 Any cancellations involving travel or registration must be coordinated and reconciled by the Travel Administrators/Coordinators.

5.4.1 If conference attendance and/or travel plans change, or are cancelled, once travel arrangements have been made, the traveler must write a memorandum to the appropriate vice president providing an explanation.

5.4.1.1 Approval signatures are required for cancellation fees, expenses and non-refundable airfares payable by the College.

5.4.1.2 If the vice president has determined that the traveler has cancelled for personal reasons that do not involve a life crisis, the traveler is responsible for loss of funds to the College. Such fees could include any or all of the following:

  • Conference registration fee
  • Travel Agency fee for cancellation
  • Airfare
  • Hotel one night stay or portion thereof

6. Mileage Reimbursement

6.1 Mileage is reimbursed for use of personal vehicles through a predetermined reimbursement rate according to State Statute regulations and Governing Board Policy. The amount reimbursed cannot exceed the lowest reasonable commercial air fare to the same destination.

6.1.1 Employees traveling within the state on College-related business are encouraged to use CNM vehicles. Employees who use CNM vehicles must meet driver eligibility requirements.

6.1.2 Standard mileage reimbursements not associated with other travel expenses are reimbursed on Mileage Vouchers on a quarterly basis or sooner. Employees who use private vehicles for CNM business and request mileage reimbursement must meet mileage reimbursement requirements.

6.2 The source used for mileage calculation for out-of-town travel is indicated on the Travel Request. A Table of Distances provides accurate mileage between cities in New Mexico, and the mileage reimbursement table indicates mileage for campus to campus travel.

 



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