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IS - 2512 Travel (Procedure)

IS - 2512 Travel (Procedure)

Administration

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

Procedure

1. Authorization and Request for Travel

1.1 Authorization of Employee Travel

Traveling Employee

1.1.1 Notify your Travel Administrator or Travel Coordinator of your plans to travel as soon as possible.

It is recommended that travelers contact their 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.

1.2 Authorization of Student Travel

Traveling Student

1.2.1 Complete a Student Travel Information form.

1.2.2 Obtain advisors signature on the form.

1.2.3 Submit the completed and signed form to the Student Activities Director six eight weeks prior to travel date.

Student Activities Director

1.2.4 Review the completed Student Travel Information form. If the documentation and justification for travel conform to Student Activity requirements, sign the form for preliminary approval.

1.2.5 Forward the signed form to the appropriate Travel Coordinator.

1.3 Travel Request

Travel Administrator or Travel Coordinator

1.3.1 Complete a Travel Request in consultation with the traveler.

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

1.3.2 Obtain written approval on the original Travel Request before any costs are incurred or travel arrangements are confirmed.

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 MCO, Planning & Budget, or the CNM Foundation

MCO — Approved by Assistant to the President/Director of Communications

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.


2.  Travel Arrangements

Travel Administrator or Travel Coordinator

2.1 Determine whether the contracted travel agency is to be used to make any or all of the travel arrangements for the traveler.

Travel arrangements cannot be made without an approved Travel Request.

2.1.1 For the arrangements to be made by the contracted travel agency:

2.1.1.1 Fax a copy of the approved Travel Request to the travel agency.

2.1.1.2 Inform the travel agent which portion of the travel arrangements they are to handle.

2.1.2 For the arrangements to be made by the Travel Administrator or Travel Coordinator:

2.1.2.1 Determine the portion of the travel arrangements that require pre-payment and which portion will be reimbursed.

Travel Administrator or Travel Coordinator

2.2 After travel arrangements are confirmed, send the traveler a Travel Confirmation Packet, which includes the following:

  • Memorandum
  • Itinerary
  • Calling card
  • Purchase Request (PR)
  • Automobile Insurance ID Card

3.  Payment

Pre- and post-payments and reimbursements are paid according to contract, advertised price or Governing Board approved rates.

3.1 Pre- and Post-Payment

Travel Administrator or Travel Coordinator

3.1.1 Complete a Purchase Requisition (PR) for the appropriate vendor after the Travel Request is approved.

3.1.2 Submit the PR with the appropriate documentation (e.g., conference brochure, copy of approved Travel Request) to the CNM Business Office.

Business Office Accountants

3.1.3 Complete a pre-audit and forward to the Check Processing Technician.

Business Office Check Processing Technician

3.1.4 Issue a check payable to the conference vendor.

3.1.5 Mail the reimbursement check to the payee.

3.2 Travel Advance Method of Payment

Travel Administrator or Travel Coordinator

3.2.1 If an advance is requested, estimate the costs from the Travel Request.

3.2.2 Calculate eighty percent of the estimate to determine the advance amount. The eighty percent includes includes hotel accommodations, meals and miscellaneous expenses.

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

President

3.2.4 Approve or deny the request for a travel advance.

Travel Administrator or Travel Coordinator

Approved Request

3.2.5 Prepare a Purchase Requisition (PR) stating the travel advance amount and name of payee.

3.2.6 Submit the PR, along with a copy of the signed memorandum, Travel Request and conference information, to the Control Agent for their signature.

3.2.7 Forward signed PR to the Business Office.

Business Office Check Processing Technician

3.2.8 Issue a check.  Call traveler to notify the check is ready for pick-up.

Denied Request

Travel Administrator or Travel Coordinator

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

3.2.10 File the Travel Request with a notation indicating the reason for the denial.

4.  Travel Reimbursement and Reconciliation

Based on the method of payment identified on the Travel Request, the Travel Administrator/Coordinator reconciles the travelers expense receipts to determine if the traveler is entitled to a reimbursement, or, owes money to the College.

Traveler

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

4.1.1 When an original 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 Administrator or Travel Coordinator

4.2 Determine the method of reconciliation — per diemactual expensesstipend, or travel advance.

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

Per Diem

Travel Administrator or Travel Coordinator

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

4.5 Calculate the reimbursement amount.

4.6 Determine whether the traveler has incurred taxable income by completing the Travel Per Diem Taxable Earnings Calculation Worksheet. Check the Federal Government CONUS list  for the allowed lodging amount. Add the travelers lodging and meal receipts. Compare the receipts to the per diem owed to the traveler and the CONUS amount. Any amount above the receipts and the CONUS amount is taxable earnings.

Example:  The per diem payment is $85, the CONUS amount is $65 and the travelers receipts equal $75. In this instance, $10 would be considered taxable earnings.

4.7 Obtain the travelers signature on the worksheet.

4.8 Obtain approval signatures on the Travel Voucher.

4.9 Submit approved travel voucher and if necessary, the Travel Per Diem Taxable Earnings Calculation Worksheet, to the Business Office for Pre-audit and Accounts Payable processing.

Business Office Personnel

4.10 Review the voucher and receipts for completeness, accuracy and compliance.

If a Travel Per Diem Taxable Earnings Calculation Worksheet is attached to the voucher, forward the original worksheet to the Payroll Manager, keeping a copy for the Travel Voucher file.

4.11 If the Travel Voucher is approved, and a reimbursement is due the traveler, forward to a check processing technician to issue a check.

4.12 If there are discrepancies on the Travel Voucher, write a memorandum to the Travel Administrator or Travel Coordinator stating the discrepancies.

Reimbursement will be placed on hold until corrections are made by the Travel Coordinator or Travel Administrator.

Travel Administrator or Travel Coordinator

4.13 Correct the discrepancies discovered in the pre-audit and re-submit to the Business Office.

Business Office Check Processing Technician

4.14 Issue a check. Send check, Travel Voucher and supporting documentation to post-audit.

Business Office Post Audit

4.15 Review voucher and receipts for completeness, accuracy and compliance. Approve issuance of the reimbursement check.

Send approval and Travel Voucher to the Check Processing Technician.

Business Office Check Processing Technician

4.16 Send the reimbursement check to the traveler via inter-office mail, unless otherwise requested.

4.17 File the Travel Voucher and all support documentation in the Business Office.

Actual Expense, Stipend and/or Travel Advance

Travel Administrator or Travel Coordinator

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

4.19 Determine which portion of the travel expenses are the travelers responsibility versus reimbursable by CNM.

4.20 Obtain approval signatures on the Travel Voucher.

4.21 Submit approved Travel Voucher to the Business Office for Pre-audit and Accounts Payable processing.

Business Office Personnel

4.22 Review the voucher and receipts for completeness, accuracy and compliance.

4.23 Deduct any balance owed by the traveler from their Travel Voucher, or attach the travelers personal check to the voucher for the remaining balance due.

4.24 If approved, and a reimbursement is due the traveler, forward to a Check Processing Technician to issue a check.

4.25 If there are discrepancies on the Travel Voucher, write a memorandum to the Travel Coordinator or Travel Administrator stating the discrepancies.

Reimbursement will be placed on hold until corrections are made by the Travel Coordinator or Travel Administrator.

Travel Administrator or Travel Coordinator

4.26 Correct the discrepancies discovered in the pre-audit and resubmit to the Business Office.

Business Office Check Processing Technician

4.27 Issue a check. Send check, Travel Voucher and supporting documentation to post-audit.

Business Office Post Audit

4.28 Review voucher and receipts for completeness, accuracy and compliance. Approve issuance of the reimbursement check.

Send approval and Travel Voucher to the Check Processing Technician.

Business Office Check Processing Technician

4.29 Send reimbursement check to the traveler via inter-office mail, unless otherwise requested.

4.30 File the Travel Voucher and all supporting documentation in the Business Office.

Payroll

4.31 If applicable, using the Travel Per Diem Taxable Earnings Calculation Worksheet information, the Payroll Manager adds the taxable income amount to the travelers federal and state tax applicable gross wages in the next available pay period.

4.32 File the original Travel Per Diem Taxable Earnings Calculation Worksheet in the travelers payroll file.

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.

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.

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

5.2 Complete the Mileage Voucher no later than 14 days after the end of  the quarter.

5.3 Submit the completed Mileage Voucher to the Travel Coordinator.

Travel Administrator or Travel Coordinator

5.4 Review the Mileage Voucher for completeness and accuracy.

5.5 Calculate mileage reimbursement using the Table of DistancesCampus-to-Campus Table, or the internet, if necessary.

5.6 Obtain approval signatures on the Mileage Voucher.

5.7 Submit the approved Mileage Voucher to the Business Office for Pre-audit and Accounts Payable processing.

Business Office Personnel

5.8 Review the Mileage Voucher for completeness, accuracy and compliance.

5.9 If approved, forward to a Check Processing Technician to issue a check.

5.10 If there are discrepancies on the Mileage Voucher, write a memorandum to the Travel Coordinator or Travel Administrator stating the discrepancies.

Reimbursement will be placed on hold until corrections are made by the Travel Coordinator or Travel Administrator.

Travel Administrator or Travel Coordinator

5.11 Correct the discrepancies discovered in the pre-audit and resubmit to the Business Office.

Business Office Check Processing Technician

5.12 Issue a check. Send check, Mileage Voucher and any supporting documentation to post-audit.

Business Office Post Audit

5.13 Review Mileage Voucher for completeness, accuracy and compliance. Approve issuance of the reimbursement check.

Send approval and Mileage Voucher to the Check Processing Technician.

Business Office Check Processing Technician

5.14 Send reimbursement check to the traveler via inter-office mail, unless otherwise requested.

5.15 File the Mileage Voucher and any supporting documentation in the Business Office.

6. Travel Coordinator Changes

6.1 Addition of a Travel Coordinator

Department Manager

6.1.1 Send an e-mail or memorandum to the Vice President for Administrative Services to request the addition of another Travel Coordinator. The memorandum or e-mail must provide a justification for the addition.

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

Vice President for Administrative Services

6.1.2 Approve or disapprove the request based on the justification provided.

6.2 Transfer of a Travel Coordinator

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.

Department Manager

6.2.1 Designate a replacement for the vacating Travel Coordinator.

6.2.2 Send and e-mail or memorandum to a Travel Administrator notifying them of the transfer.

Travel Administrator

6.2.3 Notify the new Travel Coordinator of the next Travel Coordinator orientation.

New Travel Coordinator

6.2.4 Attend the scheduled Travel Coordinator orientation.




Forms

Activity Waiver
Mileage Voucher
Per Diem Taxable Earnings Calculation Worksheet
Student Travel Information
Travel Request
Travel Voucher

Support Materials

Mileage Reimbursement Memo
Table of Distances Cities in New Mexico
Table of Distances from Campus to Campus

Reference Materials

Governing Board Handbook 8.01, Fiscal Management
Employee Handbook 6.03, Payment for Travel and Travel-Related Conferences