Travel Forms and Resources for Employees

These are forms and instructions that work with the travel policy. Please see the latest policy for current information. 

Please note: This web page is a resource for faculty, staff and administration. The policy referenced here is not for students.

Instructions for domestic and international travel

Submitting an Expense Report

Travelers submit a completed expense report and a requisition signed by the traveler’s supervisor and the traveler either before or within 10 business days after returning from travel. Travelers note expenses paid with a P-card and any cash advances and return excess cash advance monies. Travelers provide the following applicable documents:

  • Conference schedule of events
  • Original itinerary and method of payment for airfare
  • Original rental agreement showing proof of payment for vehicle rental
  • Original ground transportation receipt showing proof of payment
  • Original lodging bill or receipt showing proof of payment
  • Receipt from conference sponsor or copy of registration form and proof of payment
  • Mileage calculation using Google Maps
  • Itemized receipts for allowable expenses. M&IE receipts are not required for travel within the United States
International Travel
  • The college will reimburse travelers up to the international per diem rates. Go to the U.S. Department of State website at https://www.state.gov/ for per diem rates for international travel.
  • Itemized receipts for allowable expenses. M&IE receipts are not required for travel outside of the United States. The college will reimburse travelers for international expenses using a back dated currency conversion calculation that coincides with the date the expense was incurred (www.oanda.com/currency/converter/).
  • Conference schedule of events
  • Original itinerary and method of payment for airfare
  • Original rental agreement showing proof of payment for vehicle rental
  • Original ground transportation receipt showing proof of payment
  • Original lodging bill or receipt showing proof of payment
  • Receipt from conference sponsor or copy of registration form and proof of payment

Resources

Travel policy (link to online policy manual)

How to find  your per diem rate (PDF)

Direct link to GSA’s per diem calculator: http://www.gsa.gov/portal/category/26429

Expense form TEMPLATE (Excel spreadsheet – updated 7/1/2019)

Expense form EXAMPLE (Excel spreadsheet – updated 7/1/2019)

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