Travel Supplement Pay Policy

Division: Business Office
SCC Policy Number: SP2.25
OPR: Vice President of Administration
Issued: 7/1/2018
Revised: 
Approved SCC President/CEO: 1/25/2019
Reference KCTCS Policy: 5.8.1-P Employee Travel Expense and Reimbursement

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Policy

Travel reimbursements for regular commuting to College campuses and centers is not paid unless the travel is of an infrequent occasion (i.e. special meetings, etc.) and not part of an employee’s regular job assignment. Covering the cost of regular travel, considered to be part of the employee’s current job duties, is not permissible. This includes both the use of college vehicles or via mileage reimbursement. If an employee uses a college vehicle or receives mileage reimbursement for commuting purposes, the employee’s taxable wages will be adjusted and the employee will bear the tax burden for the mileage payment and/or the fair market value of vehicle use per IRS guidelines.

In order to address hard-to-fill assignments, Somerset Community College will pay a travel overload for traveling to locations that are not normally part of the faculty or staff member’s duties. The additional compensation should be based on hardship or difficulty in filling the position.

Deans, Department Chairs, and other Supervisors will determine classes and assignments that meet the requirements. Some questions to ask to determine if travel is eligible for travel supplement include:

• Is the travel necessary, and is the assignment difficult to fill?
• Was travel part of the position when hired?
• Has the faculty or staff member’s compensation been adjusted during employment to account for travel?
• Is the faculty or staff member’s residence as close to or closer to the secondary work location?
• Does the faculty or staff member spend the majority of their time at another location? If the faculty member is traveling more than two days per week to any particular location, this would be considered their main work location.

Deans or Department Chairs will review necessary travel and determine if a faculty or staff member is eligible to receive a pay supplement. When required, travel supplements will be based on a flat amount taking into consideration the distance from the campus or center where the employee is normally assigned to work and number of days per week required, with a maximum of two days per week allowed. The travel supplement pay schedule is as follows:

Travel Supplement Pay Schedule

Division Administrative Assistant or other Division staff delegated by the Department Chair or Supervisor will complete the supplemental pay (HR97) form and acquire the necessary signatures. The completed form will be turned in the HR/Payroll for processing.

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Reviewed: 5/2/2022, 5/12/2023: Non-substantive changes