Travel Reimbursement Procedure | SCC

About

Travel Reimbursement Procedure

Division: Business Services/Business Office
SCC Policy Number: SPR5.8.1-P
OPR: Manager of Business Operations
Issued: 6/2/2018
Revised: 5/27/2022
Approved SCC President/CEO: 6/24/2022
Reference KCTCS Policy: 5.8.1-P Employee Travel Expense and Reimbursement

Overview

All reimbursements must be submitted within 30 days of travel. No travel arrangements should be made until all approvals are secured.

  1. All travel expenses should be handled as economically as feasible.
  2. All travel reimbursement records and receipts to support the reimbursement claim must be provided and attached electronically in PDF format.
  3. The president may disallow or reduce the amount of a claim that violates the procedures or may require additional written justification for amounts claimed by an employee.
  4. If an employee's point of origin for travel is the employee's residence, mileage shall be paid for the shorter of mileage between the residence and travel destination or work station and travel destination.

Process

A Travel Expense Report is submitted electronically by logging into PeopleSoft Financials, where the employee will go to the Main Menu, click on Expenses, and click on Create Expense Report. A line is required for each expense requested, such as, mileage, tolls, meals, etc. Employees are reimbursed a per diem amount for meals that were not provided or included in conference registrations and that occurred while on official overnight business travel. Lodging reimbursement can be on one line for the total period/amount of the hotel charge. Parking can be included and paid with the lodging if the hotel offered paid parking only. Parking should be listed as a separate reimbursement line by day. Supporting documentation includes the hotel bill, parking receipts, conference/meeting agenda, and Out of State Authorization form (if applicable). Documents should be attached to the expense report as one PDF file. The approved electronic Out of State Authorization should be linked to the Expense Report in PeopleSoft.

The Expense report is submitted to the Supervisor for approval, sent to the College Reimbursement Auditor for auditing before being sent to the Systems Office Reimbursement auditor for the final review and approval for reimbursement.

Reviewed: 5/5/2022, 4/27/2023: Format changes, 5/2/2024: Non-substantive change