Travel
Procedures
Maricarmen Ramirez,
Accountant
Travel Forms
Travel Guidelines – Business Office Website
Travel Authorization Form (BO-0600)
Travel Voucher Form (BO-0500)
Employee Mileage Reimbursement
Authorization (BO- 6200)
Mileage Log (BO-6200, BO-0400)
Standard Mileage Method Form (BO-6800)
Direct Deposit Authorization Form (BO-5200)
Employee Direct Deposit
(Electronic Funds Transfer – EFT)
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Part of the Business Office Go green initiative and
our commitment to pay vendors/employees
promptly
Used for employee travel per diem payments,
tuition and mileage reimbursements
EFT payment allows funds to be transferred directly
to the employee’s financial institution without the
need to cash or deposit a printed check.
No worries about check being lost in mail
Direct Deposit Authorization Form #BO-5200
http://finance.southtexascollege.edu/businessoffice
/ap.html
Travel Authorization Form
Fill in Employee, A#, destination, itinerary information, Orgn Code, etc.
Always answer ALL three justification questions in order avoid delay in processing.
Airfare – Shands Brook Travel, attach copy of flight itinerary
Registration – attach registration form/confirmation
Per Diem – if meals are provided by the conference and/or by the hotel reduce them from per
diem total, please attach an agenda.
Lodging – emailed confirmation from hotel is preferred (Exclude state taxes if In-State travel)
Mileage - 100% advanced (attach copy of airfare quote) – Disbursement will be lesser of calculated
mileage or airfare quote. Attach a copy of driver’s license and vehicle insurance.
If trip is NOT listed in itemized budget, please attach a memo with justification, signed by VP.
Signatures –
Employee and Financial Manager always
Division VP Out-of-State Travel
President (Mexico, Canada and U.S Possessions)
International Travel see section 1.14 of travel procedures
Car Rental – requires a purchase requisition
Travel Procedure Section 3.07 (Parking)
Travel Procedure Section 3.04 (Coordination of Travel)
Memberships – require a purchase requisition and STC Institutional Membership form.
Travel Authorization Form Continued
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Submit forms to Business Office within 15 working days prior to travel. Keep in mind the
registration due date when submitting travel.
The Business Office will provide a copy of authorization form to the Purchasing Department
for processing of airfare P.O.
Checks for registration and lodging are mailed according to specifications stated on travel
authorization form – if overnight, provide physical address and a phone number.
Per diem checks are ready three days prior to the trip, ONLY if paperwork submitted 15
working days prior to travel.
Account Codes: (730005 in-state, 730025 out-of-state travel, 730015 mileage, 712004
registration, 730018 travel car rental)
Very important to always verify funds are available to avoid any delays.
Cancellations:
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Email required by FM approving cancellation. (Include name, A#, destination, and what is
requesting to be cancelled: perdiem, registration, hotel.
It is department’s responsibility to cancel lodging, airfare and car rental reservations.
If payments were sent out, contact vendors to see about refunds.
If airfare was paid, employee MUST contact Shands and cancel. Airfare credit must be used
within a calendar year.
Employee must deposit any unused travel monies at the Cashier’s office within 3 working days
of cancellation, and submit any vendor checks that were picked up to the Business Office
If Employee returns early from trip, submit justification for early departure and adjust any per
diem given in advance. The Financial Manager should determine if the employee should
reimburse the College for an fees related to early departure such as airfare adjustments, hotel
early departure fee, etc.
Travel Authorization Form Continued
Employees choosing to drive (not fly) to trip
destination should use a mileage website such as
www.mapquest.com to compute the mileage between
address destinations. Please provide airfare quote for
comparison.
Mileage Rate: $0.555 cents per mile (effective
September 1 2012). (Reviewed every fiscal year)
Per Diem Rate: In-state $30 per day- Breakfast $6,
Lunch $9, Dinner $15
Out of state rates: Please refer to Business Office
webpage travel section
Travel Authorization Scenario
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John Doe (A00999999)
An Accountant in the Business Office at the Pecan Campus
He will be leaving to Houston airport at 8am on 6/1/13.
He will return McAllen on 6/14/13 at 6:05pm.
The trip will be paid out of Business Office Organization code 555555.
Attending TACCBO Conference Held 8am 6/2/13-4pm 6/7/13 in
Galveston, TX
He chose to take vacation starting immediately after the conference and
spend the time there with family.
He provided a Shands flight quote of $444.80
He submitted an EAN Enterprise car rental requisition # R005555 in the
amount of 119.66.
The fee to register for the event is $150.00 due by 5/20/13. (it needs to be
overnighted to TACCBO, 222 Street Ave, Galveston, TX 72469 Ph# (555)
555-5555)
Lodging was booked at 119/night with a 9% city tax. Booked for 6/16/7-Total $778.26
Lunch will be provided on each day of the conference and the hotel
provides breakfast.
Mr. Doe’s trip was not itemized in the budget because it was unexpected.
Travel Voucher
 Complete form with employee’s name, address and “A” number,
organization number, travel dates and destination and description of the
trip
Submit original receipts for authorized expenses: Airfare boarding/
receipts, car rental, itemized hotel, taxi, tolls and regular parking (submit
justification if submitting valet parking receipts).
If no original receipts are available please submit copies approved by
Financial Manager
If employee misplaced receipts please submit a bank statement (if
needed) and memo with justification approved by Division Vice President.
Meals receipts not required to be submitted.
 Signatures: Employee, Supervisor and Financial Manager always required,
Division Vice President (Out of state travel)
President (Mexico, Canada and US Possessions)
Travel Voucher Continued
 If money is owed to STC, deposit funds within 3 working days at
Cashier’s Office and attach cashier receipt(s) to the travel voucher.
 Submit travel voucher form along with all receipts to the Business
Office within 15 business days after returning from the trip.
 If employee returns early from trip, submit justification for early
departure and adjust any per diem given in advance. The Financial
Manager should determine if the employee should pay for any fees
related to early departure such as, airfare adjustments, hotel early
departure fee, etc.
If a reimbursement is owed to the employee, a check will be issued by
the Business Office and mailed to the employee’s mailing address or
direct deposited to the employee’s bank account on file (direct deposit
authorization form must be on file with the Accounts Payable
Department).
Employee Mileage Reimbursement
Authorization
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The Mileage Reimbursement Authorization Form
must be completed with the employee’s name, “A”
number and designated home base, organization
number and estimated miles per semester or fiscal
year.
Staff - complete and submit form PRIOR to
traveling at the beginning of every fiscal year
Faculty – complete and submit form within 15
business days of the beginning of classes
Form serves as authorization to travel in-district
for STC related activities
Employee Mileage Reimbursement
Authorization Continued
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Complete a travel voucher and a mileage log
every time the employee requests mileage
reimbursement
The mileage log should be attached to travel
voucher and completed with travel dates,
destination, number of miles and the purpose of
travel.
Odometer vehicle readings should be used when
locations are not available in the STC mileage
chart. If odometer readings are not provided,
please attach a copy of the MapQuest readings.
Employee Mileage Reimbursement
Authorization Continued
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Total miles traveled must exceed 10 miles a day for classified,
professional support and administrative staff for reimbursement to be
processed.
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Total miles must exceed 10 miles each way for Faculty for
reimbursement to be processed.
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Exceptions must be approved by the Division Vice President.
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Mileage reimbursement checks will be mailed to the employee’s
mailing address or will be direct deposited to the bank account on file
with the Accounts Payable Department.
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Forms need appropriate signatures: Employee, supervisor and
Financial Manager
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Copy of current Texas driver’s license and proof of vehicle insurance
(with employee name listed on card) should be submitted or attached
Standard Mileage Method Form
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The Standard Mileage Method Form should be
completed when the employee’s first or last
destination point is not their homebase. The
completed form should be attached to the
Employee Mileage Reimbursement Authorization
Form or to the Travel Voucher with attached map
readings to determine the correct mileage.
Standard Mileage Method Example
Pecan Campus
2 Miles
7 Miles
Travel Commute
Residence
NAH (Home Base)
8 Miles
Example: Employee normal commute (residence to home base) is 16 miles round
trip and home base is NAH campus.
Employee travels from home to the NAH Campus, home base (8 miles), then travels
to Pecan Campus (7 miles), then to residence (2 miles)
Total Mileage Reimbursement:
1 miles
Total daily mileage traveled:
17 miles
Normal Commute (round trip)
16 miles
Miles reimbursed:
01 miles
1.14 International Travel (Excluding Canada,
Mexico and U.S. Possessions Travel)
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The employee traveling abroad should prepare a
justification form (BO-1100) and travel
authorization form (BO-0600) approved by the
immediate supervisor, Dean/Director, and
appropriate Vice President. Unless the President of
the College is traveling and approves all
documentation. The justification form and travel
authorization from should then be forwarded to the
travel committee at the Business Office for review
and recommendation. The travel committee will
review and evaluate standard criteria of the travel,
if approved, the committee will then forward to the
President of STC for final approval. Travel should
be planned accordingly since the committee will
meet when necessary in the corresponding fiscal
year.
1.14 International Travel (Excluding Canada,
Mexico and U.S. Possessions Travel) Continued
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All STC travel, including international travel, should
be funded at 100%. If a department does not have
sufficient budget, the department may also contact
the Professional Development Committee. The
travel authorization form must be prepared in U.S.
dollar amounts. Passports, immunizations and other
costs associated with the international travel must
be paid personally by the employee. Conference
information and training should be provided to the
department by the employee upon their return.
End of fiscal year travel deadlines
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All reimbursement requests for travel that
occurred before August 31st must be submitted
to the Business Office by September 9th.
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This includes travel voucher reimbursements
for mileage, travel, incidentals, registrations,
etc.
Travel and Expense On-line
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April 2013 and May 2013 – Business Office and
Purchasing Department Testing scheduled to be
completed
June and July 2013 – Business Office will hold
travel and expense training sessions
August 2013 – On Line Travel and Expense
implementation. Departments that have completed
the training will use the T&E system to process all
travel transactions
September 2013 – Every department will use the
T&E system to process travel transactions. The
Business Office will not accept manual travel
authorizations and vouchers
Student Travel
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Student Travel Authorization
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There must be budget available in the fund/org submitted on form
Student Travel Authorization form for Student Organizations (BO5500) must be filled out for all student travel
This includes Travel that is sponsored by outside companies (STC
will not pay anything)
Must have approval signature of Director of Student Life
Must be submitted to the Business Office with all forms at least 15
business days prior to travel (keeping registration dates in mind)
Must have the name of a responsible STC employee
Employees traveling with Students must also submit an Employee
Travel Authorization form
If planning to process lodging, registration or Transportation
through an online requisition, provide the requisition numbers
Thank you