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Travel Authorization Form (BO-0600)
Travel Voucher Form (BO-0500)
Employee In-District Mileage Reimbursement And
Authorization Form & Mileage Log (BO-6200, BO0400)
Standard Mileage Method Form (BO-6800)
Travel Updates and Reminders for Fiscal Year 2009
http://www.southtexascollege.edu/businessoffice/forms/trav_forms.xls
•Complete form when attending a seminar or conference
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Airfare –
Shands Brook Travel
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Registration – attach registration form/confirmation
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Per Diem –
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Lodging –
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Mileage -
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Signatures
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Car Rental –
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Memberships
if meals included in conference agenda reduce from
per diem total
emailed confirmation from hotel is preferred
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100% advanced(Provide copy of vehicle insurance &
Driver License
Employee and Financial manager always (In-State Travel)
Division VP (Out-of-State Travel)
President (Mexico, Canada and U.S Possessions)
International Travel (see Section 1.14 of travel
procedures)
Via a purchasing requisition
Travel Procedure Section 3.07 (Parking)
Travel Procedure Section 3.04 (Coordination of Travel)
– Via a purchasing requisition
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Submit form to Business Office within 15 working days prior
to travel
Business Office will provide copy to Purchasing Department
for airfare P.O.
Registration and lodging checks are mailed according to
specifications – if overnight, provide physical address
Per diem checks are ready three days prior to the trip
Account Codes: (730005 in-state, 730025 out-of-state
travel, 730015 mileage, 712004 registration, 730018 travel
car rental)
City to city mileage website
www.cpa.state.tx.us/comptrol/texastra.html
Per Diem Rates: In-state $30 per day- Breakfast $6, Lunch
$9, Dinner $15
Out of state rates refer to Business Office webpage - travel
section
http://www.southtexascollege.edu/businessoffice/forms/per_diem.xls
For travel expenses incurred in connection with a previously submitted
Travel Authorization Form.
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Submit form to the Business Office within 15 working days after
returning from the trip
Complete form with employees name and address, organization
number, travel dates, destination, and description of the
trip(travel location)
Submit original receipts for authorized expenses: Airfare, car
rental agreement form, car rental invoice, itemized fuel receipts
for car rentals, 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
Meal receipts not required
Signatures: Employee and Financial Manager always required
Vice President (Out of state travel)
President (Mexico, Canada and U.S
Possessions)
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If amount is owed to employee, a check will be issued by the
Business Office and mailed to the employee’s mailing address
If money is owed to STC, deposit funds within 3 working days
at cashiers office and attach receipts to the travel voucher
If travel is cancelled, it is the department’s responsibility to
cancel lodging, registration, airfare and car rental reservations.
Notify business office via email or department memo
If employee returns early from a trip, submit justification for
early departure and adjust any per diem given in advance.
Financial manager should determine if employee should pay
for any fees related to early departure such as (airfare
adjustments, hotel early departure fee, etc.)
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Department completes form with employee’s name and designated
home base, organization number and estimated miles per semester
or fiscal year.
Submit form at the beginning of each semester for faculty, all other
submit at beginning of fiscal year
Form serves as authorization to travel in-district for STC related
activities
For mileage reimbursements - Complete a travel voucher (BO -0500)
and a mileage log (BO-0400)
Mileage log should be attached to travel voucher completed with
travel dates, destination, number of miles and purpose of travel.
Odometer vehicle reading should be used when locations are not
available in the STC mileage chart
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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
Total miles must exceed 10 miles each way for Faculty for
reimbursement to be processed
Exceptions should be approved by the Division Vice President
The Business Office will generate a check one week after
mileage reimbursement is submitted and received. Checks will
be mailed to the employee’s mailing address
Forms need appropriate signatures : Employee, supervisor
and financial manager
Proof of vehicle’s insurance should be submitted or attached
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Form should be completed when employees first or
last destination point is not their homebase. Attach
form to the Employee In-District Travel
Authorization and Reimbursement Form or to the
Travel Voucher
Pecan Campus
STANDARD MILEAGE METHOD
Example
2 Miles
7 Miles
Residence
8 Miles
NAH (Home Base)
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
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MILEAGE RATE $0.55 CENTS PER MILE
(Effective January 1, 2009)
MILEAGE RATE $0.585 CENTS PER MILE
(July 1, 2008 – December 30, 2008)
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CHAPTER 1, SECTION 1.05 CONSERVATION OF COLLEGE FUNDS
All employees must plan their travel to achieve maximum savings and
efficiency. Travel expenses must be the lowest possible considering all
relevant circumstances
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CHAPTER 1, SECTION 1.10
VACATION IN CONJUCTION WITH
BUSINESS TRAVEL
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CHAPTER 3 SECTION 3.01
GENERAL PROVISIONS
STC may reimburse an employee for the mileage incurred during the
employee's use of a personally owned vehicle provided such total
reimbursement does not exceed the equivalent of air coach fare or other
reasonable available transportation
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CHAPTER 3, SECTION 3.10
STANDARD MILEAGE METHOD
Mileage Form BO-6300
The End!