REDWOODS COMMUNITY COLLEGE DISTRICT
Administrative Procedure
SUMMARY OF RULES APPLICABLE TO ALL TRAVEL:
AP 7400
1.
ALL TRAVEL MUST BE APPROVED IN ADVANCE AS FURTHER DESCRIBED
BELOW.
2.
3.
ONLY EXPENDITURES REQUIRED FOR COLLEGE BUSINESS WILL BE
REIMBURSED.
4.
ONLY USUAL, CUSTOMARY, AND REASONABLE COSTS OF NECESSARY
EXPENDITURES WILL BE REIMBURSED.
5.
THE REIMBURSEMENT RATE FOR ALL TRAVEL IS BASED ON THE LEAST COST
OR MOST ECONOMICAL MODE OF TRAVEL, REGARDLESS OF HOW THE
EMPLOYEE ACTUALLY CHOOSES TO TRAVEL.
6.
ANY CASE OF SUSPECTED ABUSE OR MISUSE OF DISTRICT TRAVEL EXPENSE
ACCOUNTS MUST BE REPORTED TO THE CHIEF BUSINESS OFFICER.
7.
THE PRESIDENT/SUPERINTENDENT MAY TEMPORARILY SUSPEND TRAVEL
AUTHORIZATIONS AT ANY TIME PURSUANT TO ACCREDITATION STANDARD
IIID AND ELIGIBILITY REQUIREMENT 17 – FINANCIAL RESOURCES.
Travel Rules:
1.
Travel must be authorized in advance by completing the Travel and Advance Request Form to attend a conference, workshop, or meeting, or to perform other necessary services for the
District at the District’s expense.
2.
All out-of-country travel must be preapproved by action of the Board of Trustees. All out-of-state travel must be preapproved in writing by the President. Where in-state travel is planned in advance, such travel must be preapproved in writing with the required signatures. Where in-state travel occurs on an emergency or urgent basis, such travel must be preapproved by the immediate supervisor or another manager with appropriate signing authority in writing or in an email prior to the start of travel. In the rare emergency circumstance that travel must occur without preapproval, approval must be obtained as soon as practical during the trip which shall include emailing the immediate supervisor. In all cases a Travel and Advance Request Form must be completed and submitted to the Business Office.
3.
Pre-Trip Authorization : All travel must be authorized in writing and in advance according to the deadlines in this Administrative Procedure and prior to financially committing to any travel expense.
3.1.
The appropriate levels of authority must sign and date the Travel and Advance
Request form indicating approval and certifying budget availability in accordance with
Board Policies and Administrative Procedures;
3.2.
All additional requirements of Board Policies and Administrative Procedures must be met. All requests for preauthorization to travel must be documented by completing a

Travel and AdvanceRequest Form available on the Business Office website and obtaining authorization according to these deadlines:
3.2.1.
For travel in California: Approval is required at least twenty-one (21) days in advance by the employee's supervisor and appropriate senior administrator prior to financially committing to any travel expense.
3.2.2.
For US travel outside the State of California: Approval is required at least twenty-one (21) days in advance by the President/Superintendent in addition to the employee's supervisor and appropriate senior administrator prior to financially committing to any travel expense.
3.2.3.
For travel outside the United States: Approval is required at least thirty (30) days in advance by the Board of Trustees in addition to the
President/Superintendent, the employee's supervisor, and appropriate senior administrator prior to financially committing to any travel expense. Note that the Board typically only meets monthly, so Board meeting notice requirements must be met as well.
3.3.
Travel requests must be submitted with conference schedules, itineraries, and/or meeting schedules, as required. Hotel room rates, air travel fares, conference fees and all other charges known in advance must be noted on the Travel and Advance Request form in the Estimated Total Cost of Trip section.
4.
5.
The District will reimburse the usual, customary and reasonable costs of necessary expenses for District business.
5.1.
Expenses not required for District business and expenses in excess of the least cost or most economical option shall not be claimed for reimbursement and will not be reimbursed.
5.2.
Standard rates are noted below for certain categories below.
6.
Lodging : Itemized receipts required.
6.1.
Employees shall request a discounted room rate (government rate, state rate, etc.), if available.
6.2.
Rooms will be reimbursed at the single occupancy rate if one employee is in the room or the double occupancy rate will be split between each employee’s Travel Expense
Reimbursement when shared with another District employee.
6.3.
Lodging will only be reimbursed if travel is more than 50 miles from the employee’s home.
6.4.
On check-in the employee shall present a completed Hotel/Motel Transient Occupancy
Tax Waiver (waiver) form. Waiver forms are available on the Business Office website and the California Department of General Services website. Acceptance of the waiver form by the hotel/motel is strictly voluntary, and employees may lodge at a hotel/motel that does not accept the waiver form.
6.5.
Non-commercial lodging shall be reimbursed at $15.00 per night.

6.6.
The room cost whenever possible, this fee should be paid for with a District card instead of a check.
7.
Meals : No receipts required as standard reimbursement rates always apply.
7.1.
Meal allowances are provided up to 80% of the Federal Standard Per Diem Rate. For
2016, the Federal Standard rate is $51.00. CR’s $41.00 per day reflects a rate of 9.00 for breakfast, $11.00 for lunch, and $21.00 for dinner.
7.2.
No reimbursement will be provided for any meal that was included in a conference, workshop, or meeting fee, or provided by the hotel/motel, including continental breakfast.
7.3.
Meal allowances on the initial day of travel are payable if it was necessary to leave the work site, or residence on or before the following times 7:00 a.m. for breakfast, 11:00 a.m. for lunch, and 5:00 p.m. for dinner.
7.4.
Meal allowances on the day of return are payable if the return to the work site or residence, exclusive of eating time, was on or after the following times 9:00 a.m. for breakfast, 1:00 p.m. for lunch, and 7:00 p.m. for dinner.
8.
Incidentals : Itemized receipts required for amounts in excess of $5.00 total per day, otherwise no receipts required.
8.1.
Miscellaneous expenses include such items as telephone, postage, reproduction costs, facsimile charges, minor supplies, reasonable amount for tips, and internet access.
8.2.
Laundry expenses may be allowable when an employee's absence from regular service extends beyond five nights.
8.3.
One "safe on arrival" phone call is also allowed, one departure call is allowed, and one call for any change of plans is allowed.
9.
Air Travel : Itemized receipts required.
9.1.
Tickets for air coach and checked baggage shall be purchased at the most economical rate available. A reminder that the State’s rental car agreement allows for one-way rentals with no drop-off fee, so an option may be a rental car to Redding, Sacramento, or San Francisco coupled with air travel to the final destination.
9.2.
Unused, non-refundable tickets must be reported on the Travel
Advance/Reimbursement form with documentation attached. Whenever possible, this fee should be paid for with a District card instead of a check.
10.
All drivers of rental vehicles and private vehicles – State and Federal requirements:
10.1.
All District vehicles and drivers must comply with the California Vehicle Code and
Title 13 (Motor Carrier Safety).
10.2.
All drivers of District-owned or leased vehicles, both on and off campus must have a current license appropriate for the vehicle to be driven.
10.3.
Any vehicle that carries more than ten (10) persons including the driver is defined in the Vehicle Code as a bus. (Ca.V.C. Section 233). All operators of buses must have a current Class B license and a current medical certificate (Ca, V.C.12505) on file with

the District. Personal vehicles shall not be used to transport more than 10 persons including the driver for District business.
10.4.
The District shall not operate or lease a 15-passenger van unless the driver holds both a valid class B driver's license, and an endorsement for operating a passenger transportation vehicle issued by the Department of Motor Vehicles. (Public Contract
Code § 10326.1) A "15-passenger van" is any van manufactured to accommodate 15 passengers, including the driver, regardless of whether that van has been altered to accommodate fewer than 15 passengers.
10.5.
The District will comply with the United States Department of Transportation regulations implementing the Federal Omnibus Transportation Employee Testing Act of 1991. Specifically, the District must comply with the regulations of the Federal
Highway Administration (FHWA) and, if applicable, the Federal Transit
Administration (FTA). (Ca.V.C. 34520). All individuals who operate the following motor vehicles owned or leased by the District shall participate in a District approved drug testing program:
10.5.1.
A vehicle with a gross combination weight of at least 26,001 pounds inclusive of a towed unit with a gross vehicle weight rating of more than 10,000 pounds;
10.5.2.
A vehicle with a gross vehicle weight of at least 26,001 pounds;
10.5.3.
A vehicle designed to transport 16 or more passengers, including the driver; or
10.5.4.
A vehicle used to transport those hazardous materials found in the
Hazardous Materials Transportation Act.
10.6.
The District shall comply with and use as the primary reference the United States
Department of Transportation Title 49, Code of Federal Regulation, part 395, which regulates driver’s Hours of Service or (HOS). (Vehicle Code; 233, 34501):
Passenger-Carrying Drivers
10-Hour Driving Limit: May drive a maximum of 10 hours after 8 consecutive hours off duty.
15-Hour On-Duty Limit: May not drive after having been on duty for 15 hours, following 8 consecutive hours off duty. Off-duty time is not included in the 15-hour period.
60/70-Hour On-Duty Limit: May not drive after 60/70 hours on duty in 7/8 consecutive days.
10.7.
A Trip Slip will be kept with the vehicle/driver during the trip. The driver is responsible for entering beginning and ending mileages, class or purpose of trip, budget numbers, and notations of any problems with the vehicle.
10.8.
Prior to commencing travel, all of the following must be met:
10.8.1.
An Automobile Use Permission form must be completed and approved by the appropriate supervising administrator.
10.8.2.
A copy of current driver’s license must be on file with the District. For use of private vehicle, current in-force insurance information must be on file.

10.8.3.
10.8.4.
District approved driver safety training must be completed within the past
48 months.
10.8.5.
For all drivers of any bus and all others required to be enrolled in the
DMV pull program: A signed Authorization of Driver Record Information must be on file (This allows us to enroll them in the DMV Pull program). (Ca.V.C
1808.1).
10.8.6.
All vehicles with equipment for transporting the disabled must comply with all applicable laws and regulations regarding such vehicles.
11.
Rental Vehicle and Fuel : Itemized receipts required.
11.1.
Rental vehicles shall be mid-sized cars or smaller, unless the number of passengers or cargo dictates a larger sized vehicle.
11.2.
Vehicles shall be rented from the District’s approved vendor, and another vendor may only be used if the approved vendor is unable to provide the necessary transportation or does not serve the area.
11.3.
For rental cars under the State contract, a District card or direct bill account must be used. Fuel should be purchased using a District Fuel card whenever possible.
11.4.
A Trip Slip and District Fuel Card must be obtained from Maintenance and completed per 10.7 of this AP before taking possession of the vehicle. These items must be returned to Maintenance upon completion of travel along with the rental car contract.
12.
Taxi, Tolls, Shuttle, Parking : Itemized receipts required for amounts in excess of $15.00 per day, otherwise no receipts required.
12.1.
Includes taxi fares, bridge tolls, parking fees, parking meter fees, airport shuttle, hotelbus fares, streetcar, local rapid transit and transportation such as bus fare, ferry, or commuter train. Parking valet charges will only be reimbursed when reasonable and appropriate, for example when the hotel does not offer self-parking.
13.
Private Vehicle Use : Standard mileage reimbursement may be used, otherwise itemized receipts are required. Effective January 1, 2015, the US General Services Administration rate per mile is $0.575. This rate may change annually.
13.1.
When employees drive their own vehicles while on District business and are involved in an accident, they are required by law to use their own liability policy for coverage.
The District liability policy would be used only after the employee's policy limits have been exceeded. The District does not cover, nor is it responsible for, comprehensive and collision coverage to the employee's vehicle. Vehicles shall be shared whenever possible.
13.2.
No reimbursements will be paid for any mileage between an employee's work location and residence. The reimbursement rate shall be not more than the standard mileage rate as determined by the Internal Revenue Service.
13.3.
An Automobile Use Permission Form must be on file with the District.
14.
Registration Fees : Itemized receipts required.

14.1.
All conferences, workshops, and meetings require an agenda, except for District,
Chancellor’s Office, and statewide meetings.
14.2.
The registration fee must be noted on the Pre-Trip Authorization. Whenever possible, this fee should be paid for with a District card instead of a check.
15.
Other Business Expenses : Itemized receipts required for amounts in excess of $5.00 per day, otherwise no receipts required.
15.1.
Eligible expenses that do not fall into any of the categories above.
16.
Prohibited Expenses : These expenditures are not eligible for reimbursement.
16.1.
All expenses when travel is not preauthorized.
16.2.
Any expense where all requirements of all Board Policies and Administrative
Procedures are not met.
16.3.
Expenses not necessary for the conduct of District business.
16.4.
Amounts in excess of usual, customary, and reasonable levels, including excessive tips.
16.5.
Amounts for personal telephone calls beyond those allowed by this Administrative
Procedure.
16.6.
Entertainment expenses, radio, television or movie rentals, transportation to or from places of entertainment and similar facilities.
16.7.
Conference-arranged leisure tours or personal side trip expenses.
16.8.
Individual membership dues or fees.
16.9.
Alcoholic beverages.
16.10.
Hair care or shoe shines.
16.11.
Traffic or parking citations.
16.12.
Any expenditure prohibited by Law, Education Code, or other applicable code.
Pre-Trip Authorization and Reimbursement Procedures
17.
Travel Advance Payment : Requests for an advance to cover the anticipated cost of travel shall be submitted on the Travel and Advance Request form at least twenty-one (21) days in advance. Each individual shall receive a separate advance to cover only that person's anticipated expenses.
18.
Post-Travel Expense Report : Within fourteen (14) calendar days after the end of the trip, a
Travel Expense Request Form must be completed with itemized receipts attached as appropriate and submitted to the employee’s supervisor for review and approval. Whether or not a receipt is presented, an expense may be rejected by the Business Office if the requirements of this administrative procedure were not met.
19.
Reduced Reimbursements : The employee may request reimbursements that are less than described in this Administrative Procedure by noting the lesser amount requested on the
Travel Expense Request Form. No employee shall be required to request a reduced reimbursement as a condition of employment.

20.
Categorical, Grant, or Other Agency Funded Travel : Travel expenses which are paid or reimbursed by other than District unrestricted funding sources, may be reimbursed at the rates established and required by the donor, if different from this Administrative Procedure.
21.
Payment for Non-employees : Non-employees, such as community members serving on advisory committees, may be authorized to travel and incur reasonable expenses as representatives of the Board. Any expenses incurred as a result of non-employee travel shall be explicitly approved by the President/Superintendent prior to the expenses being incurred and reimbursements shall not exceed those described in this Administrative Procedure.
22.
Board of Trustees Travel : Board of Trustees members' travel shall be subject to the same conditions as employee travel.
Flat Rate Reimbursement Option Procedures
23.
To streamline travel procedures, travelers have the option to opt for a flat rate reimbursement for travel of five nights or less. All other requirements of this Administrative Procedure still apply, except as described in this section. Meal allowances are always reimbursed on a flat rate basis. A traveler may choose to use some or all of the flat rate reimbursements. If the flat rate option is exercised for all reimbursement categories, the traveler simply completes the Travel and Advance Request Form, attaches a workshop or conference itinerary if applicable, obtains the appropriate approvals, and is reimbursed based on the Travel and
Advance Form. No post travel receipts or additional documentation are required.
24.
Flat Rate Automobile Transportation allowance : Regardless of the mode of travel, the reimbursement between these cities is as follows. The rates below were calculated at the lowest cost mode of travel. If the driver chooses to use a District-billed rental car, then the rental fee and other costs should be billed with receipts, instead of the flat rate option.
City Pair Miles
One Way
Transportation each way
Eureka to Crescent
City/Pelican Bay
Eureka to Fort Bragg
Eureka to Redding
Eureka to Sacramento
Eureka to San Francisco
Eureka to Klamath-Trinity
Eureka to Garberville
94
127
142
289
271
76
61
$54.00
$73.00
$82.00
$166.00
$156.00
$44.00
$35.00
25.
Flat Rate Lodging allowance : Reimbursement is generally based on the US General
Services Administration (GSA) rates, but is not directly tied to the GSA. Lodging will only be reimbursed if the travel is more than 50 miles from the employee’s home. Regardless of the choice of lodging or the actual cost, the following flat rate reimbursements per night, including all taxes and fees charged by the establishment, are allowed:
City Lodging Per Night

Crescent City
Fort Bragg
Redding
Sacramento
San Francisco
Los Angeles
San Diego
Any other city
Non-commercial lodging: All cities including those listed above
$89.00
$106.00
$90.00
$112.00
$250.00
$150.00
$140.00
$89.00
$15.00
26.
Flat Rate Reimbursement Summary : The chart below summarizes the flat rate reimbursement rates per night for commercial lodging. Standard meal rates may be added to the figures noted below:
City Pair Nights (5 nights max)
Roundtrip
Transport
Lodging Total
$108.00 $0 $108.00
$108.00 $89.00 $197.00
$0 $89.00 Add $89.00
$146.00 $0 $146.00
$146.00 $106.00 $252.00
$0 $106.00 Add $106.00
$164.00 $0
$164.00 $90.00
$164.00
$254.00
$0 $90.00 Add $90.00
$332 $0 $332.00
$332 $112.00 $444.00
$0 $112.00 Add $112.00
$312 $0 $312.00
Eureka to Sacramento 1
Eureka to Sacramento Each add’l night
Eureka to San
Francisco
Eureka to San
Francisco
Eureka to San
Francisco
0
1
Each add’l night
$312 $250.00 $562.00
$0 $250.00 Add $250.00
27.
The President/Superintendent, Chief Instructional Officer, and Chief Business Officer may authorize exceptions to this Administrative Procedure.