EL PASO COUNTY COMMUNITY COLLEGE DISTRICT
BOARD POLICY
4.10.05
TRAVEL
A.
Authorization
Approvals or travel shall not be routine or perfunctory, but shall be made only after the President of the College or
his/her delegate has carefully examined the purpose and need for each trip with a view to the economic and effective
utilization of all travel funds.
B.
Purposes
Approval of travel by the President of the College or his/her delegate shall be made only:
1.
When such travel is on District business, which shall include, among other purposes, the attendance at
national, international, regional or state meetings and other appropriate professional activities, including
local travel; and
2.
When appropriate provisions are made to carry on the duties of the absent person without additional expense
to the institution.
C.
Travel Outside the United States
Any travel that contemplates reimbursement for travel expenses incurred must have the advance written approval of
the President, with the exception of travel to, in, and from the several states, possessions of the United States, Mexico,
and Canada.
D.
Travel Expense Reimbursements
Travel expenses shall be reimbursed only from funds budgeted or authorized travel. The President of the College or
his/her delegate shall plan the travel of all employees to achieve maximum economy and efficiency. Each travel
voucher submitted for reimbursement shall include such a description as to identify persons or places contacted and/or
the nature of the official business of the District performed within the legal responsibilities of the institution. When
recruiting of faculty and staff is involved, names of persons contacted are required.
E.
Execution of Travel Vouchers
Travel vouchers for reimbursement of all official travel authorized pursuant to the foregoing provisions shall be
approved and signed by the President of the College or his/her delegate.
Adopted: Nov. 21, 1978
Year of Last Review: 2011
Amended: Jan. 31, 1990
Designated Contact: Vice President of Administration and Financial Operations
4.10.05 - 1 of 3
F.
Allowances for Meals and Lodging (Including Per Diem), Transportation and Related Expenses
Provisions of the applicable current state appropriations act which specify the amounts to be paid shall govern such
allowances.
G.
Exceptions to Per Diem Allowance
The President of the College shall be reimbursed for his/her actual meals, lodging, and incidental expenses (exclusive
of expenses related to motor vehicles for which transportation is paid) when traveling on official business either in or
out-of-state.
H.
Partial Per Diem Allowance for Meals and Lodging
An employee who is traveling on official District business for a continuous period of a minimum of six (6) hours but
less than twenty-four (24) hours which does not involve overnight stay will be reimbursed a partial per diem for meals
in lieu of actual expenses, for both in-state or out-of-state travel.
The business office shall prescribe such
reimbursement within the limitations established by the current appropriations act.
I.
Reimbursement for Dues or Membership Fees
Reimbursement will not be allowed for dues or membership fees incurred in joining or attending any type of
organization or association unless the membership is in the name of the State of Texas and/or the District. Such dues
or membership fees will not normally be included for reimbursement on a travel claim, but will be separately
approved and paid. The president shall establish procedures for the authorization of associations for membership and
the designation of individuals to represent the College in those associations.
J.
Social Exceptions to Foregoing Travel Provisions
The foregoing provisions apply to all employees and all funds but employees may elect to take advantage of the
specific exceptions authorized below:
1.
Contracts - Travel allowances under research or other contracts, which are 100 percent reimbursable,
will follow the terms of the contract, and in the absence of specifications the travel rules and regulations
covering paying from gifts, grants and designated funds will apply.
2.
Gifts, Grants and Designated Funds - Reimbursement of travel expenses paid from Gifts, Grants and
Designated Funds will be as follows:
a.
For grants from or derived from Federal or State agencies, travel allowances shall be paid as
specified in the foregoing provisions.
Adopted: Nov. 21, 1978
Amended: Jan. 31, 1990
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b.
For other gifts, grants, trusts or designated funds, travel allowances may be for actual expenses
for meals, lodging, and airport parking not to exceed $40.00 per day. The transportation allowances
will be as specified in the foregoing provisions.
K.
Travel Advances
The President of the College may establish procedures for making advances for travel expenses incurred by
employees in the exercise of their official duties. Any such procedures established shall provide for prompt recovery
of any such advances.
Article V, Sec. 12, 13, 14, and 15, H.B. No. 510, 65th Texas Legislature, Regular Session, 1977.
L.
Supplement
The President of the College may establish procedures for supplementing, from local funds, the allowances
for travel herein. The total of regular and supplemental travel allowances shall not exceed the itemized amounts
budgeted by the Board for travel. The Board may from time to time, designate that certain District officers receive a
monthly allowance in lieu of reimbursement for local expenses.
Adopted: Nov. 21, 1978
Amended: Jan. 31, 1990
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