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PURPOSE
The purpose of this administrative procedure is to define authorized travel practices for employees,
prospective employees, students, and independent contractors engaged by the College.
A. DEFINITIONS
1. Class A Travel - Continuous travel of 24 hours or more away from headquarters.
2.
Class B Travel - Continuous travel of less than 24 hours that involves overnight absence from
headquarters.
3.
Class C Travel - Travel for short or day trips where traveler is not away from his or her
headquarters overnight.
4.
Common Carrier - Train, bus, commercial airline operating scheduled flights, or rental cars of
an established rental car firm.
5.
In District Travel - Travel to locations in Duval and Nassau counties, other than the traveler’s
assigned headquarters. Travel to King’s Bay Naval Base, Camden County, Georgia is also
considered in-district travel.
6.
Per Diem - The amount allowed for a traveler’s daily expenses if actual expenses do not
exceed the per diem amount. The current per diem amount allowed in FS 112.061(6)(a) is
$80.
7.
Point of Origin - The geographic location of the traveler’s headquarters, or the geographic
location where travel begins, whichever is less distance from the destination. If the travel
begins more than one hour before or one hour after the traveler’s regular work hours, the point
of origin may be the traveler’s residence, provided that miles claimed may not exceed the
miles actually driven (BAR 3A-42.008 (4)).
8.
Travel Expenses - Usual, ordinary, and incidental expenses incurred by a traveler in
connection with official business of Florida State College at Jacksonville.
9.
Travel Mileage - The distance from the point of origin to the point of destination.
10. Traveler - An employee, a prospective employee, or a student of the College when on official
College business.
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A. PROCEDURE
1. Florida State College at Jacksonville practices and procedures for college sponsored travel are
based on the following:
a. Florida Statutes 112.061 - Per Diem and travel expenses of public officers, employees, and
authorized persons. (FS)
b. State of Florida Bureau of Auditing Rules Chapter 3A – 42 Travel Expenses (BAR)
c. Comptroller’s Memorandum No. 04 (1997-98) Travel mileage (CM04)
d. Comptroller’s Memorandum No. 14 (1988-89) Sales Tax on Purchases by Persons in
Travel Status (CM14)
e. Comptroller’s Memorandum No. 15 (1989-90) Payment of Certain Class C Meal
Allowances and Monthly Mileage Allowances (CM15)
f. Agency Addressed Memos from the Office of the Comptroller (March 19, 1998) Travel
Agency Surcharges (AAM: March 19, 1998)
g. Agency Addressed Memos from the Office of the Comptroller (May 11, 1998) Electronic
Airline Tickets (AAM: May 11, 1998)
h. Board of Trustee Rule 6Hx7-4.23 – Travel and Per Diem
i. SB 2002 Appropriations Implementing Bill, June 17, 2001 (SB2002)
B. GOVERNING RULE
1. All reimbursement for travel should be based on the most economical mode of travel and
overall benefit to the college. When substantiated by written explanation and approved by a
supervising administrator, a set of circumstances that is a cost savings to the College will be
considered an allowable expense as long as it is not specifically addressed in one of the above
documents as unallowable.
C. PENALTIES FOR FRAUDULENT TRAVEL REIMBURSEMENT CLAIMS
1. Any person who willfully makes any travel claim which he or she does not believe to be true
and correct in every material matter, or who willfully aids or advises in the preparation of a
claim which is fraudulent, shall be guilty of a second-degree misdemeanor as provided in FS
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112.061. Anyone who receives an allowance or reimbursement by means of a false claim shall
be civilly liable for the amount of the overpayment and subject to dismissal from the College.
D. PRE-TRAVEL AUTHORIZATIONS
1. In-District Travel - Written pre-travel authorization is not required.
2. Out of District Travel - Written approval by the supervising administrator and budget
administrator is required.
3. Sponsored Program Travel (Grant) - Planned travel for Federal or State projects must be
specifically provided for in the grant documents, and such travel must fully comply with the
provisions contained therein. Travel approval authority lies with the supervising administrator
for the project, the campus president, and/or College President.
4. Student Sponsored Travel - Written approval by the sponsor or coach, the supervising
administrator, the budget administrator, the campus president, and/or the College President is
required. See Page 12 for additional provisions.
5. Recruitment Travel - Written approval by the supervising administrator, the campus president,
and/or the College President is required.
6. International Travel - Travel outside the United States and Canada requires prior approval by
the College President.
E. IN-DISTRICT TRAVEL
1. Restrictions: In-district travel must be required as a part of officially assigned duties at a
location other than the traveler’s assigned location. If the employee is assigned for all, or a
portion of the day, to a location other than their regular work location, mileage reimbursement
will be authorized only for the incremental mileage between the traveler’s regular work
location and the temporary work location.
2. Mileage Reimbursement: Mileage incurred for in-district travel using the employee’s personal
car will be reimbursed at the rate allowed in FS 112.061, currently $.445 per mile. The
mileage is determined from the current College mileage chart found on the FSCJ Travel Web
Page or at the back of this procedure, the Florida Department of Transportation (DOT) website
(http://www.dot.state.fl.us/planning/statistics/hwydata/intercity.shtm), actual odometer
readings, or by documentation from a point-to-point computer website such as MapQuest. The
traveler should note which source was used in calculating mileage on his reimbursement
request. The College mileage chart will be changed when requested by a campus or center
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business office and a point-to-point computer mileage calculation report supports this request.
No traveler is allowed mileage reimbursement when gratuitously transported by another
person, or when transported by another traveler who is entitled to mileage or transportation
expense reimbursement. Travelers shall not be paid a mileage allowance for travel between
their residence and their headquarters or regular work location. However, if travel to a location
other than the traveler’s normal work location begins more than one hour before or one hour
after the traveler’s regular work hours, the point of origin used in the mileage calculation may
be the traveler’s residence, provided that miles claimed may not exceed the miles actually
driven (BAR 3A-42.008 (4)). Mileage incurred as a result of the traveler using an indirect
route for the convenience of the traveler is not reimbursable. At times, however, mileage for
travel by a usually traveled route may be in excess of the mileage on the DOT mileage chart, or
the College mileage chart. In these cases, the traveler should include the additional mileage as
vicinity mileage on the reimbursement request. If it appears that the additional mileage is
excessive, explanation of the additional mileage should be provided on the reimbursement
request (CM #04 (1997-1998)).
3. Lodging and Meals:
a. Lodging will not be reimbursed for in-district travel unless previously approved by the
appropriate supervising and budget administrators.
b. Meals for Class C travel, either in-district or out of district, are not reimbursable expenses
for the fiscal year July 1, 2001 through July 1, 2002, per SB2002. Following this period of
time, Class C in-district travel meals are not reimbursable expenses unless approved by the
supervising and budget administrators.
c. The Internal Revenue Service has ruled that reimbursement for Class C travel meals is
taxable income to the traveler, reportable on the employee’s W-2, and subject to the
withholding of income and social security taxes (CM #15 (1989-1990)).
4. Incidental Travel Expenses – Receipts should be obtained when possible for incidental travel
expenses such as:
a. Reasonable taxi or bus fares;
b. Ferry, bridge, road and tunnel tolls;
c.
Parking fees;
d. Telephone and telegraph expenses incurred for College business;
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e. Convention or conference registration fees are reimbursable.
5. See the Incidental Expense information listed under the Out-Of-District Travel section for
more details.
F. OUT-OF-DISTRICT TRAVEL
1. Out-of-district travel must be required as a part of officially assigned duties at a location other
than the traveler’s assigned location, outside of Duval and Nassau counties. Pre-travel
approval is to be obtained as described on page 4.
2. Transportation - When traveling out-of-district, the most economical mode of transportation
available to the traveler, at the time of scheduling, must be used. In making this determination,
the following factors should be considered:
a. The time of the traveler;
b. The impact on the productivity of the traveler;
c. Cost of transportation;
d. Per diem or meal and lodging expense required; and
e.
The number of persons making the trip.
3. Airlines - Airline tickets are to be purchased 14 days in advance of the travel whenever
possible.
4. A travel agency surcharge may be paid if the College’s designated travel agency was used.
The surcharge may also be paid if the best proposal from a cost and service viewpoint requires
this payment. Documentation that the best business case was selected in paying the surcharge
must accompany the reimbursement request (AAM: March 19, 1998).
5. The most economical fare available at the time of booking is to be used. The most economical
fare determination should include these factors: the time of the traveler, the impact on the
productivity of the traveler, the cost of transportation, and the per diem or meal and lodging
expense required.
6. The passenger itinerary which clearly shows billing information must be attached for
reimbursement to be made. At a minimum, the itinerary should show the name of the traveler,
the dates of travel, origin and destination of travel, class of travel, amount, and method of
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payment (AAM: May 11, 1998). If a Visa card was used, the traveler should note whether the
card was the traveler’s personal credit card, or the College’s procurement card, on the
passenger itinerary.
7. Rental Vehicles - Travelers using rental vehicles must make use of any state term contract for
rental vehicles that is in effect at the time of the travel. Failure to use the state term contract
for rental vehicles will require written justification. If the traveler fails to justify his or her use
of other than a state term contract, any additional cost will be borne by the traveler (BAR 3A42.007 (3). The receipt submitted must clearly show method of payment to eliminate
confusion with the use of the College’s Avis card.
8. Personal Vehicle - When travel is by privately owned vehicle, the traveler is entitled to the
fixed rate per mile allowed in FS 112.061, currently $.445.
9.
All mileage shall be shown from point of origin (See definition), and when possible, shall be
computed on the basis of the current map of the Department of Transportation. Other
acceptable mileage indicators are the traveler’s odometer reading, or a report from a point-topoint computer program such as MapQuest. The computer mileage calculation report shall be
included with the travel reimbursement request to substantiate the miles claimed.
10. Travelers shall not be paid a mileage allowance for travel between their residence and their
headquarters or regular work location. However, if travel to a location other than the traveler’s
normal work location begins more than one hour before or one hour after the traveler’s regular
work hours, the point of origin used in the mileage calculation may be the traveler’s residence,
provided that miles claimed may not exceed the miles actually driven (BAR 3A-42.008 (4)).
11. Vicinity mileage necessary to travel to the airport, or other approved departure point is
allowable, but must be shown as a separate item on the reimbursement form.
12. Mileage incurred as a result of the traveler using an indirect route for the convenience of the
traveler is not reimbursable. At times, however, mileage for travel by a usually traveled route
may be in excess of the mileage on the DOT mileage chart, or the College mileage chart. In
these cases, the traveler should include the additional mileage as vicinity mileage on the
reimbursement request. If it appears that the additional mileage is excessive, explanation of
the additional mileage should be provided on the reimbursement request (CM #04).
13. No traveler is allowed mileage reimbursement when gratuitously transported by another
person, or when transported by another traveler who is entitled to mileage or transportation
expense reimbursement.
14. Lodging - Lodging expenses incurred at a commercial lodging facility are reimbursable, at the
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single occupancy rate, when supported by an itemized bill or receipt. A traveler may not
claim reimbursement for lodging if travel is within 50 miles of his or her headquarters or
residence, unless approved by the campus president in addition to the supervising and budget
administrators (BAR 3A-42006(7)). It is the traveler’s responsibility to notify the hotel or
motel that the College is a tax-exempt organization. Copies of the College’s tax-exempt
certificate may be obtained from either the Purchasing or Accounts Payable departments and
should be carried by the traveler for presentment to hotels and other vendors Sales tax should
be removed when charges are paid by the College’s procurement card, or a College check.
Either of these two payment methods constitutes a direct College payment, rendering the
transaction tax-exempt. If the vendor will not remove the sales tax, the traveler may claim
reimbursement for the tax, but should both notify the College purchasing department of the
vendor’s refusal to honor the College’s tax-exempt status and note refusal on hotel receipt. If
payment is made by the traveler’s personal credit card, or the College-sponsored American
Express card, the payment method is considered an indirect College payment. The traveler
should still request sales tax removal, even though the vendor is not required to do so. The
traveler will be reimbursed for the sales tax that is charged.
Florida Statute 212.08(6) provides that sales made to a state agency are exempt from tax when payment is
made directly by the state agency. However, the law further provides that this exemption does not inure to
any transaction otherwise taxable when payment is made by a state employee, even though that employee
is subsequently reimbursed by the state agency. Based on this law and the Department of Revenue’s
interpretation, all purchases made by holders of corporate travel cards authorized by state agencies are not
exempt from sales tax by virtue of the fact that the amount of the purchases are subsequently reimbursed
by a state agency. Proper claims for such payments of sales tax made, will be honored and reimbursed to
the traveler.
G. MEALS (FOR CLASS A AND CLASS B TRAVEL)
1. Travelers will be reimbursed the following amounts for meals when traveling out of district on
College business (FS112.061(5)(b)): Submission of receipts is not required.
Meal
Breakfast
Lunch
Dinner
Cost
$6
$11
$19
Time of Travel
When travel begins before 6 a.m. and extends beyond 8 a.m.
When travel begins before 12 noon and extends beyond 2 p.m.
When travel begins before 6 p.m. and extends beyond 8 p.m. or when travel
occurs during nighttime hours, due to special assignment.
2. No one, whether traveling in or out of district, shall be reimbursed for any meal or lodging
included in a convention or conference fee paid by the College.
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H. MEALS (FOR CLASS C TRAVEL)
1. Meals for out-of-district Class C travel are not reimbursable expenses for the fiscal year July 1,
2001 through July 1, 2002 per SB2002.
2. Following this period of time, out-of-district travel meals are reimbursable expenses when
approved by the supervising and budget administrators.
3. The Internal Revenue Service has ruled that reimbursement for meals on Class C travel is
taxable income to the traveler, reportable on the employee’s W-2, and subject to the
withholding of income and social security taxes (CM #15 (1989-1990)).
I. CONFERENCES AND CONVENTIONS
1. Conference and convention expenses are reimbursable if the main purpose of the conference or
convention is in connection with the official business or the College, or the event provides a
direct educational or other benefit supporting the work purpose of the attendee (BAR 3A42.004).
J. INCIDENTAL EXPENSES
1. The following incidental travel expenses are reimbursable per FS 112.061(8)(a):
a.
b.
c.
d.
e.
Taxi fares - A receipt is required if the individual fare exceeds $25 (BAR 3A-42010(1)(a)).
Ferry fares and bridge, road or tunnel tolls.
Receipts are required for ferry fares or tolls in excess of $25 (BAR 3A-42010(1)(b)).
Storage or parking fees: Receipts are required for storage or parking fees in excess of $25
Communication Expense incurred for College business. Communication expenses to
contact the traveler’s family, or other non-college purposes are not eligible for
reimbursement (BAR 3A-42-010(1)(c)).
2. Reasonable tips and gratuities are reimbursable per the following: (BAR 3A-42010(2)).
Receipts are required for amounts over $25, such as with student group travel.
a. Actual tips paid to taxi drivers up to 15% of the fare.
b. Actual amount paid for mandatory valet parking which shall not exceed $1 per occasion,
and which was incurred in the performance of College business.
c. Actual portage charges paid which shall not exceed $1 per bag, or $5 per occasion.
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3. Actual laundry, dry cleaning and pressing expenses when College travel extends beyond seven
days (BAR 3A-42010 (3)(a)).
4. Other incidental travel expenses will be reimbursed if approved by the campus president, in
addition to the supervising and budget administrators.
K. PER DIEM RATE
1. In Florida only, Class A and B travelers may elect an $80 rate per travel day in lieu of
submitting itemized lodging and meal expenses as described above.
2. When the travel day is less than 24 hours, the per diem rate is divided into quarters, with
each quarter reimbursable at $20.00. A quarter will only be reimbursed if it consists of at
least three hours, which will be reimbursed at the full quarterly rate.
a.
b.
c.
d.
Midnight to 6:00 a.m.
6:00 a.m. to 12 noon
12 noon to 6:00 p.m.
6:00 p.m. to midnight
=
=
=
=
one quarter
one quarter
one quarter
one quarter
L. ADVANCE PAYMENTS
1. Advance payments for lodging, airline tickets, rental cars, and registration fees may be made
by the College using the College-authorized procurement card, the College Avis card, or a
College check.
M. LINE OF DUTY LEAVE FORM
1. The traveler should complete a Line of Duty Leave Form at least 14 days before travel is to
occur. General instructions for completion of this form are as follows:
BEFORE TRAVEL OCCURS
The first page, or yellow copy of the form must be completed prior to commencement of travel:
Date:
Enter current date
Social Security Number:
Enter traveler’s social security number
Name:
Enter traveler’s name
Signature:
Traveler’s signature
Period Leave: Total Working Hours
Enter the number of regular hours traveler is away from the College. Example: if an employee is leaving
on Sunday morning for a convention that will take place on Monday and Tuesday and that employee will
be back at work on Wednesday, then the number of total working hours away from the College would
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equal 16.0 - eight hours for Monday and eight hours for Tuesday.
From:
Enter the hour, month, day and year the travel is
scheduled to start.
Through:
Enter the hour, month, day and year the travel is
scheduled to end.
Nature of meeting: State the concise nature of the meeting or reason for leave.
Destination: State the location (city and state) of the final destination.
Approximate Costs:
Check one of the following, indicating the expense type:
( ) No reimbursement requested;
( ) Actual expenses;
( ) Standard Rate (per diem)
Complete the section by estimating the cost of travel (transportation), lodging, meals, registration, and
other expenses. In lieu of lodging and meals, the per diem amount may be used. Enter the total amount of
the travel cost and the budget number to be charged.
Actual costs should not exceed the costs authorized in this section without the budget administrator and
supervising administrator approving a new Line of Duty Leave Form or initialing changes on the original.
A memo from the budget administrator will also suffice as authorization to pay expenses in excess of
amount originally approved.
Signature of person(s) assuming duties: The person assuming the duties of the traveler must sign.
Benefit to College: The benefit to the College must be summarized in a statement prepared by the
traveler and/or the applicable supervising administrator.
Approval: Lastly, the traveler’s immediate supervisor, the Budget administrator and the supervising
administrator must sign this portion of the form. The College President or his designee, must approve
international travel.
AFTER TRAVEL OCCURS
The remaining portion of the Line of Duty Leave Form is to be filled out within five (5) workdays of
traveler returning to place of origin.
Complete with actual times and dates.
Departure and Return Time and Date:
Complete as indicated, in accordance with the
Reimbursement Claim Section:
preceding sections of this document.
Documentation: All airline, hotel, rental cars, registration, and incidental fees claimed shall be
substantiated by receipts as defined in the preceding sections of this document, and attached to the form.
A copy of the program or agenda of any attended convention or conference, itemizing registration fees and
any meals or lodging included in the registration fee, must also be attached.
Finalization and Submittal of Form: All expense amounts are to be totaled and entered on the form.
The traveler must sign and date the form affirming that the travel expense were actually incurred by the
traveler, the claim is true and correct in every material matter, and that the expenses were in connection
with the official business of the College. The traveler’s supervising administrator must then sign and date
the complete form before reimbursement is made.
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N. IN-DISTRICT TRAVEL REIMBURSEMENT REQUEST LOG
1. The In-District Travel Reimbursement Request Log is used when travel expenses consist solely
of in-district mileage reimbursement, tolls, and parking fees. The departure and destination
points, mileage incurred, parking fees, and purpose of the trip are entered and accumulated on
the log. This log should not be submitted for reimbursement less frequently than quarterly.
The traveler’s supervising administrator must approve and date the log before reimbursement
is made.
O. DISBURSEMENT REQUEST
1. The traveler’s department must prepare a disbursement request to accompany either the Line of
Duty Leave Form, or the In-District Travel Reimbursement Request Log, following the
procedural steps defined in the College’s Orion manual.
P. ADDITIONAL PROVISIONS FOR SPONSORED STUDENT TRAVEL
1. This section provides guidelines, and assigns responsibility for student travel with a sponsor or
coach, when travel expenses are to be reimbursed or expended from College funds.
2. Travel Proposal Approval Procedure: The approval chain will vary depending upon the type of
student travel. International travel requires the additional approval of the College President.
a. Class travel proposals (excluding Extended Studies travel) are to be submitted to the
following individuals for approval:
i. Supervising Administrators
ii. Campus President
b. Extended Studies Travel Proposals
i. Campus Dean for Liberal Arts or Workforce Development
ii. Campus Executive Dean
iii. Campus President
c. Student Activities Travel Proposals
i. Campus Directors of Student Activities
ii. Campus Deans for Student Success
iii. Campus Executive Deans
iv. Campus President
d. Student Athletic Travel Proposals
i. Campus Executive Dean or Director of Athletics and Physical Education
ii. Campus President (Note: The entire schedule of “away” games may be approved,
rather than each individual trip.)
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Q. INSURANCE REQUIREMENTS
1. For student travel inside the U. S., students must sign the release form attached to APM 090901. Students, faculty and staff participating in international student sponsored travel
activities must provide proof of health and accident insurance to the College Risk Manager
before travel commences. For travel outside the U.S., proof must be submitted before each
travel event, and the health and accident insurance must contain provisions for international
coverage. The cost of such coverage shall be payable by travelers prior to the effective date of
such coverage.
R. PROHIBITED TRAVEL
1. No travel is allowed to any country or location on the U.S. State Department’s current warning
list. It is the responsibility of the travel coordinator, as designated by the Campus President, to
determine whether the travel destination is on the warning list. Travel warnings are issued to
describe long-term, protracted conditions that make a country dangerous or unstable, or when
the U.S. Government's ability to assist American citizens is constrained due to the closure of
an embassy or consulate or because of a drawdown of its staff. College personnel shall not
develop study abroad programs in areas for which the DOS has issued a travel warning.
2. Travel alerts are issued to disseminate information about short-term conditions, generally
within a particular country, that pose imminent risks to the security of U.S. citizens. Travel to
an area for which a travel alert is in effect must be approved in writing by the College
President.
3. If the travel coordinator becomes aware of anything in country that may affect the safety of
students, the Campus President shall be notified and written clearance shall be obtained from
the College President.
S. REIMBURSABLE STUDENT TRAVEL EXPENSES
1. Meals: The maximum allowance for food will be $6.00 for breakfast, $11.00 for lunch, and
$19.00 for dinner. When budget limitations do not permit or when other circumstances are
involved, the allowance may be reduced or eliminated.
2. Lodging: When possible, room accommodations will be arranged on a basis of two students to
a room to minimize cost. A paid receipt for lodging is required.
3. Other: Other miscellaneous expenses, as noted elsewhere in this procedure, may be
reimbursed.
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T. STUDENT TRAVEL ADVANCES: The issuance of travel advances to the sponsor or coach for
student travel is permissible. The following procedure shall apply:
1. At least ten days before a scheduled trip, the sponsor or coach is responsible for preparing a
manual requisition which contains at a minimum the following items:
a.
b.
c.
d.
e.
f.
g.
The purpose of the trip
Dates and times
Destination
Number of travelers
The advance travel amount requested for each expense item
Signatures of the requester, the supervising administrator, the Campus Executive Dean, and
The Campus or College President
2. At least 10 days before a scheduled trip, the sponsor or coach is also responsible for preparing
a Request for Line of Duty Leave Form, as follows:
a. Check “other” and indicate Student Advance Travel. Indicate the approximate cost of each
travel expense item. The budget number should be the student activities budget number
assigned to the activity.
b. Obtain approvals of the person assuming duties, immediate supervisor, supervising
administrator, the Campus Executive Dean, and the Campus or College President.
3. Thirdly, at least 10n days before the trip, the sponsor or coach is responsible for completing a
disbursement request, and forwarding the completed requisition and Request for Line of Duty
Leave Form to the Campus Business Office for payment processing.
4. The sponsor or coach is responsible for picking up the check at the Campus Business Office.
5. The sponsor or coach may issue the meal allowance to each traveler immediately prior to
departure, noting the student name, social security number, and securing the student’s
signature indicating receipt. When money is distributed to students for meals, a student travel
log should be maintained detailing each student’s name and the amount given. If a trip is
cancelled or shortened after the meal allowance has been issued, the sponsor or coach is
responsible for recovering the unused portion of the meal allowance from each student.
6. The sponsor or coach is responsible for obtaining paid receipts for all expenses except
approved meal allowances.
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6Hx7-4.23 Travel and Per Diem
March 19, 2013
U. RECONCILEMENT OF STUDENT TRAVEL ADVANCE TO ACTUAL EXPENSES
1. The following process is to be used to reconcile the student travel advance to actual spending:
a. Deliver the travel log, unused funds, and all receipts to the Campus Business Office within
five working days of trip return.
b. Review documents with Campus Business Office to determine all monies and receipts are
accounted for.
c. Obtain receipt for the unused funds returned to the Campus Business Office, or have a
disbursement request entered for funds due.
V. APPROVER’S CHECKLIST
1. Review the top half of the Request for Line of Duty Leave Form. Is it completely filled out,
including all the proper pre-travel approval signatures? (See Page 3)
2. Was the travel for a convention or conference? Is so, is the agenda attached? Review the
agenda to see if meals were included as part of the conference or convention fees.
3. Are the departure times and dates noted on the bottom half of the form? The times determine
the meal allowances that can be reimbursed. See Page 8. Deduct reimbursement for any meals
included in conference or convention fees (# 2 above). No receipts are required for meals.
4. Was the Per Diem rate used instead of separate submissions for meals and lodging? If so, $80
per day should be used. For periods less than 24 hours, prorate the $80 rate as described on
Page 9.
5. If travel does not involve an overnight stay, meals will not be reimbursable, per SB 2002
enacted June 17, 2001. The provision prohibiting Class C meal reimbursements begins July 1,
2001 and expires July 1, 2002.
6. The auto mileage claimed should be at the rate allowed in FS 112.061, currently $44.5 per
mile. The miles claimed should be substantiated from one of four sources: The traveler
should document the source used on the reimbursement request.
a.
b.
c.
d.
The traveler’s odometer reading
A MapQuest or other point-to-point computer website report
The FSCJ mileage charts in the following section of this procedure
The Florida DOT website.
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6Hx7-4.23 Travel and Per Diem
March 19, 2013
7.
Mileage is calculated from the traveler’s headquarters or normal work location. If travelers
must begin travel more than an hour before or an hour after their normal work hours, mileage
may be calculated from the traveler’s residence. In no circumstances, however, may the
mileage be more than actually traveled.
8.
Airfare must be substantiated by a receipt. Most receipts look like an itinerary that contains
billing information. Ensure that the billing information is on the itinerary, and it shows the
cardholder’s name and method of payment (i.e., AmEx, Visa, and Master). If a Visa card was
used, verify it was not the College’s Visa procurement card, as these charges are billed directly
to the College. If the College’s purchasing card was used, the cost should not be included in
the reimbursable total.
9.
Lodging must be substantiated by a receipt. Review method of payment to ensure the
College’s Visa procurement card was not used, and proceed as noted above with airfare. Was
sales tax included on the room charge? In order to be reimbursed for the tax, the traveler
should note on the receipt that the hotel refused to remove the tax.
10. Rental car claims must be substantiated by a receipt. Review payment information on receipt
to make sure neither the College’s procurement card, nor the College’s Avis card was used for
payment, and proceed as noted above with airfare.
11. Taxi fares, tolls, and parking fees are reimbursable. Receipts are required for amounts over
$25.
12. Personal phone calls from the traveler to his or her family are not reimbursable.
13. Tips and gratuities are allowed as described on Page 9. Receipts are required for amounts
greater than $25, such as with team or class travel.
14. Are all the columns on the form totaled properly? Is the Grand Total correct?
15. Did the traveler sign and date the bottom of the form?
16. Did the supervising administrator sign and date the bottom of the form?
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04-1001
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BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
Adopted Date: November 2, 1987
Revision Date: September 13, 2001, March 26, 2002, September 9, 2008, March 19, 2013
March 19, 2013
ADMINISTRATIVE PROCEDURE MANUAL
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NUMBER
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04-1001
17 OF 20
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
March 19, 2013
MILEAGE ALLOWED: IN-DISTRICT
FLORIDA STATE COLLEGE AT JACKSONVILLE
IN-DISTRICT ROUND TRIP MILEAGE CHART
DESTINATION
All Florida School, Arlington Expressway
Allen Nease High
Andrew Jackson High School, N. Main St.
Arlington Jr. High, Lone Star Road
Atlantic Beach Elementary
Axson Elementary, East 16th Street
Baker County High
Baldwin High School
Beaver Street Foods
Bishop Kenny High, Kingman Avenue
Blue Cross/Blue Shield, Riverside Avenue
Bolles School, San Jose Blvd.
Boykos Big Oak, Beach Boulevard
Brandons, Kings Avenue
Brown Elementary School, Milnor Avenue
Brut Printing, Parker Street
Butler Junior High School, Acorn Street
Callahan Jr. High
Carver Elementary, West 45th Street
Cecil Field, Normandy Blvd.
Center for Independent Living
Century 21 District Offices, Baymeadows
Champion Lumber, Halsema Road
City Hall, West Duval
Civic Auditorium
Communications Service, Kline Road
Community Corrections Division, Catherine St.
Community Planning Council
Computype
CSX Building, Water Street
CSX Transportation, Southpoint
Darnell Cookman, Davis Street
Daniel Building, Water Street
Daniel Elementary, West 15th Street
Division of Voc. Rehab., Art Museum Drive
Douglas Anderson School of Arts
Downtown Campus, 101 West State Street
Dupont School, Dupont Avenue
Duval County Courthouse,
DTC
AO/URC
KENT
NORTH
SOUTH
DWC
Nassau
14
49
6
*
*
6
68
32
*
7
6
16
*
5.7
4
5
5
50
12
39
*
10
32
4
5
16
*
6
4.7
3
24
6
*
6
*
*
*
*
4
22
*
15
*
*
18
*
36
*
12
*
*
*
24.4
18
*
13
56
20
28
*
46
*
12
11
21
*
14
*
10
*
14
*
17
*
*
12
*
12
35
*
18
*
*
40
*
49
21
22
*
*
*
*
19
*
19
30
22
50
18
72
*
18
17
34
18
17
*
22
*
17
20
17
23
*
19
*
18
19
*
30
16
24
28
86
49
*
19
*
*
6
*
26
*
25
60
36
57
*
12
*
23
23
8
*
12
*
21
*
30
*
28
*
15
22
20
22
*
*
28
*
*
*
*
67
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
23
24
*
*
*
*
23
*
*
*
*
*
21
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
ADMINISTRATIVE PROCEDURE MANUAL
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NUMBER
PAGE
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04-1001
18 OF 20
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
DESTINATION
Duval County School Board, Prudential Dr.
Duval Federal Savings, North Hogan Street
Ed White School, Old Middleburg Road
Englewood School, Barnes Road
Epping Forest
Evans & Hammond, Park Street
Excel Industries
Federal Building, Bay Street
Fernandina Beach School, Fernandina Beach
Fire Academy, Stockton Street
Fire Fighters Co, Lenox Avenue
First Coast Workforce Development, Orange
Park
Fletcher High School
Florida Blueprint
Florida Board/Nursing, Arlington Expressway
Florida Carpenters Joint Apprenticeship
Florida Christian Center, Stockton Street
Florida Christian Home, Edgewood Avenue
Florida Community Correctional Center (FCCC)
Florida School Book Depository, Ellis Road
Florida Theatre
Florida Times Union, Riverside Avenue
Florida Title Building, W. Forsyth
Forrest High School, Firestone Road
Forrest Hills, Winton Drive
Fort Caroline Junior High
Fort George Island
Fred Voss Bindery
Gateway Community Services, Stockton Street
Grand Park Elementary, West 18th Street
Grove Park Elementary
Hammond Electronics, East 1st Street
Harrison’s Uniforms, Lenox Avenue
Haydon Burns Library, 122 North Ocean
Highlands School, Pine Estate Road
Hilliard Junior High
Hogan Springs Elementary, Beach Blvd.
Holiday Inn, Roosevelt Blvd.
Hull Elementary, Hull Street
Human Resource Center, Gazebo Park
IBM, Gulf Life Drive
Imeson Industrial Park, North Main Street
InkKraft Printing
March 19, 2013
DTC
AO/URC
5
2
9
14
14
8
15
4
68.6
5
8
40
KENT
NORTH
SOUTH
DWC
Nassau
15
14
8
20
*
*
*
11
75
7
4
*
24
18
31
33
*
*
*
17
62
*
32
*
*
24
30
18
27
*
*
23
86.6
25
30
*
*
*
*
14
*
*
*
23
96
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
39
10
8
25
7
12
*
12
4
3
2
17
*
*
42
*
8.4
9
*
*
8
2
23
66
*
*
16
27
5
14
9
46
*
14
*
12
2
*
8
*
10
11
14
*
*
34
*
5
14
16.4
*
4
12
35
92
*
*
23
*
14
17
*
60
*
29
*
44
30
13
20
*
19
17
42
23
*
42
*
14
17
*
*
32
20
5
60
*
12
18
*
20
10
*
17
*
16
*
36
29
*
34
21
21
24
39
*
24
34
25.2
24
35
*
35
30
21
45
88
14
*
42
*
29
40
*
34
*
*
*
*
*
*
*
*
23
*
44
*
*
*
*
24
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
ADMINISTRATIVE PROCEDURE MANUAL
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NUMBER
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04-1001
19 OF 20
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
DESTINATION
Jacksonville Beach Chamber of Commerce
Jacksonville Beach Fire Department, 1st Avenue
Jacksonville Board of Realtors, Atlantic Blvd.
Jax Chamber of Commerce, Independent Drive
Jacksonville Community Council
Jacksonville Electric Authority, King Street
Jacksonville Electrical Apprenticeship
Jacksonville Fire Division Headquarters
Jacksonville Health Department, 8th Street
Jacksonville International Airport
Jacksonville University, University Blvd.
Jax Urban League Headquarters, West Duval
Jefferson, Elementary, Nevada Street
K & W Audio Visual, Edgewood Avenue
Kennedy Center, Ionia Street
Kent Campus, 3939 Roosevelt Blvd.
Kirby Rental, Phillips Highway
Lackawanna Elementary, Lenox Avenue
Landon Junior High, 1819 Thacker
Learn To Read, Riverside Avenue
Lee High School, 80 McDuff Avenue
Lightsource, Hendricks Avenue
Longbranch Elementary, East 27th Street
Loretta Elementary, Loretta Road
Administrative Offices, 501 W. State Street
Matthew Gilbert Middle, Franklin Street
Mayport School, 2600 Mayport Road
Mayport Naval Air Station, Mayport Road
Metal Container Corporation, Ellis Road
Merrill Lynch
Moncrief Community School, Moncrief Road
Mongomery Correction Facility, Lannie Road
Morgan Elementary School, St. Clair Street
Nassau Center, Centre Street, Fernandina
Nassau Center, Yulee, Florida
North Campus, Capper Road
Northshore Elementary, Silver Plaza
Northside Skills Center, (A. Phillip Randolph)
Northwest Council Meetings, Norwood Avenue
Northwestern School, West 45th Street
Norwood Elementary, Norwood Avenue
Oceanway Post Office
Omni Jacksonville Hotel, Water Street
Orange Park High, Kingsley Avenue
Paxon Senior High, West 5th Street
March 19, 2013
DTC
AO/URC
*
*
*
3
2.3
11
6
*
*
25
11
*
28
*
2
12
*
8
*
3
8
*
8
*
*
2
*
39
14.4
23
8
40
10
44
46.8
19
7
7
*
12
6
*
2.1
*
15
KENT
NORTH
SOUTH
DWC
Nassau
*
*
16
10
*
*
*
*
13
35
24
10
29
*
14
*
*
4
*
*
4
*
19
*
12
15
*
50
*
*
27
50
10
*
*
30
22
16
*
22
16
*
12
21
19
*
*
*
17
*
*
*
*
*
21
31
*
36
9
24
30
42
26
20
*
28
24
20
*
19
23
*
56
*
*
18
26
25
66.2
*
*
13
17
*
20
11
11
20
*
20
14.4
15
*
22
*
*
*
20
25
51
26
*
50
*
23
33.6
*
30
*
*
25
*
29
37
22
26
24
36
*
*
48
62
32
78
41.2
42
29
*
*
34
26
*
17
56.4
37
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
16
*
*
*
*
*
*
*
*
23
*
38
42
*
*
*
61
*
68
83
*
*
*
*
*
*
*
*
*
36
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
66.2
*
*
*
*
*
*
*
*
*
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
TRAVEL
04-1001
20 OF 20
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
DESTINATION
Pine Forest Elementary, Grant Road
Plumbers and Pipefitters
Police Academy (CJC), Huffman Road
Police Memorial Building
Prime Osborne Convention Center
Prudential Building, Prudential Drive
Raines High School, Raines Avenue
Reddi Arts, Hendricks Avenue
Regency Square
Reynolds, Smith & Hills, Boulevard Center
Ribault High School, Winton Drive
Riverplace Tower, Riverplace Boulevard
Sandalwood High School, Prom Blvd.
San Mateo Elementary, Baisden Road
SPTS Inc., 3241 Beach Blvd.
Seminole Kraft
Sheffield Elementary, Lanier Road
Shields Aviation, Craig Airport
South Campus – Beach Blvd.
Southeast Electronics, Roselle Street
Southside Blueprint
Southside Skills Center, Barnes Road
Specialty Engraving
St Augustine High
Stanton Prep School, West 14th Street
Terry Parker High, Parker School Road
The Human Resource Center
Trinity Christian Academy, Hammond Road
Trophy Center, Hogan Street
United Parcel Service, Imeson Road
University Christian School, University Blvd.
University of North Florida
Veterans Memorial Coliseum
WAWS TV Channel 30
WBIX Beach Blvd.
West Nassau School, Callahan Florida
Westside Skills Center (Frank H. Peterson)
Windy Hill Elementary, Forest Blvd.
WJKS TV Channel 17, Hogan Road
WJXT TV Channel 4
Wolfson High School, Powers Avenue
Woodland acres Elementary
WTLV Channel 12
YMCA Riverside Avenue
YWCA Parental Home Road
March 19, 2013
DTC
AO/URC
*
13.4
25
2
2.1
6
12
6
15
24
14
5
28
16
*
16
30
*
22
*
6
16
*
*
4
10
27
21
2
*
14
28
5
20
18
50
21
*
20
6
16
*
5
*
*
KENT
NORTH
SOUTH
DWC
Nassau
*
*
31
*
10.2
14
21
*
*
24
21
14
31
28
*
*
33
30
33.6
9
*
16
*
*
12
24
*
*
12
*
*
29
14
*
*
47
16
*
*
*
23
*
*
*
*
*
*
42
*
17.6
27
16
23.6
*
23
12
20
47
15
27.4
*
20
*
42
*
*
*
*
*
17
37
*
*
18
16.2
*
43
19
*
*
30
29
*
*
*
36
*
*
21.4
34
22
*
2
20
21
18
37
*
*
24
36
29
5
38
*
*
50
*
*
31
*
*
20.6
62
23
17
*
*
22
*
*
5
20
*
*
60
42
6
*
*
20
15
*
*
*
*
*
*
*
*
*
37
*
18
*
*
*
16
*
*
*
*
*
*
*
*
*
*
*
24
18
*
40
*
*
*
14
*
*
*
79
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
*
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
TRAVEL
04-1001
21 OF 20
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE ADOPTED
6Hx7-4.23 Travel and Per Diem
DESTINATION
Yulee School, Yulee Florida
March 19, 2013
DTC
AO/URC
60
KENT
NORTH
SOUTH
DWC
Nassau
72
42
84
69
*