I. Rules

A. Expense for authorized travel on official College business by CPCC employees, trustees, students, and prospective professional employees shall be reimbursed from state funds, subject to limitations established by state policy as outlined in the Accounting Procedures Manual published by the North Carolina State Board.

B. Reimbursable travel expenses include the cost of transportation by private or public motor vehicles; fares paid for public conveyances; fees paid for parking and tolls; the costs of lodging, meals, registration, and business phone calls; and gratuities. Reimbursements from state funds are subject to any maximums established by the state.

C. All reimbursement requests shall be submitted for approval and payment within 30 days after the end of the travel period.

D. All travel reimbursement is contingent upon the availability of funds.

II. Regulations

A. All travel must be approved in advance by the employee's immediate administrator as the President's designee.  All international travel must be approved by the President.  Additional requirements regarding international travel are covered in the CPCC International Travel Procedures.

B. Travel for prospective professional employees must be approved by the President or designee.

C. Student Travel

1. If travel expenses of students are to be paid by state funds, the students must be on official College business.

2. The travel of students participating in athletic contests or student organization activities may be paid from non-state funds.

3. Travel by students must be authorized by the administrator who manages the budget from which the funds are paid as the President's designee.

D. A blanket authorization for travel by an employee who must frequently travel within the local area may be made on a month-by-month basis.

E. Reimbursement for expenses in excess of state maximums may be paid from county funds budgeted for that purpose.

F. Employee travel between home and the work site/duty station to which the employee is assigned on a given day will not be reimbursed.

G. The College has set standardized mileage distances from work site to work site. The College reimburses travel among campuses/work sites at the established rate or actual mileage.

III. Procedures

A. A Request to Travel/Authorization form must be completed prior to the travel date by or for the individual requesting permission to travel. Such form is to be completed even if no reimbursement will be requested.

B. The Request to Travel/Authorization form will be submitted to the immediate administrator or other administrator who has the authority to provide initial authorization.

C. Authorization by all designated personnel denotes approval of the travel and encumbrance of funds to cover projected cost.

D. A Request for Reimbursement of Travel and Other Expenses form must be completed and signed by the individual within 30 days after the travel is completed if repayment of expenses is requested. Documentation in the form of receipts or invoices for costs of  lodging, registration, public conveyance (e.g., air, rail, bus, car rental), parking, and tolls must be retained and attached to the Request for Reimbursement form. The form will be forwarded to the Financial Services Group for processing.

E. Specific information and instructions pertaining to College procedures and state limitations on expenditures are on the College Services website at http://inside.cpcc.edu/Reference/collegeservices.htm#travel

Changes approved by Cabinet on May 12, 2003
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