Travelers are expected to request the government or conference lodging rate first when reserving lodging or requesting quotes. This rate is based on location and found at www.gsa.gov. If not possible to stay at the government or conference rate, the traveler will receive actual lodging cost as long as the amount is pre-approved with a GSCC Travel Request Form and the lodging/hotel receipt is attached. Meals using this form are listed at a separate per diem rate found at www.gsa.gov.
For expense reimbursement, the bottom part of the GSCC Travel Request Form should be completed with estimated amounts approved for travel expenses. The actual total amount expended for a trip cannot exceed the total amount approved for the trip by more than 10%.
Private car mileage is reimbursed and calculated at the current rate. Be sure to report mileage in whole miles. Enter miles driven to destinations and return using current map mileage such as Google Maps or odometer readings. All vicinity mileage should be recorded as such, and if it exceeds more than twenty miles on any day, indicate major points of travel covered. Reimbursement at the current rate per mile is paid to employees traveling by private car at State expense. Enter or let auto-calculate total amount of mileage reimbursement requested.
Some exceptions to consider when claiming mileage reimbursement:
Enter dates and amounts of each receipt. Enter total or let auto-calculate.
All receipts are to be produced by the business, not the traveler and can be copies or printouts.
Note: FREQUENT FLIER MILES – If the College pays for your airfare by purchase order and frequent flier miles are awarded, they are the property of the College.
For meal reimbursement, the daily cap on meals as established by the State of Alabama Comptroller shall be presumed to be necessary and reasonable. To determine the daily meal cap, enter the city and state of your destination as instructed at this link: https://www.gsa.gov/travel/plan-book/per-diem-rates. Individual meal caps are provided, but the “M&IE Total” is your daily cap. This total meal cap includes all taxes and tips associated with your meals. The daily meal per diem is a flat-rate allowance and is intended to cover costs of meals and incidental expenses (tax and tips). A traveler is not required to submit receipts for these items. A traveler will receive per diem, as outlined above, regardless of actual expenses. If a meal is provided by a conference or other host, the dollar amount of that individual meal shall be deducted from your daily cap. A daily meal cost that exceeds the total daily cap limit will not be reimbursed. A print out of the meal cap calculation (gsa.gov) must also be submitted with each travel reimbursement request.
Room fee and taxes associated with the fee are reimbursed. An itemized receipt of paid expenses is required to be attached. Movies watched and charged to the room are not reimbursed. If nights stayed for business purposes exceed the number approved and the expense does not exceed the amount approved, the extra nights can be reimbursed. Room receipt is to show payment.
Fees for an employee’s registration can be paid by either of the following methods:
The vendor can accept a purchase order and be paid after the meeting is held
OR
The traveler can pay the registration fee and be reimbursed by including the registration receipt copy and entering the amount on the form (bottom right).