Travel forms are processed/paid once the trip(s) are completed and the required forms are approved and submitted to the Accounts Payable office. Supervisor pre-approval must be authorized (dated) in writing before the travel date(s) occur using the GSCC Travel Request Form. Travel that occurs without prior written approval may result in the traveler absorbing the travel expenses. Mileage is reimbursed at the state rate for personal vehicle use. Mileage is to be listed in whole miles. State owned vehicles are available if needed for travel (trip fuel receipts required for reimbursement). Contact transportation for availability. Contact Call (X8353) or email Accounts Payable for any other questions.
REGULAR IN-STATE TRAVEL
Use for daily travel and per diem overnight when not requesting actual expense reimbursement. Small miscellaneous, registration, and single parking fees can also be listed on this form utilizing the bottom right area of the form.
Multiple travel days can be included on one form. Each dept. can determine if weekly, monthly, or trip specific travel are listed on travel forms turned in from their dept.
GSCC Travel Request Form
Regular In-State Travel Form
Mileage Chart
For detailed completion and those new to travel, see further down this section.
STATE OWNED VEHICLE
State owned vehicles are available if needed for travel (trip fuel receipts required for reimbursement)
Click this link for more information
REIMBURSEMENT REQUEST
To complete the travel reimbursement forms:
- Complete GSCC Travel Request Form before travel dates
- Complete applicable travel reimbursement form.
- Enter name of traveler, dept. and FOAP or budget number
- Enter A#:
A. If the traveler has not traveled before, the traveler must contact Purchasing@gadsdenstate.edu to request the address where traveler would prefer the check to be sent.
B. If travel checks are not being sent where desired, the traveler must contact/email the purchasing@gadsdenstate.edu to update the information: include Name, A#, and where check is to be sent.
- Enter Dates of Travel
- List locations driven: from, to, and return (Always use shortest distance *see mileage guidelines below)
- Enter miles (whole miles)
- Enter departure and return times
- Calculate mileage amount
- If applicable, enter hotel, air and ground transportation, and parking (attach receipts)
- If applicable, enter registration cost (attach receipts)
- Complete Page 1 of Actual or Out of State travel form by entering calculated amounts from Page 2.
- Sign the form
- If approved, Budget manager or Supervisor signs the form to approve payment
MILEAGE REIMBURSEMENT
Reimbursement at the rate of 67 cents per mile will be made to persons traveling by privately owned vehicles on official business for the state. All mileage must be reported in whole miles rounding either up or down. If travel involves more than one city, the route taken should be indicated. For example, Gadsden – Montgomery – Birmingham – Gadsden. All vicinity mileage should be recorded as such, and if it exceeds twenty miles on any day, indicate major points of travel covered.
Click here for a list of frequently traveled destinations and the mileage from the Gadsden Campus
Some exceptions to consider when claiming mileage reimbursement:
- A traveler is paid mileage for travel from whichever is less, their home to their destination or from their official base to their destination. The traveler is paid for their actual mileage. No mileage is paid from their home to their official base.
- If during travel, there is an interruption of travel or deviation from the direct route due to the traveler’s personal reasons, the mileage allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical usually traveled route.
MEAL PER DIEM REIMBURSEMENT
- A traveler is paid $12.75 per diem for a trip of six to twelve hours duration.(Paid through Payroll dept)
- A traveler is paid $34.00 per diem for a trip that exceeds twelve hours duration but does not require an overnight stay. (Paid through Payroll dept)
- A traveler is paid $85.00 per diem for each day of a trip that involves one overnight stay. (Paid through Accounts Payable dept)
- A traveler is paid $100.00 per diem for each day of a trip when traveling requires two or more overnight stays.(Paid through Accounts Payable dept)
Per diem amounts of $12.75 and $34.00 are paid to reimburse meal expense and are reported as taxable income on the employee’s W-2 for that tax year. The overnight per diem rate is paid to reimburse meal and room expenses and is not reported as taxable income on the employee’s W-2.
According to State of Alabama Travel Law, per diem must be paid when due. State of Alabama Travel Law does mandate the following exceptions:
- Per diem is not paid for travel that is within the city limits of the traveler’s base.
- If during travel, the traveler returns to the city limits of the traveler’s base, per diem is interrupted and may not be due. For example: A traveler’s base is Gadsden and he leaves Gadsden to travel out of the city limits of Gadsden at 8:00 a.m. He arrives back in Gadsden at 1:00 p.m. He makes a second trip out of the city limits, leaving Gadsden at 3:00 p.m. and returning to Gadsden at 8:00 p.m. No per diem would be due for this day’s travel because the traveler returned to the city limits of his base while traveling.
- If during travel, there is an interruption of travel or deviation from the direct route due to the traveler’s personal reasons, the per diem allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical usually traveled route.
- If the traveler is traveling as a chaperone with College Students within the city limits of their base, the traveler’s expenses can be included in a purchase order which covers student’s expenses. No per diem can be claimed.
- If the traveler is traveling as a chaperone with College Students outside the city limits of their base, the traveler’s expenses cannot be included in a purchase order which covers student’s expenses. The traveler pays their own expenses and may request the applicable per diem rate on the In-State Travel Form. Per diem is paid to reimburse meal and room expenses.
MISCELLANEOUS EXPENSES
Miscellaneous expenses, which can be reimbursed on the In-State Travel Form, are registration fees, and parking fees. If a state-owned automobile is driven, operating expenses, such as gasoline and oil, should be listed. Original receipts are required in order to be reimbursed for these items. Any other fees would be unusual and approval from the Director of Financial Services would be required before reimbursement could be made.
REGISTRATION FEES
The College is not able to provide employees with College hand carry checks to pay for their own required registration fees unless the employee is traveling with a student(s) and a registration fee is required for the student(s) also.
Click here for more information regarding student travel and registration checks
An employee’s registration fee can be paid by either of the following methods: 1) the vendor can accept a purchase order and be paid after the meeting is held or 2) 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).