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Travel Request Information

Each department typically recieves $200.00 per full time faculty member for travel. Your departmental operations should include your department's policy on the distribution of these funds. Some departments regularly pool funds so that one or two people can travel each year. Others limit each faculty and utilize local conference opportunities. Should a faculty member have travel needs that exceed the department's ability to pay you may want to encourage them to discuss their travel application with the Office of Faculty Affairs which typically has a very small pool of funds available for special travel such as a major conference presentation or award. Their funding decisions change each year due to the availability of funds and the vote of the Facaulty Development Committee.

Be sure to allow plenty of time to process your travel requests. Your IDS can help you process travel requests. Please keep in mind the following:

ALL Requisitions for prepaid expenses need to come through WITH the Travel Request.
Out of State Travel (500 miles or more beyond the border using a major highway) needs to be Board approved PRIOR to traveling.
If there is a change in dates or amount (by more than 10%) the corrected Travel Request for Out of State Travel needs to go back to the Board. Please notify Budget Control of the change as soon as the change is known.

When travel is complete an itemized expense report must be submitted. The following tips will speed reimbursement.

Helpful Hints
For Itemized Expense Reimbursement Reports

Board Policy requires that Itemized Expense Reports be submitted within 5 days after returning from travel.
Please fill out the form completely, include listing any prepayments. List PO numbers and amounts for these prepayments (i.e. hotel, air-fare, conference registration, cash advances) if you have this information.
Be sure to obtain all necessary approval signatures.
MOST IMPORTANTLY, attach ALL ITEMIZED receipts. All food receipts must be itemized. Many times when ordering room service, your hotel statement will not include itemized food charges. Please ask for an itemized food receipt. When it is impossible to obtain itemized food receipts, please list all your food and beverage items, and sign and date your summary receipt.
Please DO NOT highlight items on receipts. On thermal receipt paper, the highlighter will actually make the written text disappear. Instead, mark next to the item in pen.
If taping receipts to 8.5” x 11” paper, please avoid putting tape over any vital information. This too will make written text disappear. Consider using permanent double sided tape, or submitting them in an envelope, and we will attach them to scratch paper for you.
If you receive a CASH ADVANCE, and owe the college money, please submit your Itemized Expense Reimburse Report to Budget Control before paying the balance due to RCC. We will call you with an exact amount due. This prevents a subsequent payment should there be a discrepancy.
Remember, Travel Requests authorize the travel. Itemized Expense Reimbursement Reports authorize the paid expenses to be reimbursed.