Community College of Rhode Island

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In-State Travel Policy and Procedures

Effective date: June 1, 2014

A.  BACKGROUND:

The Community College of Rhode Island (CCRI) generally follows State of Rhode Island guidelines on in-state travel for business purposes.  These guidelines are published in RI Department of Administration Procedure A-46.  Where necessary, to accommodate CCRI's unique mission, additional guidelines have been established.

B.  POLICY STATEMENT:

  1. Allowable costs for in-state travel are necessary expenses for transportation and other expenses incurred by CCRI employees and other, properly authorized, individuals, traveling on official College business.  Employees and authorized individuals may be allowed reimbursement for the use of their personal automobiles at the established mileage rate (available on the CCRI Controller's website) plus additional other related expenses when it is economical and/or advantageous to the College.  Only mileage in excess of the employee's normal commuting mileage is eligible for reimbursement.
  2. All travelers are expected to exercise prudent responsibility when committing College funds.  Travel on business should be conducted at minimum cost for achieving the success of the mission.  The traveler is expected to exercise the same care in incurring travel expenses that a prudent person would exercise if traveling at his/her own expense.  Travel should not be abused for personal advantage.
  3. Travelers must follow prescribed procedures for the authorization, documentation, and reimbursement of travel expenses.  Unauthorized travel expenses will not be reimbursed.
  4. Supervisors are required to understand and comply with this policy when approving travel authorizations and claims.  They are not authorized to make exceptions or special arrangements.

C.  PROCEDURES:

1.  General - Employees and other individuals should ensure that their supervisor/approving authority has authorized in-state travel before undertaking it.  Departments will provide the Controller's Office with a list of personnel in their department authorized to approve travel claims.

2.  Mileage -

             a.  No mileage reimbursement will be allowed between an employee's residence and the campus they are normally scheduled to work at.  This is considered to be a personal employee commuting expense by the IRS and is not eligible for reimbursement.

             b.  When performing official in-state travel, the traveler must keep a detailed daily record of the travel, including a record of related expenses, e.g., tolls and parking fees.

             c.  A current in-state travel expense voucher must be prepared, approved, and submitted to the Controller's Office at the Knight campus for audit and processing to receive reimbursement.  Out-of-state travel that does not involve commercial transportation or lodging may be submitted for reimbursement on the In-state travel expense voucher.  The detailed instructions to complete the expense voucher are available on the Controller's website.  Reimbursement claims must be submitted no later than the last day of the month following the month in which the travel occurred.  Claims submitted after this deadline will not be reimbursed.

             d.  The employee and the appropriate official authorizing such travel will be responsible for the validity of any request for compensation for miles actually traveled on college business.

             e.  No transportation costs will be allowed between any employee's place of residence and their scheduled college work site.  However, in connection with work related field trips, when the distance between the employee's residence and their destination is greater than the distance between their residence and their scheduled college work site, the field trip mileage in excess of the mileage between the employee's residence and their scheduled college work site is reimbursable.  If the distance between an employee's place of residence and their field trip destination is shorter than the distance between their residence and their scheduled college work site, reimbursement of mileage will not be allowed.

             f.  The following are some examples of how these rules apply to the reimbursement of mileage and related expenses. These examples are not all inclusive.

            g.

Trip Description Mileage reimbursement allowed?

Attend authorized, college related business meetings and events

away from campus employee is normally scheduled to work at

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

 Extended day or overload teaching

No

 Union personnel performing union  business

No

 Coaching or student advisor duties related to sports or student organization events

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

 Required attendance at official college events and college sponsored social or charitable events, e.g., Professional Day, Commencement, Society of Knights functions, and golf tournaments

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

 Voluntary attendance at official college events and college sponsored social or charitable events, e.g., Commencement, Society of Knights functions, golf tournaments, and farewell parties

No

 Travel, on the same day, to different campuses to fulfill regularly scheduled teaching load, e.g., teaching a regularly scheduled course at the Lincoln campus in the morning and another regularly scheduled course at the Newport campus in the afternoon (teaching schedules may be requested to verify eligibility)

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

Travel for nursing and allied health faculty to fulfill clinical teaching assignments

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

 Travel required by the job position, e.g., supervision of assigned personnel in the field

Yes (but only for mileage in excess of the commute to your normally scheduled campus and related expenses - tolls and parking)

 3.  Other Expenses -

             a.  Conference registration fees are reimbursable when paid to attend conferences related to official College business.  If prepayment of conference fees is required, such payment will be made by the Controller's Office.  The conference payment receipt must be attached to the approved in-state travel expense voucher form.  The form and detailed instructions to complete it are available on the Controller's website.

             b.  Meals or lodging are not allowed for in-state travel unless specifically authorized by the applicable vice-president.  In all cases where meals and/or lodging are claimed, a complete written explanation of the business necessity must be attached to the in-state travel expense voucher along with original receipts for the claimed expenses.  Alcoholic beverages are never an allowable expense and will not, in any case, be reimbursed.

             c.  Necessary parking fees and tolls are reimbursable.  Original receipts for all individual expenditures over $5.00 must be attached to the in-state travel expense voucher.  In addition, receipts for full-price Newport Bridge tolls must be attached to the form.  No receipt is required for using the discounted Rhode Island E-Z Pass transponder toll rate.

             d.  Expenses other than those listed above will not be reimbursed.  The college will not reimburse any costs, fines, penalties, or assessments incurred by a traveler that result from violation of any federal or state law or local ordinances while operating a vehicle on official state business.       

D.  POLICY APPLIES TO:

  1. All CCRI employees with the exception of all but student ambassador student employees.  For employees participating in a collective bargaining agreement, in cases of conflict between this policy and the provisions of the collective bargaining agreement, the provisions of the collective bargaining agreement will take precedence.  For grant employees, in case of conflict, grant terms will prevail over this policy.  In such collective bargaining and grant cases, those portions of this policy not affected thereby remain in full force and effect.
  2. Other non-employees, as designated by the President, engaged in authorized College business, e.g., job applicants on interview visits.

E.  INTERPRETATIONS AND EXCEPTIONS:

Final decisions on interpretations of and exceptions to this policy will be made by the Vice-President of Business Affairs and/or designee.

F.  RESPONSIBLE DEPARTMENT:

The Office of the Controller is responsible for maintaining this policy and the associated operating procedures.

G.  RELATED POLICIES:

  1. RI Department of Administration Procedure A-46
  2. CCRI Policy #7. 14.2 - Out-of-State Travel

Instructions for Preparing the In-State Automobile Travel Reimbursement and Accounting Report (A-14x)

The In-State Travel Reimbursement form is only available in the attached Excel format. The form can only be completed in Excel. Open the template version (Excel†) of the In-State Travel form and save the template on your computer. Complete the form in Excel, print and sign the hard copy. This hard copy will need to be forwarded to the Controller’s Office for processing.

Print the sample form (PDF*) to review while reading these instructions. Use your browser's back button to return to this page.

MS Excel documents require MS Excel to view or print

The following information must be included on the A-14X (In-State Travel Reimbursement) form:

  1. Traveler’s full name.
  2. Traveler’s CCRI ID Number. Traveler's vehicle make (Nissan, Chevrolet) that was used.
  3. Traveler's vehicle model (Altima, Impala) that was used.
  4. Year of the vehicle that was used.
  5. Vehicle registration number of the vehicle used.
  6. The vehicle registration number is the number on the plates issued to you when the car was registered.
  7. Name of the city or town in which you reside.
  8. Department's Banner Fund, Organization, Account, and Program (FOAP) codes.
  9. Dates that travel took place.
  10. List starting point and all destinations that will be claimed for reimbursement. Please be specific (i.e., from Knight Campus, to Liston Campus to the Flanagan Campus and returned).  Use separate lines if needed.
  11. Briefly state the business purpose for the travel, e.g., articulation meeting, sales call, etc.
  12. Vehicle odometer readings at beginning and end of travel.
  13. Calculate miles traveled by subtracting the beginning odometer reading from the ending odometer reading. (Excel template version performs this calculation).
  14. Cost of tolls and/or parking fees. Original receipts must be attached to travel voucher when applicable.
  15. Total miles driven for the month. (Excel template version performs this calculation). Total dollar amount for mileage is calculated by multiplying the total mileage by the current state reimbursement rate per mile- $.560 as of January 1, 2014. (Excel template version performs this calculation).
  16. Total of Other Charges is inserted in this space (Excel template version performs this calculation).
  17. Grand total of the mileage and other travel costs (Excel template version performs the calculation)
  18. Print the Excel version of the completed form.  Sign and date the voucher.
  19. Dept. head or supervisor must approve by initialing and dating the travel voucher in the middle (bottom) of the form.

Please be very careful when completing the form. If any of the above required data is omitted, the form will have to be returned to the traveler for correction. Only use the templates provided on-line. These templates have the current mileage reimbursement rates. If you use a previous version and the rate is incorrect, the form will be returned to you for correction.

Individuals will not be reimbursed for purchasing EZ Pass transponders.

Once the In-State Travel Reimbursement form has been completed and approved by the traveler’s supervisor or department chairperson, it is sent to the Controller's Office for review and then to the Business Office for signature and then returned to the Controller's Office for audit and processing.

Once you have been TRAINED by the Controller's Office, and have been put into the system you can process your In-State Travel Electronically with this link  -   https://tem.ccri.edu/tvlexp/tvlexp-flex/index.jsp

IN ORDER TO USE THE IN-STATE TRAVEL PROCESS YOU MUST BE SET UP IN THE TRAVEL MODULE SYSTEM.  PLEASE CONTACT JO ANNE ROBITAILLE - 401.825.2150 - jrobitaille@ccri.edu  TO SET UP A TRAINING.

 *MS Excel documents require MS Excel to view or print

This page developed and maintained by The Controller's Office. Send comments and suggestions to sapicard@ccri.edu


Last Updated: 12/5/14