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Accounts Payable and Contract ServicesContract Services and Accounts Payable
Retired 8/8/23. Use this link instead:
https://ccctechcenter.org/services/operations/travel-reimbursement
Travel Reimbursement Procedure
Employees of the CCC Technology Center will use this procedure to obtain reimbursement for allowable travel expenses related to CCC project travel. This may include committee meetings, other project related meetings, trainings, or workshops.
Pre-Travel Procedure
Before traveling
,a Travel
AuthorizationRequest (TR) form must be approved and submitted to the Business Office.
[Header]:- Download the EMPLOYEE TRAVEL REQUEST FORM to your desktop
- Complete the TOP HALF of the form, making sure to document all related estimated expenses (
- see Travel Form Instructions below)
- Collect all related documents into a single PDF to be included with the submission
Upload your completed worksheet in EXCEL FORMAT (.xlsx) with your PDF
of documentation
to CCC Technology Center
Alternate link here: https://app.smartsheet.com/b/form/84e26b4c80a141f7ab718906f6d026bf- Monitor your email for a request to review and electronically sign if needed
Post-Travel Reimbursement
See Travel Reimbursement Tips Guide
, hints, and tips(below) for details on allowable expenses.
Download- Complete the BOTTOM HALF of the same EMPLOYEE TRAVEL
- REQUEST FORM used for Pre-Travel
- Complete the travel form with your expenses
- Scan your receipts into
- .pdf files
- Upload your completed worksheet in EXCEL FORMAT (.xlsx) with your PDF-scanned receipts
- to CCC Technology Center
Alternate link here: https://app.smartsheet.com/b/form/84e26b4c80a141f7ab718906f6d026bf - Monitor your email for a request to review and electronically sign your
- submission
Please upload the travel form as an Excel file, all other documents should be PDF
See below for forms and frequently asked questions.
Hints and Tips:
- Airfare:
- Prior to your trip, include a Full Flight Itinerary with Dates, Times, and Departure/Return Airports
- On return, submit your itemized receipt showing final payment
- Airfare, hotels, or rental cars purchased as part of a "bundle" or "package" through sites such as Expedia, Kayak, or Orbitz are not eligible for reimbursement
Mileage Reimbursement
What is the MER/RC Form? Is this still a valid distinction??
What determines when you use a Reimbursement Request, a Mileage Expense Report, or a Reimbursement Claim? Are these separate forms from the TR form? If not, why do they have their own submission selection on the SmartSheet submission form?
- These items must be reserved and purchased separately with itemized receipts showing the cost
- Mileage Documentation:
- Provide MapQuest/Google Map showing the total mileage for your trip
- District Reimbursement Rate for 2021 @ $0.56/Mile
- If mixed modes of transportation, please provide a breakdown and well-written notes to ensure prompt and accurate processing
- Drive vs. Fly:
- You can be paid mileage instead of airfare if the cost of mileage is less than the grand total of flying, driving, and parking
- When calculating the cost of your flight, obtain a screen-capture or printed itinerary for the comparative 2-week advance purchase fare to include in your documents
- When calculating mileage, obtain a screen-capture of a GoogleMaps route (or similar application) showing the total mileage for driving
- When calculating parking, obtain a screen-capture of the parking rate from the relevant airport's parking lot
Click Document Thumbnails to View
| Employee Travel Form Alternate Download | Travel Form Instructions | Travel Reimbursement Tips Guide | ||||||||||||||||||
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