CCCTC Butte College Employee Travel

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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 Authorization form must be approved and submitted to the Business Office. 

  1. Download the EMPLOYEE TRAVEL FORM to your desktop
  2. Complete the TOP HALF of the form, making sure to document all related expenses
  3. Collect all related documents into a single PDF to be included with the submission
  4. 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

  5. Monitor your email for a request to review and electronically sign if needed

Post-Travel Reimbursement 

See Travel Reimbursement Guide, hints, and tips below for details on allowable expenses.

  1. Complete the BOTTOM HALF of the same EMPLOYEE TRAVEL FORM used for Pre-Travel
  2. Complete the travel form with your expenses
  3. Scan your receipts into a single PDF file
  4. 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

  5. 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
      • 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 @ $0.575/Mile [1]
    • 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 DownloadTravel Form
Instructions
Travel Reimbursement
Tips Guide