About Travel

As a state employee, when you travel on state business to locations that are more than 35 miles away from both your work site and home, you are in travel status. While on travel status, you are eligible for reimbursement of travel-related expenses. This is commonly referred to as “Travel.”

Before traveling, it is important that you understand the expectations for travelers and the travel process.

Travel Expectations

Travel must be for state business and authorized in advance of the travel.
The college may restrict travel to locations for any reason.
Travelers should use the most efficient and cost effective method of transportation.
Travelers driving vehicles must comply with the Fleet Management Policy.
Only actual, necessary, and reasonable business expenses incurred when the employee is in travel status will be reimbursed.
Travelers must submit a Travel Voucher with supporting documentation within 30 days to account for expenses and claim reimbursement.

State business is any activity directly related to your job responsibilities and/or furthers the mission and operations of the college.

Travel rules and regulations are governed by the Office of State Comptroller (OSC), Internal Revenue Service (IRS) and the college's Travel Policy.

Download Our Traveler Checklist

The Travel Process

Quick Overview of the Travel Process

Before Traveling

The travel process begins with planning your travel. Develop a budget of the costs that may be incurred (e.g., meals, lodging, transportation, registration fees) and talk to your supervisor.

If your supervisor supports the travel, complete a Travel Authorization and Advance Form and route it for necessary approvals.

Upon approval of the online Travel Authorization, make your reservations. This is best done with a Travel Card to minimize expenses incurred by you personally.

Before departure, confirm you have received LENS Clearance (if you are driving a vehicle) and that you have all necessary forms (including any Tax Exempt Certificates needed).

View our Travel Authorization How-to Guide
While Traveling
While on travel, conduct yourself in accordance with applicable college and OSC policies and within the scope of the travel authorization approved.
- If driving, comply with the college’s Fleet Management Policy and all applicable traffic and vehicle laws.
- Collect and save receipts and other documentation necessary to support travel expenditures.
- Notify your supervisor and Regional Procurement Services if there are significant changes to your travel due to factors beyond your control.
After Traveling

Within 30 days of returning from travel, complete a Travel Voucher. This form is needed to account for the expenses incurred and to claim reimbursement for any out-of-pocket expenses.

Attach all receipts and other supporting documentation to the voucher, obtain necessary signatures, and submit the completed form to Regional Procurement Services.

Any reimbursement will be paid in the same manner as your paycheck.

View our Travel Voucher How-to Guide