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Travel Guidelines for Working Connections (July 10 - 15, 2011)

For mentored college and partner college individuals that live one or more hours away from Preston Ridge Campus:

  • Up to $1500 in travel reimbursement if you come for the Mentored College meeting on Sunday AND attend all days of Working Connections.
    • NOTE: Working Connections track instructors who's contract included travel reimbursement follow the same guidelines as the $1500 Reimbursement Request for Mentored College attendees.
  • Up to $900 in travel reimbursement if you come for the Sunday Mentored college meeting ONLY.
  • Up to $650 in travel reimbursement (lodging and mileage or plane) if you come to Working Connections only.

The $1500 and $900 expense reimbursement would cover: Airfare (plus checked baggage); lodging; per diem food ($8 breakfast, $12 lunch, $16 dinner) for Saturday; per diem for dinners Tuesday, Wednesday, Thursday and Friday (if applicable); round-trip mileage or transportation from home to airport and airport parking; rental car/shuttle/taxi roundtrip from DFW to Frisco. This year, tolls will not be a reimbursable expense.

Travel Reimbursement Forms

$1500 Reimbursement Request wcmentor1500reim.docx
$900 Reimbursement Request wcmentor900reim.docx
$650 Reimbursement Request wc2011genera650lreim.docx
Per Diem Worksheet (to list meal costs) per_diem_worksheet.xls

Travel Reimbursement Guidelines

Working Connections 2011 travel reimbursements are available only to approved educators and is only intended for those that live one or more hours away from the CTC event. You are personally responsible for following these guidelines. Reimbursement requests will not be accepted until after completing the event as well as providing original receipts and completed documentation. Collin College reimbursable expenditures include:

Mileage: The allowable mileage between two points is the shortest route between those two points. Mileage will not be reimbursed above what the state mileage charts allow. Mileage is reimbursed at $ .50 per mile. Mileage reimbursement will be paid to the driver only. In the event someone chooses to drive to a destination versus flying, the college will only reimburse the cheapest fare. For instance, if it is going to cost $150 to fly round trip to San Antonio, and mileage would be $250, you would only be reimbursed the $150.

A print out of your route, using google maps or mapquest, must be submitted with your travel reimbursement request.

Hotel:.The hotel charges are reimbursable if the attendee would normally stay in a hotel when taking training at Collin College Preston Ridge Campus. It is up to the individual to book a hotel room.

Car rental: A paid invoice must be attached. (Note: You will not have a paid invoice until you turn your rental car in at the end of your trip) On car rentals, neither gasoline nor LDW (Loss Damage Waiver) will not be reimbursed by Collin.

Airline tickets: The canceled airline ticket or the itinerary/invoice for ticketless flights must be attached to the professional leave form. The canceled ticket must be attached when submitting the final request for travel reimbursement. Again, if you choose to drive when it is cheaper to fly, then you will only be reimbursed for the cheaper fare. Note: Fee for checked bags is allowable but flight insurance is not an allowable expense.

Parking/ shuttle/ taxi fares:Receipt of expenditures must be attached to the professional leave form. NOTE: You will not be reimbursed for tolls.

Meals: Meals are reimbursed at the following per diem rates: Breakfast $8 / Lunch $12 / Dinner $16

Per diem for meals will be paid on our standard workday of 8:00 am to 5:00 pm. If you leave on the trip prior to 8:00 am or return from the trip after 8:00 am breakfast will be reimbursed. If you are gone anytime between 11:00 am and 2:00 pm, you will be reimbursed for lunch. If you return from the trip after 5:00 pm or leave on a trip before 5:00 pm, you will be reimbursed for dinner.

You are not eligible for per diem reimbursement of any meals provided as a part of the CTC event that you attend. You must complete and attach the per diem worksheet which shows which meals were provided by the event. If you elect not to eat these meals, you will not be reimbursed for your meal expense unless you provide documentation with your Professional Leave and Travel form that shows that you were not medically allowed to eat the food that was provided at the conference.

Mode of travel (airline vs. automobile) to the destination should be the mode which provides the lowest total cost to Collin. Mode of transportation from the airport to the conference, training, or event location (taxi, shuttle, rental car) should also be the most economical to Collin.

Reimbursement Checklist:

  • Complete and sign the appropriate travel reimbursement request form
  • Complete the per diem worksheet
  • Provide original receipts – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples.
  • If you are requesting mileage, provide a google maps or mapquest

All decisions of the Collin College Business Office regarding travel reimbursements will be final. While individuals are encouraged to be ready to complete their travel reimbursement request on Friday, July 15, 2011, no forms will be accepted after August 5, 2011. Completed travel reimbursement forms along with backup documentation should be mailed to:

Convergence Technology Center/ Collin College/ 9700 Wade Blvd./ Frisco TX 75035

All questions should be directed to Ann Blackman, 972.377.1582

Printable version of these travel reimbursement guidelines:

mentored_college_travel_reimbursement.txt · Last modified: 2018/11/12 11:42 by admin