Pre-approved Convergence College Network (CCN) and partner college individuals may be eligible for up to $1300 in travel reimbursement. Please review the following information prior to making travel arrangements. You are personally responsible for following the guidelines below.
Questions and concerns should be directed to Mark Dempsey at 972.377.1582 or email@example.com.
To be eligible for this level of reimbursement, you must meet the following criteria.
The $1,300 in travel reimbursement can cover the following seven categories. Please click the link for detailed information about allowable expenses in each category. All are listed on the “Request for Travel Reimbursement” form.
|Travel Category||What you Submit|
|Car||Google Maps/MapQuest printout showing mileage|
|Airfare||Receipt with passenger name, total amount paid,
form of payment, and itinerary
|Parking (at your home airport)||Original receipts|
|Lodging||Itemized paid invoice showing payee, method of
payment, and zero balance
|Meals (for any not provided by the event)||Completed Excel “Per Diem Worksheet”|
|Baggage Check||Original receipts|
Expenses Not Covered
The following expenses are NOT reimbursable. Please see detailed travel categories below for specific exclusions.
* Car rentals
* Shuttle/taxi services between hotel and campus will not be covered as they are provided free by suggested hotels
* Toll fees and gasoline purchases
* Travel agent fees or travel insurance (includes fees charged by on-line travel sites)
* Airline upgrades and extra fees
* Hotel room upgrades, valet parking, and personal expenses
Please note also that Collin College will not reimburse for airline and hotel bundles purchased through online travel sites (e.g. Travelocity Orbitz, Priceline, Hotwire, etc.) if an itemized airfare or hotel receipt cannot be obtained by the traveler. Many of these sites charge one rate for both airfare and hotel and often the hotel cannot provide the sort of itemized paid invoice that Collin requires for reimbursement. In general, Collin College urges you to avoid these on-line travel websites even if you're not buying a bundled package. If the travel website or the vendor (hotel, airline) cannot provide you an itemized receipt of payment, your expenses will not be reimbursed.
Special Expenses Requiring Pre-approval
Pre-approval is required from the National Convergence Technology Center (CTC) for the following two situations. If you do not get these special expenses approved in advance by Monday, November 18, 2013, these expenses will not be reimbursed.
* You want to drive instead of fly
* You anticipate expenses above the $1300 cap
Request for Travel Reimbursement form 2013_winter_wc_request_for_travel_reimb_ccn.pdf
Per Diem Worksheet - Excel Spreadsheet 2013_per_diem_winter_wc.xls
Texas Hotel Occupancy Tax Exemption Certificate texas_hotel_occupancy_tax_exemption_certificate.pdf
Travel Guidelines handout (hard copy version of this webpage) travel_guidelines_ccn_level_1.pdf
Completed travel reimbursement forms along with backup documentation should be mailed by Friday, January 17, 2014 to:
National Convergence Technology Center
attn Mark Dempsey
9700 Wade Blvd. #J130
Frisco, TX 75035
All questions regarding CCN Participant travel should be directed to:Mark Dempsey 972.377.1582
Reimbursable Expenditure Details
You must submit a print-out of your route documenting miles traveled, using either Google Maps or MapQuest.
The allowable mileage between two points is the shortest route between those two points. Mileage is currently reimbursed at 56c/mile and paid to the driver only.
Driving instead of flying must be pre-approved by Monday, November 18. In the event you choose to drive rather than fly to North Texas and are approved to do so, you will only be reimbursed the cost of the less expensive mode of travel. For instance, if it costs $150 to fly round trip to North Texas, and $250 for mileage, you would only be reimbursed the $150.
Toll fees will not be reimbursed. Gasoline purchases will not be reimbursed.
Local mileage, including mileage between the event venue and your Frisco hotel, will not be reimbursed. It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. All hotels suggested on this wiki website have made assurances that free shuttle service is available.
You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary. A “confirmation” or “reservation” email is not enough.
The National CTC will pay for a basic coach seat and one checked bag each direction. A 21-day advance purchase is required for all airline tickets. Specifically, if you buy a ticket after Sunday, November 24, you will only be reimbursed for the amount the ticket would have been had it been purchased 21 days in advance. For instance, if you buy a ticket on November 25 for $500 and Collin College determines that the ticket would have cost $300 on November 24, you will only be reimbursed the $300.
Flight insurance, seat upgrades, early check-in or early boarding, preferred seating (unless there is proof no other seating category is available), or extra-leg room (unless a medical necessity as described by a doctor), and similar fees will not be reimbursed.
Again, if you want to drive rather than fly to a destination, you must be pre-approved by the National CTC by Monday, November 18. You will only be reimbursed for the less expensive mode of travel.
List any applicable bag-check fees under “Other” on the “Request for Travel Reimbursement” form.
You must submit original receipts of expenditures. Blank taxi receipts will not be accepted – the receipt must include taxi company name, service date, and pick-up/drop-off locations.
Mode of transportation from DFW airport to your Frisco hotel (via taxi or shuttle) should be the mode most economical to Collin College.
Local transportation (via taxi or shuttle) from your event city hotel to the event venue will not be reimbursed. It is expected that you will pick a hotel that is either within walking distance to the event venue or offers complimentary transportation to the event venue. All hotels suggested on this wiki website have made assurances that free shuttle service is available.
You must submit original receipts of expenditures at your home city airport. Only reasonable, economical parking fees will be reimbursed. No valet parking accepted.
You must submit an itemized paid invoice showing payee, check-in/check-out times, method of payment, and zero balance. A “confirmation” or “reservation” email is not enough.
It is up to the individual to book a hotel room.
Collin College will not reimburse a room costing more than $140/night including taxes.
Valet parking, room upgrades, movies, alcohol, or any other similar personal expenses will not be reimbursed.
Texas educators are encouraged to complete and submit the Texas Hotel Occupancy Tax Exemption Certificate to their hotel to be exempt from state taxes. Collin College will not reimburse state occupancy taxes for Texas educators.
You must submit a completed Excel “Per Diem Worksheet” spreadsheet.
Meals are reimbursed on a per diem basis and do not require receipts.
For this event, the rates are set at $10 for breakfast, $15 for lunch, and $21 for dinner.
Per diem for meals will be paid based on Collin College’s standard workday of 8:00 am to 5:00 pm:
* Breakfast will be reimbursed if you leave home for the trip prior to 7:00am or return home after 1:00pm.
* Lunch will be reimbursed if you are away from home anytime between 11:00am and 1:00pm.
* Dinner will be reimbursed if you leave home for the trip after 5:00pm or return home after 6:00pm.
You are not eligible for per diem reimbursement for any meals provided as a part of the National CTC event you’re attending. The Excel “Per Diem Worksheet” spreadsheet will show which meals were provided by the event. If you elect not to eat these event-provided meals, you will not be reimbursed for your meal expense unless you provide documentation that shows you were not medically allowed to eat the food provided at the event.
You must submit an original receipt. Only one bag fee per trip leg will be reimbursed.
Driving Vs. Flying
Driving instead of flying must be pre-approved by Monday, November 18, 2013. Should you choose to drive rather than fly, you will only be eligible for the following reimbursement expenses. Also, only the cost of the less expensive mode of travel will be reimbursed.
In general, if you drive alone, your mileage reimbursement will be capped at the cost of a round-trip airline ticket. If you're carpooling with another Working Connections attendee, however, then the National CTC may consider reimbursing you the full amount for your round-trip mileage.
|Reimbursements if you fly||Reimbursements if you drive|
|Mileage round-trip home to airport OR shuttle/taxi round-trip home to airport||Mileage round-trip home to hotel|
|Airport parking fees|
|Airfare and one checked bag in each direction|
|Shuttle/taxi round-trip airport to hotel|
|Per Diem (for meals not provided at event)||Per diem (for meals not provided at event)|