Community college faculty may be eligible for up to $250 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 firstname.lastname@example.org.
To be eligible for this level of reimbursement, you must meet the following criteria.
The $250 in travel reimbursement can cover the following three 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
|Lodging||Itemized paid invoice showing payee, method of
payment, and zero balance
Expenses Not Covered
The following expenses are NOT reimbursable. Please see detailed travel categories below for specific exclusions.
* Car rentals
* Shuttle/taxi services
* Baggage check
* 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.
Driving Instead of Flying
Pre-approval is required from the National Convergence Technology Center (CTC) if you plan to drive instead of fly. If you do not get this approved in advance by Monday, November 18, 2013, these expenses will not be reimbursed.
Request for Travel Reimbursement form 2013_winter_wc_request_for_travel_reimb_general.pdf
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_general.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
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 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.
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||Mileage round-trip home to hotel|