1.47 Travel Policy
I. Policy
The College’s travel policy is governed by and subject to limitations established in Section 5 of the State Budget Manual and Section 2 of the State Board of Community Colleges’ Accounting Procedures Manual. As such, the purpose of this policy is to illustrate the various principles whereby trustees, employees of, or students enrolled at the College must govern their travel practices. The additional purpose of this policy is to provide statements of uniform guidance to pay for and/or reimburse allowable travel related to official College business. A College trustee, employee, or student traveling on official college business is expected to exercise the same duty of care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, luxurious accommodations, and unnecessary or unjustified services or actions taken for the convenience or personal comfort of a trustee, employee, or student is strictly prohibited. A violation of this policy may result in the reduction in or denial of reimbursements and potential disciplinary actions.
Expenses for authorized travel on official College business by Central Piedmont trustees, employees, students, and prospective professional employees shall be reimbursed from the appropriate fund source, whether state, county, institutional funds. Reimbursable travel expenses include the cost of transportation by private or public motor vehicles; fares paid for public conveyances; fees paid for parking and tolls; the costs of lodging, meals, registration, business phone calls; and gratuities. Reimbursements from state funds are subject to maximum amounts established in the State Budget Manual. All reimbursement requests shall be submitted for approval and payment within 30 days after the end of the travel period, or June 30, whichever comes first. All travel reimbursement is contingent upon the availability of funds.
II. Regulations
A. Employee Travel
- Travel must be approved at least 30 days in advance (when possible) by the employee's immediate administrator or supervisor. Additional pre-approvals may be required for state-funded travel and out-of-state travel, as outlined on the Accounts Payable travel page (login required).
- All international travel must be approved by the President or designee, upon recommendation from the appropriate Vice President. Additional requirements regarding international travel are covered in the Central Piedmont International Travel Procedures.
- Travel for prospective professional employees must be approved by the President or designee, upon recommendation of the appropriate Vice President.
- A blanket Request for Authorization to Travel form (Form) for an employee who conducts College business on a routine basis within the local area is required. The Request for Authorization to Travel form may be completed and approval secured annually.
- A separate Form must be completed and approved for travel not covered under the blanket Request for Authorization to Travel.
- Employee travel between home and the work site or duty station to which the employee is assigned on a given day will not be reimbursed. If an employee is traveling in a College vehicle on official business, the employee is expected to observe all motor vehicle and civil laws.
- The College has set standardized mileage distances between Central Piedmont campuses (login required). The College reimburses travel between Central Piedmont campuses at these standardized distances.
B. Student Travel
- If travel expenses of students are to be paid by state funds, students must be on official College business. Students are subject to the same policies, regulations, and procedures as employees.
- The travel expenses of students participating in athletic contests or student organization activities must be paid from non-state funds.
- Travel by students must be authorized by the administrator, supervisor, or dean who manages the budget from which the funds are paid.
Related Procedures
Changes
Changes approved by the Board of Trustees on May 6, 2020
Changes approved by Cabinet on May 12, 2003; January 11, 2010