Request for Attendance at Off-Campus Activity, Form TR3-F1

GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT DATE: 1/9/96 OPERATING PROCEDURE REVISED: 8/12/99 OVERVIEW

This procedure describes the process for obtaining approval to attend an off-campus activity. In addition, the Request for Attendance at Off-Campus Activity form identifies funding sources and provides site Business Offices space for tracking prepayments and travel claims.

FORMS USED

Request for Attendance at Off-Campus Activity, form TR3-F1 Mileage Expense Claim Employee's Car, form TR1-F1 Travel Expense Claim, form TR1-F2 Check Request form, form AC1.F2

CODES, REGULATIONS, AND DISTRICT POLICIES RELATED TO THIS PROCEDURE

California Education Code 71040, 71049, and 87032 Governing Board Policy 016, Travel Expense Governing Board Policy 612, Travel Insurance

PRIMARY STAKEHOLDERS: Site Business Officers

COMMENTS

Completed Request for Attendance at Off-Campus Activity forms are used to process travel expense reimbursement. In addition, the form serves as a record that the traveler was on official business.

Calendared events that are routine, local, official business, and one day or less are not considered as travel and do not require submission of the form. "Calendared" means activities that are on the employee's work calendar as official business activities that are scheduled for completion in the course of the employee's workday. "Local" travel is defined as within San Diego County.

Refer to District Operating Procedure TR1, Travel Expense for reimbursable expense definitions.

The Request for Attendance at Off-Campus Activity process is not required for Governing Board members and the Chancellor.

Approved: Issued: 1/9/96

PAGE NO. 1 of 5 GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT DATE: 1/9/96 OPERATING PROCEDURE REVISED: 8/12/99 GUIDELINES

I. Routine trips that do not require form submission.

Routine, calendared, local, official, and one day or less events/business do not require the Off- Campus Activity Request form. Employees should:

• Obtain and fill out the Mileage Expense form if submitting for mileage reimbursement only. • Obtain and fill out the Travel Expense Claim if submitting for more than mileage (meals, parking, etc.)

Forms are available in the site Business Offices. Follow steps 6- 10 below. Submissions for mileage or other expenses resulting from routine, calendared, local off-campus business activities may be submitted on a monthly basis.

II. Routine trips that do require form submission.

Approving administrators may authorize employees to submit one Request for Off-Campus Activity per year if the individual has a regularly scheduled, out-of-county meeting. This request does not need to be date specific. For example, the annual request for the monthly Region 10 Chief Business Officer meeting held in Los Angeles would state "Monthly Region 10 CBO meeting, usually the last Friday of each month, held at Los Angeles Harbor College". Note: The approving administrator has the right and authority to require that the request be more specific to include dates or individual forms and approvals for each meeting.

PAGE NO. 2 of 5 GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT DATE: 1/9/96 OPERATING PROCEDURE REVISED: 8/12/99 STEP TASK PERFORMED BY DESCRIPTION

1 Traveler Submit Activity Attendance Request Obtain Request for Attendance at Off-Campus Activity, form TR3-F1, from the site Business Office. Submit to Dean/Director/Supervisor prior to the date of the activity.

If the travel will be reimbursed by an outside agency, note the agency and the billing process in the funding section of the Request for Attendance at Off-Campus Activity form.

Attach completed Check Request forms if travel pre-payments are requested (see District Operating Procedure AC1, Purchasing and Reimbursements).

2 Supervisor/Dean/Director Authority to Travel Review request and if approved, obtain approval for funding.

If special funding is required, route to the person/committee authorized to approve (i.e. if the travel request is for Staff Development, route to the AB 1725 committee for funding approval). If funding is from regular departmental funds, complete step 3.

3 Authorized Funding Approver Authority for Funding Ensure funds are available and that proposed expenditures are reasonable. Identify account and certify that adequate funds are in the account to cover the proposed travel request. Sign in the "First Level Approval" signature block.

Forward to the second level approving authority for signature. Note: secondary authority to approve is determined by the site.

4 Second Level Approver Approval Determination Review request and if approved, sign the "Second Level Approval" signature block.

5 President/Vice Chancellor/Chancellor Approval Determination Review request and if approved, sign the "Final Approval" signature block and route to appropriate

PAGE NO. 3 of 5 GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT DATE: 1/9/96 OPERATING PROCEDURE REVISED: 8/12/99 Site Business Office for processing.

Retain goldenrod copy of the Request for Attendance at Off-Campus Activity form.

6 Site Business Office Perform Pre-travel Processing Review against available funds in the requested account numbers.

Ensure all necessary approvals have been obtained.

File approved Activity Attendance Request. If the only anticipated travel expense is mileage on a personal vehicle, return blank Mileage Expense Claim Employee's Car form to the traveler. If other expenses are expected, return a Travel Expense Claim form to the traveler along with their copy of the activity request.

Forward any travel prepayment forms to Accounting. These must be received by Accounting two weeks prior to either the date the check is needed or the beginning of travel, whichever is sooner.

Post prepayments to the Business Office (white) copy of the Off-Campus Activity form. Retain white copy, return canary copy to the Special Funding (i.e. Staff Development) funding authority, and the pink copy to the traveler.

7 Traveler File for Expense Reimbursement Submit forms for expense reimbursement within two weeks of completion of the approved off- campus activity (refer to District Operating Procedure TR1, Travel Expense). A written explanation must be provided for reimbursement submissions sent in after the two-week period following travel. Attach original receipts as necessary.

Submit to Dean/Director as appropriate.

8 Dean/Director Review Expense Claim

PAGE NO. 4 of 5 GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT DATE: 1/9/96 OPERATING PROCEDURE REVISED: 8/12/99 Review claim and if approved route to appropriate Site Business Office for processing.

9 Site Business Officer Post Payments Review reimbursement requests. If approved, sign expense forms and posts payments on the Request for Off-Campus Activity form. Forward reimbursement requests to Accounting for check processing.

10 Accounting Cut Reimbursement Check Process request and deliver warrant to district employee, or route to the Site Business Office for distribution.

If travel expenses will be paid by an outside agency or project, bill the agency for reimbursement of expenses.

11 Site Business Office Deliver Reimbursement Check Record warrant number and send notice to the employee that the check is available.

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