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Accounts Payable

Travel

Travel Reimbursements

With the continual additions of extra charges above the cost of the airline ticket prices, Accounts Payable needed to provide additional clarification on airline fees that are considered to be of a personal nature. The following recommended procedure change was submitted and approved by College Operations Council on April 11, 2012. Modification to Travel by Authorized Personnel (Policy 6Hx28:5-08), procedure statement section F, item 1 reimbursable travel for tourist flight or other common carrier. The following expenses are items that are considered to be of a personal nature, and will not be reimbursed.

  • Early Check-in Fees.
  • Business or first-class upgrades.
  • Aisle, window seat, or additional legroom fee.
  • Travel Insurance for domestic and Canadian travel.
  • Any type of personal preference that is not a required fee.

A seating fee will be considered required if at the time the flight is booked, preferred seating is the only available option which should be documented by attaching a seat assignment to the payment method. An attached Screen Shot must be presented showing that the booked seat is the last available seat on the plane.

Airline Tickets

Airline purchases can be made with a P-Card, however prior approval is necessary before booking a flight. All receipts must be attached to the Per Diem and Local Mileage Voucher. For more specific information please contact the Accounts Payable Department.

Hotels

Hotel purchases can be made with a P-Card or by completing a check request and ensuring that the vendor is set-up in Banner. Prior approval is necessary before booking. All receipts must be attached to the Per Diem and Local Mileage Voucher. For more specific information please contact the Accounts Payable Department.

Utilization of any College Contract is subject to all applicable policies and procedures and may require prior written approval. As with any college transaction, please be certain that you are duly authorized and have obtained the required approvals before initiating any transaction.