Travel Reimbursement Guidelines

Pre-approved individuals may be eligible for travel reimbursement from the National Convergence Technology Center (CTC). Please review the following information prior to making travel arrangements. You are personally responsible for following the general guidelines below. Specific details on each individual event can be found on the Travel Reimbursement Forms page.

Questions or concerns should be directed to Mark Dempsey (972.377.1582, mdempsey@collin.edu).

Covered Expenses

Travel reimbursement can include some of the following categories, all of which will be listed on the “Request for Travel Reimbursement” form:

Travel Category
What You Submit
Car
GoogleMaps/MapQuest printout showing mileage
Airfare
Receipt with passenger name, total amount paid, form of payment, and itinerary
Shuttle/taxi
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"

Expenses Not Covered

The following expenses are NOT reimbursable. Please see the detailed travel categories below for specific exclusions.
  • Shuttle/taxi services between hotel and event venue will not be covered as they are provided free by suggested hotels
  • Toll fees and gasoline purchases
  • Travel agent fees or travel insurance
  • Airline upgrades and extra fees
  • Hotel room upgrades, valet parking, and personal expenses
Please note also that Collin College will not reimburse for airline, hotel, and rental car bundles purchased through online travel sites (e.g.Travelocity, Orbitz, Priceline, etc) if an itemized airfare, hotel, and rental car receipt cannot be obtained by the traveler. That is, many of these sites charge one rate for airfare and hotel and often the hotel cannot provide the sort of itemized paid invoice that Collin requires for reimbursement.

Important Info

  • The National CTC will typically reimburse on a first-come, first-served basis until funds are exhausted. In those cases, your travel reimbursement eligibility will be confirmed via e-mail within 48 hours of your registration for the event.
  • Reimbursement requests will not be processed until after the event ends and after you have provided all required paperwork and original receipts as described below.
  • There will be a deadline for submitting paperwork. If you are not able to provide all required documentation by the stated deadline, you waive your right to reimbursement.
  • The National CTC follows Collin College’s policy on travel reimbursements. All decisions of the Collin College Business Office regarding travel reimbursements will be final.
  • All reimbursement submissions are subject to review and approval and may not be guaranteed.
  • An important rule of thumb: always select the mode of travel that provides the lowest total cost to Collin College. To do otherwise risks the denial of your reimbursement request.

Checklist

  • Complete and sign the “Request for Travel Reimbursement” form – a paper copy with an ink signature is required. (Please note that at the top, “Travel START Date & Time” refers to the day and time that you left your house and “Travel END Date & Time” refers to the day and time that you returned home.)
  • Complete the Excel “Per Diem Worksheet” spreadsheet. (Please note that at the top, “Time Left” refers to the day and time that you left your house and “Time Returned” refers to the day and time that you returned home.)
  • Provide original receipts – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples. These will be attached to the “Request for Travel Reimbursement” form.
  • If you are requesting mileage, provide a GoogleMaps or MapQuest print-out documenting miles traveled.

Completed travel reimbursement forms along with backup documentation should be mailed by the deadline to:

National Convergence Technology Center
Collin College
attn Mark Dempsey
9700 Wade Blvd. #J130
Frisco TX 75035

Questions?

All questions should be directed to Mark Dempsey, 972.377.1582 mdempsey@collin.edu.
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Reimbursable Expenditure Details


Car:

You must submit a print-out of your route documenting miles traveled, using either GoogleMaps 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. In the event you choose to drive rather than fly to an event city 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 San Antonio, and $250 for mileage, you would only be reimbursed the $150. More information about driving vs. flying can be found below.

Toll fees will not be reimbursed. Gasoline purchases will not be reimbursed.

Local mileage, including mileage between the event venue and your event city 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. A list of hotel candidates are typically provided by the host organization.

Airfare:

You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary.

The National CTC will pay for a basic coach seat. A 21-day advance purchase is required for all airline tickets. If you buy a ticket inside 21 days, 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 14 days out for $500 and Collin College determines that the ticket would have cost $300 21 days out, you will only be reimbursed the $300.

Flight insurance, advanced boarding, upgraded seat assignments, 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. You will only be reimbursed for the less expensive mode of travel. More information about driving vs. flying can be found below.

Shuttle/taxi:

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 the host city airport to your host city hotel (via taxi, shuttle, or rental car) should be the mode most economical to Collin College.

Local transportation costs (via taxi or shuttle) from your 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. A list of hotel candidates are typically provided by the host organization.

Lodging:

You must submit an itemized paid invoice showing payee, method of payment, and zero balance.

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.

Texas Hotel Occupancy Tax Exemption Certificate


Meals:

You must submit a completed Excel “Per Diem Worksheet” spreadsheet.

Meals are reimbursed on a per diem basis and do not require receipts. The per diem rates are set by Collin College and vary based on the location of the event.

2012 Per Diem Domestic Rates


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 prior to 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.

2013 Blank Per Diem Worksheet


Driving vs. flying

Driving instead of flying must be pre-approved. Should you choose to drive rather than fly, you will only be reimbursed for the following expenses. Also, only the cost of the less expensive mode of travel will be reimbursed.

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
Airfare

Shuttle/taxi round-trip airport to hotel

Hotel
Hotel
Per diem (for meals not provided at the event)
Per diem (for meals not provided at the event)

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Blank Forms

These forms have only been provided as a general outline. Each conference will have it's own travel and per diem forms created and uploaded here.

2013 Per Diem Form


Request for Travel Reimbursement


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