Convergence College Network Travel Guidelines for Winter Working Connections, Dec 17 - 19, 2012

CTC Convergence College Network Travel Reimbursement


NOTE: Friday, November 23rd was the deadline to submit travel reimbursement for pre-approval requests.

�CCN Travel Guidelines for Winter Working Connections & Sunday's CCN Meeting, Dec 16 - 19, 2012

For preapproved Convergence College Network and partner college individuals that live one or more hours away from Preston Ridge Campus: Up to $1,300 in travel reimbursement if you
  • Attend and present at the Sunday, December 16th 9:00am - 3:00pm CCN meeting
  • Attend all 3 days of the Winter Working Connections Conference, beginning Monday, December 17th, 8:30am -Wednesday, December 19th, 3:00pm.
  • Complete end of course online surveys and action plan for using knowledge obtained.

The $1,300 expense reimbursement would cover: Airfare (plus checked baggage); lodging; per diem food ($8 breakfast, $12 lunch, $16 dinner) for any meals not provided by the event; round-trip mileage or transportation from home to airport and airport parking; shuttle/taxi roundtrip from DFW to Frisco. However, shuttle/taxi services to the Preston Ridge Campus during your stay is available for free if you choose one of the suggested hotels therefore additional taxi and shuttle fees will not be reimbursed. Tolls will not be a reimbursable expense. Reimbursement requests will not be accepted until after completing the event as well as providing original receipts and completed documentation. The use of rental cars is limited and must be preapproved by CTC for reimbursement of a rental car. Attendees who would prefer to drive rather than fly; the mileage must be less than the airfare and MUST be preapproved by the Convergence Technology Center if attendee chooses to drive. If not preapproved, no travel expenses will be reimbursed. Please keep in mind if pre-approval is neccessary you must have it submitted NO LATER THAN November 12, 2012!



‍‍Collin College reimbursable expenditures include:

Mileage: The allowable mileage between two points is the shortest route between those two points. Mileage will not be reimbursed above what the state mileage charts allow. Mileage is reimbursed at $ .50 per mile. Mileage reimbursement will be paid to the driver only. In the event someone chooses to drive to a destination versus flying, the college will only reimburse the cost of the least expensive mode of travel. For instance, if it is going to cost $150 to fly round trip from/to San Antonio, and mileage would be $250, you would only be reimbursed the $150. A print out of your route, using Google maps or MapQuest, must be submitted with your travel reimbursement request. A printout of flight cost must also be provided. Flight quotes must be listed as basic coach as well as with a minimum 21 day advance purchase. Driving instead of flying must be preapproved.

Local mileage including mileage between the school and hotel is not reimbursable.

Airline tickets: The CTC will pay for a basic coach seat, preferably with 21 day advance purchase, and one checked bag. A receipt of payment with individual flying, total amount, form of payment and itinerary is required. The receipt with itinerary must be attached when submitting the final request for travel reimbursement. Again, if you choose to drive when it is cheaper to fly, then you will only be reimbursed for the cheaper fare.
  • Fee for one checked bag is allowable but flight insurance, advanced boarding and upgraded seat assignments are not allowable expenses. List the checked bag fee under “Miscellaneous” and provide a receipt.
  • Fees for the following will not be reimbursed, early check-in, early boarding, extra-leg room (unless medical necessity per doctor) and preferred seating (only when no other seating available--must state that no other seating available and initial).
  • Mode of travel to the destination should be the mode which provides the lowest total cost to Collin College.

Car rental: Car rentals are very limited and one must obtain pre-approval by CTC for reimbursement of rental car. A paid invoice must be attached. (Note: You will not have a paid invoice until you turn your rental car in at the end of your trip) On car rentals, LDW (Loss Damage Waiver), Roadside Assistance, or Toll fees will not be reimbursed by Collin College.

Parking/ shuttle/ taxi fares: Receipt of expenditures must be attached to the professional leave form. Valet parking will not be reimbursed. Regarding taxi receipts, a blank receipt will not be accepted. It must include taxi company name, date, to and from locations.

Mode of travel (airline vs. automobile) to the destination should be the mode which provides the lowest total cost to Collin College. Mode of transportation from the airport to the conference, training, or event location (taxi, shuttle, rental car, and parking) should also be the most economical to Collin College.

Hotel: It is up to the individual to book a hotel room. An itemized paid receipt must be attached to the travel reimbursement request showing payee, method of payment and zero balance.

Reimbursement cannot be made for valet parking, room upgrades, movies, alcohol or other personal expenses. Texas educators are encouraged to complete & submit the Texas Hotel Occupancy Tax Exemption Certificate to their hotel to be exempt from state taxes.


Meals: Meals for the Winter Working Connections Conference are reimbursed at the following per diem rates: Breakfast-$8, Lunch-$12, Dinner-$16

Per Diem for meals will be paid on our standard workday of 8:00 am to 5:00 pm. If you leave on the trip prior to 8:00 am or return from the trip after 8:00 am breakfast will be reimbursed. If you are gone anytime between 11:00 am and 2:00 pm, you will be reimbursed for lunch. If you return from the trip after 5:00 pm or leave on a trip before 5:00 pm, you will be reimbursed for dinner. You are not eligible for per diem reimbursement of any meals provided as a part of the CTC event that you attend. Do NOT provide receipts for meals: You must complete and attach the per diem excel worksheet which shows which meals were provided by the event. If you elect not to eat these meals, you will not be reimbursed for your meal expense unless you provide documentation with your travel reimbursement request that shows that you were not medically allowed to eat the food that was provided at the conference.

Reimbursement Checklist:
  • Complete and sign the appropriate travel reimbursement request form – a paper copy with an ink signature is required.
  • Complete the Excel per diem worksheet
  • Provide original receipts – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples.
  • If you are requesting mileage, provide a Google maps or MapQuest


All decisions of the Collin College Business Office regarding travel reimbursements will be final. If you are not able to provide all requested documentation by January 18th, 2013, you waive your right to any reimbursement. Completed travel reimbursement forms along with backup documentation should be mailed to:

Helen Sullivan/ Convergence Technology Center / Collin College/ 9700 Wade Blvd. / Frisco TX 75035

All questions should be directed to Helen Sullivan, 972.377.1648





Printable version of these travel reimbursement guidelines:


Travel Request/ Reimbursement Form:
CCN Travel Form

Per Diem Worksheet:
Per Diem Form WWC 2012
Texas Hotel Occupancy Tax Exemption Certificate: