Travel Guidelines for GENERAL ATTENDEES
December 17 - 19, 2012

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

Up to $250 of qualified and reasonable* transportation and hotel costs to EDUCATORS one or more hours away from the event is available to the first 75 qualified attendees. The CTC will reimburse on a first-come, first-served basis, until funds are exhausted.

Current grant funding allows for eligible attendees to apply for some of their travel expenses to be reimbursed. Travel reimbursement qualifications:
  • Attendee must be a currently employed public school faculty or staff.
  • Attendee must be registered and attend all 3 days of the Winter Working Connections Conference, beginning Monday, December 17, 8:30am - Wednesday, December 19, 3:00 pm.
  • Attendee must live a one-hour drive or more from the Collin College Preston Ridge campus.
  • Attendee must complete end of course online surveys and action plan for using knowledge obtained.
  • Attendees that have a choice between driving and flying MUST be preapproved by the Convergence Technology Center if attendee chooses to drive. If not preapproved, no travel expenses will be reimbursed.
*Reasonable transportation and hotel costs are: 21 day advance purchase economy class air or mileage @ $0.50/mile (whichever is less and has been pre-approved) and hotel costs no more than $140 per night before taxes, three nights maximum.

Travel Reimbursement Request Process

On the last day of Working Connections, attendees must submit the Request for Reimbursement form with receipts for travel.

Travel Reimbursement Guidelines

Winter Working Connections 2012 travel reimbursements are available only to public school educators and staff.
  • Each attendee is personally responsible for following these guidelines.
  • Reimbursement requests will not be accepted until after completing the event as well as providing original receipts and completed documentation.
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.

NOTE: You will not be reimbursed for tolls.

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.

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.

Reimbursement Checklist:
  • Complete and sign the appropriate travel reimbursement request form
  • 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

Travel Reimbursement Form:
General Attendee Travel Form
Texas Hotel Occupancy Tax Exemption Certificate: