Travel News:

Effective July 1st, 2007

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 Other than Local Mileage Voucher". For more specific information please contact Marcey Camacho at ext. 3310.

Persons authorized to travel:

• Any employee of Valencia Community College
• Students of Valencia Community College
• Consultants or Advisors
• Members of District Board of Trustees
• Others authorized by the District Board of Trustees, the president, or a designee.

Effective July 1st, 2006 
New travel reimbursements, the new figures are $80 per diem (was $50) and $6, $11, and $19 respectively, for breakfast, lunch and dinner while traveling (was $3, $6, and $12) and mileage reimbursement was increased from 29 cents per mile to 44.5 cents per mile.

When traveling “in district” ( Orange and Osceola Counties), lodging and meals are not reimbursable. The “In District Travel Report” should be maintained and submitted on a monthly basis. Travel on this form should only include mileage that is within Orange and Osceola Counties, tolls and parking. The college does not reimburse employees for commuting mileage from/to home to their official headquarters. However, when an employee travels to a location other than their official headquarters, they will be reimbursed any additional mileage that is incurred above the normal commute from home to work. The immediate supervisor of the employee shall approve the in district mileage request before it is sent to Accounts Payable. The employee’s home address must be included on the form when travel includes to or from “home.”Also, a map printout (such as MapQuest) for locations not listed on the In-District Mileage Chart http://valenciacc.edu/accountspayable/documents/In_district_Mileage.pdf should be attached to the "In-District Travel Report".

The State’s current mileage reimbursement rate is 44.5 cents per mile.

You must submit an Authorization for Travel or Absence from Campus form at least 5 days prior to the anticipated travel date. This form is used whenever you are traveling for Valencia Community College and are requesting expenses to be prepaid or reimbursed. You also use this form when travel is being funded by another source. This form must be approved by the appropriate dean, provost, vice president, or designee before travel has commenced.

After completing the trip, reimbursement is requested by a “Per Diem and Other than Local Mileage Voucher” with the appropriate receipts attached for each non per diem item over $5.00 no later than thirty (30) days after returning from trip. If travel is canceled a memo or an e-mail to Accounts Payable will close out the original travel request.

When requesting a reimbursement, the employee needs to use their legal name that is on file with the college’s Human Resources department.

When traveling out of district for short day trips, and not away from the official headquarters overnight, this is considered “class C” travel. No meal allowance is allowed for that day. Only mileage, parking and tolls are reimbursable.

When traveling away from official headquarters overnight, the meal subsistence is calculated as follows:

• You must depart before 6:00 a.m. and return after 8:00 a.m. for breakfast.
• You must depart before 12:00 p.m. (noon) and return after 2:00 p.m. for lunch.
• You must depart before 6:00 p.m. and return after 8:00 p.m. for dinner.

When requesting advance payment on the “Authorization for Travel or Absence from Campus” the form, must be received in Accounts Payable at least 10 business days prior to date of travel.

For more in-depth information about the travel policy please go to http://valenciacc.edu/generalcounsel/policydetail.cfm?RecordID=127

The preferred travel agent of the college is:

Travel Expense Accounts

Useful Links

Foreign Per Diem Web Site

Foreign Currency Web Site

Map Mileage Web Site

FDOT Official Highway Mileage

2008 Florida Statutes

Florida Turnpike

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