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Gadsden State Community College

Financial Services

Student Travel


TRANSPORTATION

    Forms of transportation that may be available to student travel are employee vehicle, state owned vehicles, bus rental, and airplane.  These forms of transportation are used as follows:

Personal Vehicle - The employee or student who owns and drives the vehicle receives mileage reimbursement for miles driven according to the travel reimbursement form.

State Owned Vehicles - Contact the Transportation Manger regarding use of a state owned vehicle.  The appropriate budget is charged for the number of miles driven.
Click here for information concerning use of state owned vehicles.

Bus Rental - Contact the Purchasing Agent for current bid information concerning what vendor to use when requesting bus rental.  There may be driver's fees associated with the cost.

Airplane - Click here for air travel procedures.

REGISTRATION CHECKS

Can an employee's registration fee be included in the purchase order for student registration fees?

It can be requested that the check cover the student's registration fees as well as the employee's registration fee who will be acting as a chaperone on the trip.

Out-of-State Travel Registration Checks

    Registration fees for out-of-state travel may be pre-paid for travelers.  This must be requested and approved on the Request for Out-of State Travel.
Click here for Request for Out-of-State Travel information.

    Once the traveler obtains an approved Request for Out-of-State Travel, the Budget Manager can enter a request for a purchase order on the computer system.  A copy of the approved Request for Out-of-State Travel is to be forwarded to the Purchasing Agent at the time the requisition is entered.  The purchase order request is to include the following information:

  • Destination of travel (city and event)
  • Date(s) of travel (leave and return)
  • Number of students
  • Number of chaperones
  •     In order for the Accounts Payable Office to pre-pay registration fees, the Budget Manager forwards the following to the Accounts Payable Office:
    1. The signed receiving copy (yellow copy) of the purchase order.
    2. An original invoice for the registration fees.
    3. A copy of the approved Request for Out-of-State Travel.
    Once theses items are forwarded to the Accounts Payable Office, they may be paid.

        As soon as the chaperone returns from the trip, the chaperone is to deliver to the Accounts Payable Office a receipt for the registration fees paid.  If the vendor gave a cash refund due to overpayment, the cash is given to the Business Office and a receipt for cash is obtained.   A copy of the receipt for cash is given to the Accounts Payable Office.
    If the vendor is going to mail a refund check to the College, the Business Office will receive the check.
    Notify the Business Office of the (1) amount of the refund check, (2) the vendor's name and (3) the budget number to which the check should be deposited.



    In-State Travel Registration Checks

        It is the policy of the College that payment is made to vendors after merchandise has been received or service has been performed.  Some vendors request that registration fees or admittance fees be paid at once instead of after an event.

        Only in the case of student travel does the College allow an employee to receive a check made payable to a vendor other than themselves and hand-carry the check to that vendor.  For example, the Athletic Department has approval to carry checks to tournaments, which do not accept purchase orders, in order to pay registration fees for the student athletes.

        To hand-carry a check to an event to pay for students' fees, please follow these steps:

    1. Request a purchase order providing the following information:

    • Destination of travel (city and event)
    • Date(s) of travel (leave and return)
    • Number of students
    • Number of chaperones
    Indicate on the request "Attachment."  Send any required documentation to the Purchasing Agent.

    2. Once you have received the approved purchase order, complete a Request to Hand-Carry Check form.
    Click here for a Request to Hand-Carry Check form.  Staple the completed form on top of the receiving copy (yellow copy) of the purchase order.  It is required that documentation supporting the amount to be paid also be attached to the purchase order.  The Budget Manager signs the purchase order to approve payment.

    3. Send the request form and approved purchase order to the Accounts Payable Office for payment.  The receiving copy (yellow copy) of the purchase order can be forwarded to the Accounts Payable Office well in advance in order to insure that a check is available when needed.  The purchase order will be held by the Accounts Payable Office until the week before the date the check is needed and will be paid at that time.
    Accounts payable checks are written on a weekly basis, currently, every Thursday.   In order to insure this deadline is met, items to be paid must be received by the Accounts Payable Office by 11:00 a.m. Wednesday.  Items are paid approximately one week prior to the item's due date.  Accounts payable checks are ready by 10:00 a.m. Friday.

    4. On the date the check is needed, the employee who requested the check can go to the Business Office to sign for the check and receive it.

    5. Once the check is presented to the vendor, a receipt should be obtained by the employee.  The receipt is to be forwarded to the Accounts Payable Office.  An envelope is provided with the check in order to assist in hand mailing the receipt to the Accounts Payable Office.  If the vendor gave a cash refund due to overpayment, the cash is given to the Business Office and a receipt for cash is obtained.   A copy of the receipt for cash is given to the Accounts Payable Office.
    If the vendor is going to mail a refund check to the College, the Business Office will receive the check.
    Notify the Business Office of the (1) amount of the refund check, (2) the vendor's name and (3) the budget number to which the check should be deposited.

    MEAL CASH
    During student travel, it may be necessary to provide meals for students.  Students do not receive per diem; therefore, an employee carries college cash so that they may pay for meals for students.
    The following per student amounts may be used for meals and can be adjusted based on budget constrains:

    • short trips (less than 10 hours) $15.00 for two meals
    • long trips of 10 hours or more $20.00 for three meal
    • a maximum of $20.00 per day for overnight trips

    It is the employee’s responsibility to pay for student meals.
    The employee may use student meal money in a group meal situation; however, tax cannot be paid from these funds (while traveling in the State of Alabama). Gratuity may be added and should be noted on the original itemized receipt which must be returned along with any excess cash to the Business Office.  It is preferable to pay for group meals by purchase order if possible.
    If a meal is sponsored within the city limits of the College, it will be paid by purchase order.

    When requesting cash to provide meals for students traveling, the number of students traveling and the amount of money requested per student per meal must be specified on the purchase order.  Within 72 hours of returning from the trip the employee returns to the Business Office (1) a completed Student Travel Receipt, (2) original itemized restaurant receipt(s) for the meal(s), and (3) any excess cash.  If all cash is not accounted for upon returning from the trip, the employee who received the cash is held personally responsible and payment is due immediately.  This may also prohibit the department from receiving cash for student travel in the future.


    Can an employee's meal money be included in the purchase order for student meal cash?
    If an employee is traveling as a chaperone with College Students within the city limits of their base, the employee's meal cash can be included in a purchase order which covers student's meal cash.  No per diem can be claimed.
    If an employee is traveling as a chaperone with College Students outside the city limits of their base and within the State of Alabama, the employee's meal cash cannot be included in a purchase order which covers student's meal cash.  The employee pays for their meal expenses and may request the applicable per diem rate on the In-State Travel Form.  Per diem is paid to reimburse meal and room expenses.
    If an employee is traveling as a chaperone with College Students outside the State of Alabama, the employee's meal expenses can be included in a purchase order which covers student's meal expenses or the employee can pay their own meal expenses and may request reimbursement on the Out-of-State Travel Form.

        To receive meal cash for students, please follow these steps:
    1. Request a purchase order for the amount of cash to the appropriate vendor #20012 Gadsden area or #20013 Anniston area, “Travel Expense GSCC Students.”  Provide the following information on the request:

    • Destination of travel (city and event)
    • Date(s) of travel (leave and return)
    • Number of students
    • Number of meals

    Send any required documentation to the Purchasing Agent.
    2. Once you have received the approved purchase order, the Budget Manager signs the purchase order in order to authorize payment.
    3. The Vendor copy of the purchase order is sent to the Business Office.
    4. The Master copy of the purchase order is sent to the Accounts Payable Office.  This can be done well in advance in order to insure that cash is available when needed.  The purchase order will be held by the Accounts Payable Office until the week before the date the cash is needed and will be paid at that time.

    Accounts payable checks are written on a weekly basis, currently, every Thursday.   In order to insure this deadline is met, items to be paid must be received by the Accounts Payable Office by 11:00 a.m. Wednesday.  Items are paid approximately one week prior to the item's due date.  Accounts payable checks are ready by 10:00 a.m. Friday.
    5. No more than 48 hours prior to the date the cash is needed, the employee who requested the cash can go to the Business Office to sign a Student Travel Responsibility Form and receive the cash.  The cash is counted in the Business Office for accuracy.
    At the time the cash is received, the Business Office also provides a Student Travel Receipt.  Students that attended and participated in meals must sign this form.  
    Student Travel Receipt Form.
    If the Accounts Payable Office did not receive the purchase order for meal cash by the 11:00 a.m. Wednesday deadline, the meal cash will not be available at the Business Office.  The employee requesting the cash can use their own funds to provide meal cash to students.  The purchase order is to be submitted to the Accounts Payable Office for payment.  If the purchase order is approved after the date of the meal, a completed justification form is required to be attached to the purchase order before it can be processed for payment.  When the purchase order is paid, the Business Office will have the cash on the following Friday.  The employee can turn in the completed Student Travel Receipt Form in order to receive the cash.  This will reimburse the employee for their money which was used for student meals. 
    6. Upon returning from the trip, the employee who received the cash and the Budget Manager sign the Student Travel Receipt in order to insure that cash is accounted for.
    7. Within 72 hours of returning from the trip, the completed original Student Travel Receipt, original itemized restaurant receipt(s) and any excess cash is given to the Business Office.  The Student Travel Responsibility form, which is held by the Business Office, is completed and signed.  A receipt is provided for any excess cash returned.

        If all cash is not accounted for upon returning from the trip, the employee who received the cash is held personally responsible and payment is due immediately.  This may also prohibit the department from receiving cash for student travel in the future.

    OVERNIGHT STAY

        When an overnight stay is required in student travel, a purchase order should be requested in the name of  the hotel where the students will be staying.  It is the policy of the College that payment is made to vendors after service has been performed.  Some hotels request that fees be paid upon arrival instead of a week after the stay.

        Only in the case of student travel does the College allow an employee to receive a check made payable to a vendor other than themselves and hand-carry the check to that vendor.  A check for hotel fees can be requested to cover the student's hotel fees.

    Can an employee's overnight expenses be included in the purchase order for student overnight expenses?

    If an employee is traveling as a chaperone with College Students within the city limits of their base, the employee's overnight expenses can be included in a purchase order which covers student's overnight expenses.  No per diem can be claimed.

    If an employee is traveling as a chaperone with College Students outside the city limits of their base and within the State of Alabama, the employee's overnight expenses cannot be included in a purchase order which covers student's overnight expenses.  The employee pays their own overnight expenses and may request the applicable per diem rate on the In-State Travel Form.  Per diem is paid to reimburse meal and room expenses.

    If an employee is traveling as a chaperone with College Students outside the State of Alabama, the employee's overnight expenses can be included in a purchase order which covers student's overnight expenses or the employee can pay their own overnight expenses and may request reimbursement on the Out-of-State Travel Form.

        Hotel fees payable by the College are the cost of the room and occupancy tax.  Student telephone calls are not payable by the College.  The employee acting as chaperone can choose to allow the students to charge a movie to their hotel bill.  Movie expense is to be included in the purchase order request.  To discourage excess charges being made to the hotel bill, it is advised that restrictions be placed on the rooms the students will be occupying.  Confirm that no excess charges are made before leaving the hotel.  If excess charges are made, they are to be settled at that time.

        To hand-carry a check to a hotel to pay for students' fees, please follow these steps:

    1. Request a purchase order providing the following information:

    • Destination of travel (city and event)
    • Date(s) of travel (leave and return)
    • Number of students
    Indicate on the request "Attachment."  Send any required documentation to the Purchasing Agent.

    2. Once you have received the approved purchase order, complete a Request to Hand-Carry Check form.  Staple the completed form on top of the receiving copy (yellow copy) of the purchase order.  It is required that documentation supporting the amount to be paid also be attached to the purchase order.  The Budget Manager signs the purchase order to approve payment.
    Click here for the Request to Hand-Carry Check form.

    3. Send the Request to Hand-Carry Check Form and approved purchase order to the Accounts Payable Office for payment.  The receiving copy (yellow copy) of the purchase order can be forwarded to the Accounts Payable Office well in advance in order to insure that a check is available when needed.  The purchase order will be held by the Accounts Payable Office until the week before the date the check is needed and will be paid at that time.
    Accounts payable checks are written on a weekly basis, currently, every Thursday.   In order to insure this deadline is met, items to be paid must be received by the Accounts Payable Office by 11:00 a.m. Wednesday.  Items are paid approximately one week prior to the item's due date.  Accounts payable checks are ready by 10:00 a.m. Friday.

    4. On the date the check is needed, the employee who requested the check can go to the Business Office to sign for the check and receive it.

    5. Once the check is presented to the vendor, a receipt should be obtained by the employee.  The receipt is to be forwarded to the Accounts Payable Office.  An envelope is provided with the check in order to assist in hand mailing the receipt to the Accounts Payable Office.  If the vendor gave a cash refund due to overpayment, the cash is given to the Business Office and a receipt for cash is obtained.   A copy of the receipt for cash is given to the Accounts Payable Office.
    If the vendor is going to mail a refund check to the College, the Business Office will receive the check.
    Notify the Business Office of the (1) amount of the refund check, (2) the vendor's name and (3) the budget number to which the check should be deposited.