Statements of Official Travel are paid once the trip is complete and the required forms are completed and submitted to the Accounts Payable Office. If any required criteria are missing, the Accounts Payable Office will return the Statement of Official Travel to the Budget Manager in hand mail with a note attached explaining the problem. This could delay payment a week.
ACTUAL IN-STATE TRAVEL
For employees traveling to a conference/meeting of a state, national or regional organization in which the state/individual is a dues paying member, if actual expenses reimbursement will be requested, complete an In-State Actual Expenses Travel Request and submit an In-State Actual Expenses Travel Reimbursement. If actual expenses reimbursement will not be requested, complete an In-State Actual Expenses Travel Waiver and follow regular in-state travel procedures.
(please include a print out of the per diem rates with your reimbursement form)
IN-STATE TRAVEL APPROVAL
Prior to travel, an employee's Supervisor approves the employee's travel. The form used to approve travel lists the dates on which travel will occur. It is signed by the traveler and the Supervisor. Refer to the Faculty Handbook or the Support Personnel Handbook for further information concerning obtaining proper approval to travel.
STATE OWNED VEHICLE
A state owned vehicle may be used for in-state travel.
To request reimbursement for in-state travel expenses forward to the Accounts Payable Office (1) a completed form showing travel was pre-approved by the supervisor and (2) a completed In-State Travel Form.
The form showing travel was pre-approved is to cover the dates for which travel reimbursement is requested. It is signed by the traveler and the Supervisor.
The In-State Travel Form is completed as follows:
- Write the name of the traveler.
- Write the traveler's vendor number. If the traveler does not have a vendor number, submit a vendor number request to the Purchasing Agent. Provide the Purchasing Agent with (1) the traveler's name, (2) address to which travel checks are to be mailed and (3) traveler's G number.
- Write the date of travel.
- List points driven from, to and return (base and destination(s) and return.)
- Write miles driven to destination(s) and return.
- Write the amount of mileage reimbursement requested.
- Write the time of departure and the time of return. Time is to be provided whether per diem is claimed or not.
- Write the amount of per diem reimbursement requested.
- Write the total amount of reimbursement requested.
- The traveler signs the form.
- Write the budget number from which payment will be made.
- The Budget Manager confirms that there is money in the budget to cover the amount of reimbursement requested.
- The Budget Manager gives approval by signing the form (if the traveler is the Budget Manager, the Supervisor signs.
Reimbursement at the rate of 54.5 cents per mile will be made to persons traveling by privately owned vehicles on official business for the state. Current map mileage must be used where mileage is given on the road map. Otherwise, odometer readings should be recorded at the beginning and ending of the trip. If travel involves more than one city, the route taken should be indicated. For example, Gadsden - Montgomery - Birmingham - Gadsden. All vicinity mileage should be recorded as such, and if it exceeds twenty miles on any day, indicate major points of travel covered.
Some exceptions to consider when claiming mileage reimbursement:
- A traveler is paid mileage for travel from their home to their destination or from their official base to their destination, whichever is less. The traveler is paid for their actual mileage and is not paid for mileage from their home to their official base.
- If during travel, there is an interruption of travel or deviation from the direct route due to the traveler's personal reasons, the mileage allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical usually traveled route.
MEAL PER DIEM REIMBURSEMENT
- A traveler is paid $12.75 per diem for a trip of six to twelve hours duration.
- A traveler is paid $34.00 per diem for a trip that exceeds twelve hours duration but does not require an overnight stay.
- A traveler is paid $85.00 per diem for each day of a trip that involves one overnight stay.
- A traveler is paid $100.00 per diem for each day of a trip when traveling requires two or more overnight stays.
In order for the date of return to base to be paid overnight per diem, the traveler must return after thirty minutes prior to sunrise. For example, if sunrise is at 5:30 a.m., thirty minutes prior would be 5:00 a.m. The traveler would have to return after 5:00 a.m. to be paid per diem for a day's travel with an overnight stay involved.
Per diem amounts of $12.75 and $34.00 are paid to reimburse meal expense and are reported as taxable income on the employee's W-2 for that tax year. The overnight per diem rate is paid to reimburse meal and room expenses and is not reported as taxable income on the employee's W-2.
According to State of Alabama Travel Law, per diem must be paid when due. State of Alabama Travel Law does mandate the following exceptions:
- Per diem is not paid for travel that is within the city limits of the traveler's base.
- If during travel, the traveler returns to the city limits of the traveler's base, per diem is interrupted and may not be due. For example: A traveler's base is Gadsden and he leaves Gadsden to travel out of the city limits of Gadsden at 8:00 a.m. He arrives back in Gadsden at 1:00 p.m. He makes a second trip out of the city limits, leaving Gadsden at 3:00 p.m. and returning to Gadsden at 8:00 p.m. No per diem would be due for this day's travel because the traveler returned to the city limits of his base while traveling.
- If during travel, there is an interruption of travel or deviation from the direct route due to the traveler's personal reasons, the per diem allowed will not exceed that which would have been incurred on uninterrupted travel by the most economical usually traveled route.
- If the traveler is traveling as a chaperone with College Students within the city limits of their base, the traveler's expenses can be included in a purchase order which covers student's expenses. No per diem can be claimed.
- If the traveler is traveling as a chaperone with College Students outside the city limits of their base, the traveler's expenses cannot be included in a purchase order which covers student's expenses. The traveler pays their own 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.
Miscellaneous expenses, which can be reimbursed on the In-State Travel Form, are registration fees, and parking fees. If a state-owned automobile is driven, operating expenses, such as gasoline and oil, should be listed. Original receipts are required in order to be reimbursed for these items. Any other fees would be unusual and approval from the Director of Financial Services would be required before reimbursement could be made.
The College is not able to provide employees with College checks to pay for their own required registration fees unless the employee is traveling with a student(s) and a registration fee is required for the student(s) also.
An employee's registration fee can be paid by either of the following methods: 1) the vendor can accept a purchase order and be paid after the meeting is held or 2) the traveler can pay the registration fee and be reimbursed by use of the In-State Travel Form.