Travel Authorization (TA) Request
A Travel Authorization is required prior to all overnight travel. Travel will only be approved when sufficient funds are in the budget to cover the anticipated expenses. If more than one individual will travel on a proposed trip, each must complete a Travel Authorization form.
Destination: | Signatures Required: |
---|---|
In-State | Immediate Supervisor |
Out-of-State | Immediate Supervisor & VP |
Foreign | Immediate Supervisor, VP |
During Spending Freeze | Immediate Supervisor, VP, & CFO |
To ensure that arrangements can be booked promptly, please make sure that estimated trip expenses are reasonable, recently obtained, and leave room for fluctuation in prices as well as for unexpected expenses that may arise. If the actual cost exceeds the approved amount, additional approval will be required.
When approval signatures have been obtained, the Travel Authorization Request should be forwarded to the Travel Coordinator at MS1236 prior to making airline reservations in Egencia or at least ten (10) business days prior to the registration deadline.
While traveling, please remember to collect all receipts (excluding meals) for reimbursement.
Travel Support Document (TSD)
A Travel Support Document is required whenever a Travel Authorization is processed for a trip. It is primarily used for reimbursement of out-of-pocket expenses, but must still be submitted even if you are not seeking reimbursement. To submit a TSD without requesting reimbursement, complete the Pre-Paid section of the TSD form and attach documentation of the pre-paid expenses. A trip total will calculate, but the reimbursement amount will remain $0.
Receipts required for reimbursement must be original, paid receipts. Hotel/Lodging receipts must show a balance of $0.00. Expenses must be reported daily with departure and return times as appropriate. Both the traveler and supervisor must sign the TSD.
Expenses claimed for reimbursement on the TSD should correspond with the estimated trip expenses as approved on the Travel Authorization. Reimbursement requests which exceed the estimated expenses may be refused unless submitted with written justification.
Expenses that were pre-paid by the college should be indicated on the Pre-Paid line of the TSD, shown in yellow. These charges will be included in the total, but subtracted from the reimbursement request.
Each overnight trip is to be itemized on a separate Travel Support Document.
When completing your Travel Support Document, please consider the following requirements for each reimbursement category:
Employees using their personal automobile while traveling on official business will be reimbursed at a rate per mile as approved by the State for one-way trips greater than one mile. A 4 cent per mile reduction in the rate will apply if a personal car is used when a State car is reasonably available and an employee requests, for his/her own benefit, to use his/her personal vehicle.
Auto travel should be by the most direct route practicable, and substantial deviation should be explained on the TSD.
Local and/or intercampus travel must include a purpose for each trip. Mileage for teaching must include a course number. Mileage to obtain signatures and/or pick up or to deliver documents will not be reimbursed as intercampus mail should be used instead.
Multiple trips involving local travel should be combined on one TSD and submitted monthly. Use addendum and/or attach extra sheet for information if needed. Multiple trips on the same day require departure and return times for each location.
Mileage reimbursement between the employee's home and his/her official headquarters is not reimbursable. If an employee leaves on college business directly from his/her home, the employee shall be reimbursed for the mileage between his/her base campus and the visiting site, or the mileage between his/her home and the visiting site, whichever is less. No other mileage will be authorized or considered reimbursable other than those outlined herein.
Campuses | Miles | Campuses | Miles |
---|---|---|---|
Barton to Benson | 13 | Benson to Northwest | 12 |
Barton to Brashier | 13 | Benson to CMI | 14 |
Barton to Northwest | 10 | Northwest to CMI | 15 |
Barton to CMI | 5 | Barton-Brashier-Benson & Return | 51 |
Brashier to Benson | 25 | ARC to Northwest | 10 |
Brashier to Northwest | 23 | BMC to Northwest | 10 |
Brashier to CMI | 11 |
Campuses | Miles | Campuses | Miles |
---|---|---|---|
Barton to Bonds CC | 13 | Bonds CC to Donaldson CC | 19 |
Barton to Donaldson CC | 6 | CMI to Bonds CC | 15 |
Brashier to Bonds CC | 23 | CMI to Donaldson CC | 7 |
Benson to Williamston CC | 31 | CMI to Williamston CC | 23 |
No reimbursement shall be made for meals within twenty (20) miles of an employee's official headquarters or official place of residence.
Meal receipts are not required; however, an agenda MUST accompany the TSD. When meals are included in the registration fee or otherwise prepaid by the College, the allowance for such meals will be deducted from the daily meal allowance. Proof of medical condition is required if you are unable to partake in the meals provided.
The amount for meals should be listed on a daily basis.
The TSD MUST SHOW departure AND return times.
Meal reimbursement is limited to the State-approved meal allowance(s) in the schedule as follows:
Meal: | Amount: | Depart Before: | Return After: |
---|---|---|---|
Breakfast | $8 | 6:30 AM | 11:00 AM |
Lunch | $10 | 11:00 AM | 1:30 PM |
Dinner | $17 | 5:15 PM | 8:30 PM |
Daily Maximum | $35 |
Meal: | Amount: | Depart Before: | Return After: |
---|---|---|---|
Breakfast | $10 | 6:30 AM | 11:00 AM |
Lunch | $15 | 11:00 AM | 1:30 PM |
Dinner | $25 | 5:15 PM | 8:30 PM |
Daily Maximum | $50 |
When traveling outside the United States, Canada and Puerto Rico, employees are entitled to reimbursement using the maximum daily rate for meals as established by the federal government per diem rates for travel in foreign areas. These amounts can be claimed without receipts. Eligibility will be based on the arrival/return times stated above. To determine the per diem breakdown for each meal, first determine the M&IE rate for your destination using the table found here. Using the M&IE rate for your destination, you will find a breakdown of each meal here.
No reimbursement for overnight accommodations will be made within fifty (50) miles of the employee's official headquarters or place of official residence. All lodging charges must be supported by a detailed, original receipt. Third-party agencies such as expedia.com, hotels.com, etc. will not give detailed hotel receipts. When using such an agency rather than making arrangements directly with the hotel, the traveler must submit documentation of the cost savings. When possible, the conference rate for hotels should be utilized. If the conference rate is unavailable, the traveler should provide an explanation as to why the conference rate could not be obtained. If a third party agency is used in lieu of a conference rate, the documentation showing the conference rate must be provided along with the justification. If two or more people share a room, a copy can be made of the original receipt showing how the charges were shared and indicate in which TSD the original receipt can be found. Copies of credit card receipts are not acceptable as substitutes for lodging receipts.
Travel by commercial airlines will be accomplished in coach class only.
Expenses for ground transportation (e.g. taxis, shuttles, etc.) should be reasonable for the location of the event. If a personal or State vehicle is used, no additional expense for ground transportation will be reimbursed without sufficient justification. Include original receipts for parking, cab, taxi, subway, etc. (Receipts are available for all transportation upon request).
Porterage and Gratuities (i.e. “tips”) are not an allowable reimbursement for State employees.
Rental cars for out-of-state travel may be arranged through Egencia or by the traveler. Traveler will be reimbursed when the TSD is submitted with the required receipt. Do not elect to purchase insurance coverage. GTC provides full insurance coverage on employee rental of vehicles used for college business. Opting to purchase additional coverage is not reimbursable.
Tolls are included in the mileage reimbursement rate and are not subject to reimbursement.
The cost of parking at the airport is reimbursable not to exceed the cost of a reserved Sky Lot space. Garage parking will be approved only for handicap or other documented medical reason.
Reimbursement for checked airline baggage fees are limited to one standard size bag. Any additional charges must have a documented business purpose.
Personal phone calls during overnight travel may be reimbursed up to one time per day at a rate not to exceed $5.00 per day. Business calls may be reimbursed in full. An original receipt is required for reimbursement, such as a hotel bill or a phone bill.
Porterage and Gratuities (i.e. “tips”) are not an allowable reimbursement for State employees.
If for his own convenience, an employee elects to travel by automobile when air travel is more economical he shall be entitled to reimbursement as follows:
If a planned trip is canceled, the traveler must notify the Travel Coordinator in writing prior to the date of travel to ensure proper cancellation of all prepaid arrangements (lodging, air, registration, etc.). Notification should include information regarding how the penalties should be paid. If paid by the department, additional approval from the supervisor must be included with the written notification. Penalties for cancellation are usually charged as follows:
In limited circumstances, the college may agree to pay travel expenses for individuals who are not employees of the college. In these circumstances, the department must provide authorization for the expense, as well as the additional requirements noted below. If the traveler is an employee of the State of South Carolina, the traveler must provide a written letter from his or her place of employment stating that no travel expenses will be paid through that agency. A copy of this letter must accompany either the request for pre-payment or the request for reimbursement, whichever is submitted first.
If the traveler is not an employee of the college or the State of South Carolina but traveling on official college business, the traveler may be reimbursed for expenses according to the policies and procedures herein. Please indicate on the authorization and the reimbursement forms that the traveler is a “non-state employee” in order for the expense to be properly coded and reported.
Travel forms are located on GTC4me. The GTC Travel Coordinator may be reached at 864-250-8803, MS1236. Problems with travel arrangements should be reported to the Travel Coordinator. If the Travel Coordinator cannot be reached, call 864-250-8613.