Western Nevada CollegeWestern Nevada College Policies

Policy 7-2-1: Travel

WNC Policy 7-2-1
Procedure: Travel
Policy No.: 7-2-1
Department: Controller's Office
Contact: Controller
Policy:

All WNC travel is governed by the State Administrative Manual (SAM) and the WNC Travel Policy.

  • Section 1: In-State Travel
    • A. Travel Advance
      • 1. If an advance is desired, a completed Employee Travel Request form must be submitted to the controller's office at least five (5) working days prior to the time the check is needed.
      • 2. Advances are not made for less than $50.00.
      • 3. An Employee Travel Expense Reimbursement Claim must be filed and advances must be cleared within fifteen working days after completion of the trip.
      • 4. An advance is not issued if a previous advance has not been cleared.
      • 5. Advances are released three working days prior to the trip.
      • 6. No advances are made for airfare.
    • B. Allowable Travel Expenses
      • 1. Per Diem Rate
        • a. Persons traveling in-state shall receive travel reimbursement at a per diem rate as specified at www.gsa.gov.
          1) Lodging: per www.gsa.gov (receipt required)
          2) Breakfast: Per www.gsa.gov - Must leave employee residence or work location before 6:00 a.m. and return after 8:00 a.m. (receipt not required).
          3) Lunch: per www.gsa.gov - Must leave employee residence or work location before 11:00 a.m. and return after 1:00 p.m. (receipt not required).
          4) Dinner: per www.gsa.gov - Must leave employee residence or work location before 5:00 p.m. and return after 7:00 p.m. (receipt not required).
          5) Maximum per diem: see www.gsa.gov
          6) WNC calculates per diem based on the departure/arrival times and does not follow the "First Day/Last Day of Travel" per diem rate found on www.gsa.gov.
        • b. Employees must be at least 75 miles from their principal workstation to receive reimbursement for meals.
        • c. The employee may claim in-room telephone charges if details of the numbers called, business purpose, and original receipts are provided.
        • d. The employee may claim internet charges with documentation used for business purposes.
        • e. Reimbursement for lodging in areas less than 50 miles from the employee's principal work station must be pre-approved and justified in writing or their Employee Travel Request form will not be allowed unless:
          1) Inclement weather conditions make travel difficult
          2) Late official meetings are required
          3) Individuals involved are conference hosts responsible for the meeting arrangements.
        • f. Upon approval of the Academic Director, divisions may make exceptions to the rate of reimbursement for lodging when the following applies:
          1) Lodging is procured at a prearranged place such as a hotel when a meeting, conference or training session is held, or
          2) Costs escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging. If the condition(s) above exist, divisions may apply the following rules to the rate of reimbursement for in-state travel:
          3) 150% of the standard CONUS federal per diem rate for nonsurveyed in-state travel sites.
        • g. When requesting reimbursement for higher room rates, the employee must obtain pre-approval by the president or appropriate vice president and must attach a copy of the approval to their reimbursement request.
        • h. When traveling in-state, ensure that room taxes are not charged by providing a copy of the Tax Exempt Letter found on Westnet.
        • i. Travelers will not be reimbursed when using personal hotel or reward program points.
        • j. Reimbursement requests for taxi, bus, shuttle or limousine expenses must include original receipts and must outline what portion relates to gratuity/tip. Gratuities/tips are reimbursed under incidental expenses.
        • k. Parking or storage fees will be allowed when considered necessary for either college or private vehicles (original receipt required).
        • l. Employees may receive up to the rate permitted by the United States General Services Administration (GSA) for incidental expenses (fees for luggage carts, metered parking, subway/bus use, toll charges and tips/gratuity); no receipt required.
        • m. When employees receive free meals or lodging, no reimbursement is allowed.
        • n. When conference/meeting fees provide for meals, no additional reimbursement will be allowed for meals.
        • o. Meals exceeding the state reimbursement rates will not be allowed as part of the registration fee when listed as an optional item on the registration form.
        • p. Employees may voluntarily claim less than the established rates.
    • C. Method of Travel
      • 1. Transportation must be by the most economical means, considering total cost, time spent in transit, and the availability of state-owned vehicles, personal vehicles and special use vehicles.
    • D. Airlines and Travel Arrangements
      • 1. Airline tickets should be purchased at discounted rates whenever possible.
      • 2. Travelers who lose the discounted rate because of a lack of planning will be reimbursed at the discounted rate only.
      • 3. Transportation from air terminals shall be by the most economical means.
      • 4. Travelers will not be reimbursed when using personal airline miles.
    • E. Bonus Flight Coupons
      • 1. Whenever possible, frequent flier mileage earned because of state-paid travel, should be used by the college to meet state travel needs.
      • 2. Travelers will not be reimbursed when using personal airline miles.
    • F. Combining State Business and Personal Travel
      • 1. Employees who incorporate private and state travel must demonstrate that the state costs are not increased by the personal travel.
      • 2. The employee must clearly delineate the private and the state charges when submitting a travel claim or the claim will be returned for additional documentation.
    • G. Financial Responsibility for Canceled Trips
      • 1. Employees may be held financially responsible if a trip is canceled based on their request.
      • 2. Employees will not be held responsible for trips canceled from circumstances beyond their control.
    • H. Use of Rental Vehicles
      • 1. The motor pool must be used before rental vehicles for in-state travel.
      • 2. A rental vehicle may be used in Carson City, Reno and Las Vegas only when the state motor pool division gives written notice that no motor pool vehicle is available.
      • 3. The State's Purchasing division negotiated rental agreements with various vehicle rental companies that provide first dollar liability insurance, without having to pay an additional amount at the time of rental.
        • a. These agreements provide a full physical damage waiver.
        • b. The use of these contracted companies is mandatory, and if we fail to utilize them then the agency, in this case the NSHE or the individual institution, is being placed at risk for the full value of the rented vehicle.
        • c. Refer to the Nevada State Purchasing division website: http://purchasing.state.nv.us/Vehicle_Rentals/Vehicle_rental.htm before renting a vehicle.
      • 4. BCN Purchasing has contracted with certain companies for out-of-state vehicle rental.
    • I. Private Vehicle Use
      • 1. For institution's convenience
        • a. Legitimate travel is travel that takes place from an employee's work station to another location for business purposes. COMMUTING IS NOT A REIMBURSABLE TRAVEL EXPENSE. For trips related to an employee’s travel to a work location other than a primary assignment, the employee is only paid for the mileage in excess of the standard commute-to-work mileage for that employee, which should be supported with map mileage information (mapquest or google maps detail).
        • b. An employee using their personal vehicle for the state's convenience will be reimbursed at the state approved rate.
        • c. A traveler flying out of Reno for a trip exceeding one day, is requested to use a private vehicle. Since this request is for the college's convenience, the traveler will be reimbursed at the higher state approved rate.
        • d. All travelers leaving from their college work station and returning the same day must use a college vehicle, if one is available.
          1) If a college vehicle is NOT available, the traveler may use a personal vehicle, and receives reimbursement at the higher state approved rate.
          2) A "Statement of Vehicle Availability" from the person keeping the vehicle log must be attached to the travel reimbursement request prior to the date used.
        • e. Travelers living in Reno may periodically be requested to pick up information at a NSHE facility before coming to WNC. These people will be reimbursed at the higher state approved rate from Reno to Carson City.
      • 2. For employee's convenience
        • a. An employee using a personal vehicle for their convenience will be reimbursed at the lower state rate per mile.
        • b. If a college vehicle is available and the traveler chooses to use a personal vehicle, reimbursement is at the lower state rate per mile.
      • 3. Travel claims are due fifteen working days after the trip is completed. Travel claims submitted more than fifteen working days after the travel occurred must include a letter of explanation approved by the appropriate vice president.
      • 4. Persons traveling on a routine basis on college business must submit travel claims at least once per month. State funded travel claims submitted after July 15 for travel in the preceding year are charged to unrestricted funds.
    • J. Purchase of Plane Tickets
      • 1. Purchasing plane tickets from internet/ travel agencies is discouraged because of the service charges assessed by internet/travel agencies.
      • 2. The Business office will purchase tickets for employees upon receipt of a request from the appropriate account signer. The following information is needed:
        • a. Departure airport
        • b. Destination airport
        • c. Preferred flight number or approximate time of departure
        • d. Account to be charged.
        • e. Legal name on federal identification.
        • f. Birthdate as follows: mm/dd/yyyy.
      • 3. Requests for tickets should be sent via e-mail to the travel desk in the Business office. An e-ticket will be purchased and a confirmation will be sent to the traveler.
      • 4. Travelers may also purchase tickets with a personal credit card and request a reimbursement.
      • 5. If circumstances require purchases from a travel agency, the service charge will be allowed.
      • 6. Travelers will not be reimbursed when using personal airline miles.
    • K. State Motor Pool Use
      • 1. Obtain the Nevada State Motor Pool Daily Vehicle Approval Form from the following site: http://motorpool.state.nv.us/WebPages/Reservations.htm.
      • 2. Travelers on college business in Las Vegas are required to use the state motor pool. The hours of operation are from 7:00 a.m. to 7:00 p.m.
      • 3. A state motor pool, shuttle is available outside the baggage claim area.
      • 4. A "Daily Vehicle Approval Form" must be completed and confirmed BEFORE the trip.
      • 5. CONTRACT TERMS AND CONDITIONS: The renting agency agrees to exercise all reasonable care and observe all traffic laws while using a state vehicle. Except for acts of God, mechanical failure or identifiable third party accident fault, the renting agency will return state vehicles in the same condition as received, less normal wear and tear, and will be financially responsible for all abuse or physical damage expense. All non-reported accidents/incidents, including accidents /incidents reported after the reporting time requirements, will result in billing to the rental agency for total physical damage sustained by the state vehicle.
      • 6. In the event a vehicle is damaged, which renders the vehicle "out of order" until repairs can be completed; a substitute vehicle may be obtained on a daily rental basis provided substitute vehicles are available.
      • 7. Each motor pool vehicle is issued or assigned with a spare tire, snow chains (except in Las Vegas), jack and jack handle.
        • a. The renting agency will be responsible for returning the vehicle with all items listed above.
        • b. If motor pool must replace missing items, the last renting agency will be billed for replacement items at motor pool cost.
      • 8. REMARKS: Include vehicle malfunctions, service required, accidents, citations received, etc. to the motor pool upon returning vehicle.
  • Section 2: Out-of-State Travel
    • A. Out-of-State Approval
      • 1. An employee's approved travel request form must be signed by the president or appropriate vice president prior to the out-of-state trip.
      • 2. Confirmation of approval of the travel request shall be provided to the employee prior to departure.
    • B. Out-of-State Advance
      • 1. If an advance is desired, an Employee Travel Request form must be filed in the Controller's office at least five (5) working days prior to the time the check is needed.
      • 2. Advances will not be made for less than $50.00.
      • 3. An Employee Travel Expense Reimbursement Claim must be filed and advances must be cleared within fifteen working days after completion of the trip.
      • 4. An advance will not be made if a previous advance has not been cleared.
      • 5. No advances will be made for airfare.
      • 6. Advances will be released three days prior to the trip.
    • C. Out-of-State Allowable Travel Expenses
      • 1. Persons traveling out-of-state shall receive travel reimbursement at a per diem based on www.gsa.gov rates for destination.
      • 2. Per diem and lodging is based upon rates listed at www.gsa.gov
        • a. Lodging : per www.gsa.gov (receipt required)
        • b. Breakfast: per www.gsa.gov-- Must leave employee residence or work location before 6:00 a.m. and return after 8:00 a.m. (receipt not required)
        • c. Lunch per www.gsa.gov -- Must leave employee residence or work location before 11:00 a.m. and return after 1:00 p.m. (receipt not required)
        • d. Dinner per www.gsa.gov -- Must leave employee residence or work location before 5:00 p.m. and return after 7:00 p.m. (receipt not required)
        • e. Total: per www.gsa.gov.
        • f. Maximum per diem: see www.gsa.gov
        • g. WNC calculates per diem based on the departure/arrival times and does not follow the "First Day/Last Day of Travel" per diem rate found on www.gsa.gov.
      • 3. The employee may claim in-room telephone/internet charges if details of the numbers called, business purpose, and original receipts are provided.
      • 4. Reimbursement for lodging in areas less than 50 miles from the employee's principal work station must be justified in writing, in advance, and will not be allowed unless:
        • a. Inclement weather conditions make travel difficult
        • b. Late official meetings are required
        • c. Individuals involved are conference hosts responsible for the meeting arrangements.
      • 5. Travelers will not be reimbursed when using personal hotel or reward program points.
      • 6. Reimbursement requests for taxi, bus, shuttle or limousine expenses must include original receipts and must outline what portion relates to gratuity/tip. Gratuities/tips are reimbursed under incidental expenses.
      • 7. Parking or storage fees will be allowed when considered necessary for either college or private vehicles. (original receipt required)
      • 8. Employees may receive up to the rate permitted by the United States General Services Administration (GSA) for incidental expenses (fees for luggage carts, metered parking, subway/bus use, toll charges and tips); no receipt required.
      • 9. When employees receive free meals or lodging, no reimbursement is allowed; when registration fees provide for meals, no additional reimbursement will be allowed for meals.
      • 10. Meals exceeding the state reimbursement rates will not be allowed as part of the registration fee when listed as an optional item on the registration form.
      • 11. Meals served in flight as part of the airfare may not be claimed for reimbursement.
    • D. Exceptions to Lodging Rates
      • 1. Except for the following, lodging exceeding the out-of-state lodging rates will not be allowed:
        • a. Persons attending conferences and lodging is included in the registration fee, lodging rates above www.gsa.gov will be allowed provided a Travel Request Form is signed and approved, and the lodging does not exceed 175% of rates per www.gsa.gov or 300% of the standard CONUS federal rates for non-surveyed out-of-state travel rates prior to travel.
        • b. Receipts must accompany reimbursement requests.
        • c. When requesting reimbursement for higher room rates, the employee must get pre-approval by the president or appropriate vice president and must attach a copy of the approval to their reimbursement request.
      • 2. Other exceptions to the maximum out-of-state lodging rates must be approved in writing by the president or appropriate vice president.
    • E. Use of Rental Vehicles
      • 1. For out-of-state travel, rental vehicles should only be used when necessary and rented from a company with whom the state has a contract.
      • 2. Justification for renting a vehicle must accompany an out-of-state travel request form.
      • 3. Out-of-state vehicle rental must be approved by the president or appropriate vice president prior to the travel.
    • F. Submission of Out-of-State Travel Claims.
      • 1. Employees have fifteen working days after returning to complete a travel claim. The travel claim should include:
        • a. Out-of-state travel request, including approval for hotel rates in excess of the standard rates.
        • b. If appropriate, a complete brochure and/or correspondence related to the meeting to include program, location, hotel rates, hosted meals, etc.
        • c. A Claim for Employee Travel Expense form must be completed, even if the amount requested is $0 due to expenses being paid by an outside entity.
      • 2. It is the responsibility of the traveler to insure that room rates are confirmed when reservations are made. If hotel rates are not confirmed, the traveler will not be reimbursed for the increased expense.
    • G. Foreign Travel
Date Adopted and Dates Revised
Date Adopted May 11, 2004 Dates Revised September 2, 2014; June 20, 2013; March 12, 2013; July 30, 2012; December 6, 2011; September 2, 2008; April 15, 2008; December 18, 2007; March 28, 2006

SAM: Section 0200-0256
U.S. Department of State: http://aoprals.state.gov/content.asp?content_id=114&menu_id=81
NSHE Business Center North Purchasing Department:

Please direct comments about this page to the Assistant to the President
URL: http://www.wnc.edu/policymanual/7-2-1.php
Date Printed: October 23, 2014
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