1.15 Travel

1.15.1 Authority
1.15.2 Definitions
1.15.3 Approval Authority
1.15.4 Limitations
1.15.5 Transportation
1.15.6 Meals and Incidental Expenses (M&IE) - In-State and Out-of-State
1.15.7 Lodging In-State And Out-of-State
1.15.8 Miscellaneous Travel Issues
1.15.9 Lodging and M&IE Out-of-Country
1.15.10 Travel and M&IE for Out-ofState Candidates and Finalists for Employment
   

Pursuant to A.R.S. §15-1406, a community college district may establish procedures and amounts for travel for a district purpose by a board member, member-elect, officer or employee. Such procedures and amounts may authorize reimbursement for lodging, subsistence, and travel expenses. The statewide travel policy as issued by the Arizona Department of Administration, is adopted by the MCCCD Governing Board as the principal authority for travel by board members, members-elect, officers and employees. In addition, the MCCCD travel regulation has been designed to qualify as an accountable plan under regulations established by the Internal Revenue Service (IRS).
   
Funds shall be properly budgeted and total travel amounts shall be specifically approved by the Governing Board at the time of annual budget adoption, or as legally changed during the fiscal year.

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1. Annual Travel Acknowledgement Form - A form signed by authorized travelers establishing acknowledgement of the terms and conditions of authorized business travel.

2. Approved Travel Status - For a College/District traveler to be in approved travel status, the person must be conducting official College/District business with authorization as stated in section 1.15.3.
   

   If expenses are to be incurred and/or paid, a travel authorization form must be approved prior to travel. A conference brochure (or equivalent detailed document) should accompany conference-related travel requests. When travel expenses are not incurred or are paid for by another agency or individual, colleges may still require that a travel authorization form be filled out. For in-county travel required for routine District business purposes, a Travel Request Form is not required.

3. Conference Designated Lodging - The hotel where the conference is being held or the hotel(s) specified in the conference brochure (or equivalent detailed documents).  Accommodations at alternate hotels in the immediate vicinity of the conference may be considered as conference designated lodging when no vacancies exist at the recommended hotel(s) and may be reimbursed at the actual or conference rate, whichever is less.

4. Commute Miles - The distance between an individual’s residence and his or her duty post.

5. Duty Post:
   Employee -The place an officer or employee spends the largest portion of his or her regular working time or the place to which they return on completion of a special assignment.  An employee who has more than one place of work on a regular basis is deemed to have multiple duty posts.  A duty post may also be a geographical area, such as, different campuses or teaching locations or where the same routes are traveled frequently on one-day trips. 
   
   Others - The duty post for members of boards, commissions, authorities, councils, and committees who are not full-time employees of the College/District served by the board, commission, authority, council, or committee shall be deemed to be their place of residence.

6. Governing Authority -The individual or individuals authorized to approve travel. (See approval section 1.15.3)

7. Group Travel - Students traveling together for a common event or purpose with at least one MCCCD employee, for which only one travel authorization form is required. A list of employees and students participating in the trip must accompany the travel authorization form for group travel. A group of MCCCD employees in approved travel status at the same location or event is not considered group travel.

8. In-County Trips - Travel within Maricopa County on official business and between MCCCD locations. Generally, meals and incidental expenses are not reimbursed for in-County travel.

9. In-State Travel - Travel on official business outside Maricopa County but within the state of Arizona.

10. Ground Transportation - Tolls, taxi, shuttle bus, limousine, and streetcar use to and from airports, train stations or bus terminals as needed in order to conduct business is classified as local transportation.

11. Meals and Incidental Expenses (M&IE) - The cost to supplement sustenance as well as any  incidental expenses, including gratuity, laundry, tips, etc. while in travel status. Reimbursement is calculated using a per diem rate in accordance with the MCCCD Travel Regulation.

12. Official Function – An activity or item that appears to be outside of the ordinary and necessary function of MCCCD as a public educational institution, but that provides a tangible benefit and links directly to MCCCD’s educational mission and is reasonable and commensurate in value to the tangible benefit that MCCCD will receive. Expenses incurred by a traveler for activities or events that are an official function must comply with the Official Functions Administrative Regulation (1.16).

13. Out-of-Country Travel - Travel outside of the parameters of the United States, or its possessions or territories.

14. Out-of-State Travel - Travel within the parameters of the United States other than Arizona, including possessions of the United States such as Guam and Puerto Rico. Travel outside of Arizona, but still within the parameters of the United States, including U.S. possessions or territories.

15. Per Diem Rate – The daily amount used to reimburse meals and incidental expenses, established by the state of Arizona and accessible at the following web site: http://www.gao.state.az.us/travel/.
    
    Note: the amount allowed for meals is not intended to cover the entire cost of a meal taken while in travel status. The amount is calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and cost of a meal prepared at home.

16. Professional Development Funds - Money made available by the District to support development activities of its employees. Criteria under which professional development funds are awarded may differ by employee group, and are outside the scope of this Regulation. However, all awards as part of professional development fund initiatives are subject to the regulations and procedures outlined in this policy.

17. Residence - The actual dwelling place of the individual without regard to any other legal or mailing address. Individual(s) required to reside away from their primary residence due to official travel away from their duty post may continue to claim such domicile as their residence if said residence is either inhabited by their dependents, or is held vacant at tangible expense. No reimbursement for lodging or other expenses shall be allowed on the premises of an individual’s residence.

18. Traveler - Every District Governing Board member, employee, non-employee and student of the College/District who is in approved travel status.

19. Valid Receipt – An original proof of payment that includes sufficient detail to identify the services and/or items purchased. For airfare, car rentals, hotels and registration fees, the receipt must be in the traveler’s name.

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1.15.3 Approval Authority

Travel for the MCCCD District Governing Board, its employees and representatives must be authorized by the appropriate governing authority or its designee(s). When travel expenses are not incurred or are paid for by another agency or individual, colleges may still require that the Travel Request Form be filled out.
  
In order for travel to be approved, the Annual Travel Acknowledgement Form must also be on file. All district travelers must complete the Annual Travel Acknowledgement Form.Travel approval is delegated to each College President, and each Vice Chancellor, or their designees, for all employees under their areas of jurisdiction.  Travel approval for the Governing Board members, college presidents, Vice Chancellors, in addition to direct staff personnel to the Chancellor, shall be by the Chancellor or his or her designee.  A Vice Chancellor will countersign for the Chancellor's travel.
   
All out-of-country travel must be pre-approved by the Chancellor, or designee (as expressly identified and named by the Chancellor).Traveler's expense claims shall be approved by the College/District Fiscal Office. College presidents’ and Vice Chancellors’ expense claims are to be approved by the Chancellor or designee. Vice Presidents’ claims are to be approved by the College President. Governing Board members' and the Chancellor’s expense claims will be approved by a Vice Chancellor or designee. Reimbursement exceptions may be granted in extenuating circumstances upon review by the Chancellor or Vice Chancellor for Business Services. When an individual is to remain in approved travel status for longer than 30 days, the Governing Board must approve the claiming of lodging and M&IE, which may be less than the maximum established rate.
 
The Vice Chancellor for Business Services may approve hotel stays for certain conference formats that are held locally. No District obligation exists to reimburse any employee for travel costs unless traveler is in an approved travel status prior to trip departure.Trips supported by professional development funds administered by the various MCCCD employee groups are subject to the rules and requirements stated in this policy. In some cases, the professional development fund guidelines may be more restrictive than this regulation. Except for the differences outlined in those programs, this regulation shall be applied consistently to all employee groups and to expenses paid from any source of MCCCD funds. Cases that have restrictive standards, such as external grants, the provisions of the grant shall be followed.Expenses incurred by a traveler for activities or events that are an official function must comply with the Official Functions Administrative Regulation (1.16).

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1.15.4 Limitations

Travel out-of-country is prohibited in instances where either the learning or professional growth opportunity exists in the United States or its territories.Reimbursements are limited to those travelers in approved travel status. If expenses are to be incurred and/or paid, a travel authorization form must be approved prior to travel. For group travel, the travel authorization form must include a list of employees and students participating in the trip. For travel involving conferences, a conference brochure (or equivalent detailed documents) must accompany the travel authorization. For travel not involving a conference format, documentation to support estimatedcosts must accompany the travel authorization form.

Blanket purchase orders for travel agencies should only be used for approved travelers. Travel expenses for companions of employees should not be included in Maricopa funding requests, regardless of intent to reimburse.

Reimbursement is also limited to expense of travel by the most direct and usually traveled route; by the most economical means of transport.  When determining the most economical means, both cost and traveler’s time must be considered. That portion of travel that is by indirect route, which is not in the best interest of the College/District, or is for personal business, will not be reimbursed. Excess travel time will be charged to annual leave. Travel reimbursement requests must be submitted within 30 calendar days (or by June 30th of the current fiscal year, whichever comes first), after completion of the trip. If a trip concludes during the last half of June, special efforts must be taken to submit reimbursement requests by June 30th of the fiscal year for which the travel occurred. All reimbursement requests made after this timeframe require approval by the College President or designee and from the funding entity if professional growth funds are used.When the total expense of the trip exceeds the estimated total cost, reimbursement of the additional expense will be at the discretion of the governing authority that approved the Travel Request Form.Mileage reimbursement requests must be submitted within 30 calendar days after the end of each calendar month or by June 30th of the current fiscal year, whichever comes first.Any amounts paid to or on behalf of a traveler that have not been substantiated with an expense claim or required receipts within 60 days of completion of travel will be deducted from the traveler’s wages.Cash advances for travel purposes will be approved only in limited instances. Such instances include academic, group or team travel, i.e., extended stays, class trips, student clubs and organizations, or athletic teams. Supporting documentation that outlines how the advance amount was determined should be included as part of the travel authorization. Every effort should be made to use established travel procedures, i.e., pre-pay known expenses, charge expenses to a Procard or issue purchase orders to vendors who will accept them.Receipts are required for all expenditures greater than $25.00, per expense claim (except M&IE, per diems and mileage), and for expenditures less than $25.00 for purchases of gas for rental car vehicles and communication expenses. All receipts must be valid. When clearing advances, specific expenses for alcoholic beverages will not be allowed.Travel expenses for non-employees that are serving or acting as agents on behalf of MCCCD are reimbursed according to policies/regulations applicable to MCCCD employees.

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1.15.5 Transportation

Allowable expenses are for airfare, privately owned motor vehicle mileage, bridge and road tolls, necessary taxi, shuttle, light-rail, subway, train/railroad, bus or streetcar fares, motor vehicle rental, and necessary parking fees.

Reimbursement will be made only for the method of transportation that is in the best interest of the College/District considering the travel expense as well as the traveler's time. When more than one traveler uses the same privately owned vehicle, only one claim for mileage reimbursement will be allowed and other travelers should be identified. Reimbursement rates are set by the Arizona Department of Administration and are incorporated by reference.

1. Driver's License/Insurance
   
   Before any employee of the College/District operates a motor vehicle while engaged in any work phase of their employment, either assigned or implied, they must first possess a valid Arizona driver's license and have read the MCCCD Administrative Regulation 4.14 for Motor Vehicle Usage.
   
   The operator of a non-District privately-owned motor vehicle shall have in force a personal automobile insurance policy consisting of bodily injury and property damage liability limits which complies with Arizona Revised Statutes. Such personal automobile insurance policy shall provide primary coverage. The District’s insurance program may be considered excess coverage for operators of privately-owned motor vehicles in approved travel status once primary coverage has been exhausted.
   
   The District ’s insurance program provides coverage to authorized drivers of College/District vehicles when on official College/District business. Passengers must be on official College/District business. Personal property stolen or damaged in an accident in any vehicle is not covered by the District’s insurance program.
   
   

2. College/District-Owned Motor Vehicles

   1. College/District-owned motor vehicles should be used in place of privately-owned motor vehicles whenever possible

   2. The use of College/District motor vehicles for transporting individuals not essential to the purpose for which the vehicle was dispatched is prohibited

3. Privately Owned Motor Vehicle
   
   
   1. Travelers are encouraged to first use College/District vehicles. If none are available, mileage may be reimbursed for conducting College/District business. A traveler using a privately-owned motor vehicle for College/District business with supervisory approval and appropriate funding may receive mileage reimbursement regardless of eligibility for lodging or M & IE reimbursement if previously approved on travel authorization.
      
      
   2. When the travel begins or ends at the individual's residence, mileage shall be computed from the residence or the designated duty post, whichever is the shorter distance. Commute mileage is to be based on no more than one round trip to duty post per day.
      
      
   3. When an individual is required to report to a duty post outside of normal working hours, reimbursement for mileage from residence to designated duty post and return is allowable.
      
      A privately-owned motor vehicle may be used for out-of-state travel with supervisory approval. Reimbursement for mileage is limited to no more than the lowest cost mode of transportation and should be documented prior to travel.
      
      
   4. When a privately-owned motor vehicle is authorized for travel, reimbursement will be at the rate set by the Arizona Department of Administration computed by odometer readings or official state highway maps. If map mileage is used, enter “map mileage” in place of odometer readings. Commute miles must be deducted from mileage claim, when applicable. The use of internet mapping programs to determine mileage is permissible provided that a printout of the program showing the addresses and the calculation is included with the travel claim.
      
      
   5. If a traveler driving a privately-owned vehicle is involved in an accident and found to be at fault, his or her personal automobile carrier is responsible to the limits of the policy. If the claim exceeds that coverage, the District’s insurance program will at that time cover the amount over the policy limits if the traveler was acting within the course and scope of his or her employment. If a traveler driving his or her own motor vehicle on College/District business is involved in an accident, regardless of fault, the College/District will not reimburse the traveler for any physical damage to the motor vehicle.
      
      
4. Rented Motor Vehicles
   
   
   1. Rented motor vehicles may be authorized when other means of travel cannot be used economically. Use of rented automobiles shall be limited to instances where it is to the advantage of the College/District and not for the personal convenience of the traveler. The governing authority is responsible for determining if the advantages of using a rented motor vehicle outweigh the costs of other modes of transportation, as well as the type of vehicle rented. Reimbursement of motor vehicle rentals must be substantiated by a valid receipt.
      
      
   2. Travelers using rented vehicles will not be allowed to claim mileage. Reasonable gasoline purchases will be reimbursable if receipts are provided.
      
      
5. Airlines
   
   Airfare should be purchased via a purchase order with an approved travel agency, with a valid procurement card, or as a reimbursement after travel has taken place.  Reimbursement for commercial airfare may exceed the lowest fare only if seats are unavailable at the lowest fare and travel is imperative. In all cases, the decision to pay a higher fare must take into consideration the best interest of the College/District.
   
   Flight insurance purchased by the traveler is not reimbursable.
   
   If a trip is cancelled, every effort must be made to recover the credit. The following situations describe the factors to consider when reimbursing for cancellations:
   
   
   1. When the cancellation of the trip was within the traveler’s control and:
      
      
      1. No credit is issued – the traveler must reimburse the District/College for the cost of the ticket.
         
         
      2. A credit is issued - the credit must be used for MCCCD business travel or the traveler must reimburse the District/College.
         
         
   2. When the cancellation of the trip was outside of the traveler’s control and:
      
      
      1. No credit is issued – the District/College will cover the cost of the ticket.
         
         
      2. A credit is issued – the credit must be used for MCCCD business travel or the traveler can “buy” the credit from the District/College for personal use. If the credit can’t be used, the District will absorb the cost of the ticket.

Change fees can be reimbursed if the change was due to a circumstance or event outside the control of the traveler, or if the change enabled the traveler to decrease the cost of the trip by returning earlier than originally planned. The purpose of the change fee must be clearly documented for it to be reimbursed.

6. Railroads and Buses - Railroad or bus travel may be used when convenient or economical and if excessive travel time and additional expenses do not result.

7. Ground Transportation - Tolls, taxi, parking, shuttle, limousine, light-rail, subway, train, streetcar and non-airport parking are classified as ground transportation and can be claimed without receipts up to $25.00 per expense claim form. Amounts claimed above $25.00 require receipts for all amounts claimed. The purpose for the ground transportation claimed must be identified. The most economical means of transportation shall be used in traveling to and from airports, train stations or bus terminals. Ground transportation for personal activities, such as sightseeing or travel to restaurants, is not reimbursable.

When traveling to and from airports, train stations or bus terminals, the most economical and reasonable means of transportation shall be used. To determine the most economical means of ground transportation, all factors such as car rental costs, parking, taxi fares, and/or available shuttle or limousine services must be considered. When departing Arizona, storage or parking for privately-owned motor vehicles at airports, train stations or bus terminals is allowed at economy lot rates. If a traveler is dropped off at the airport, no parking is reimbursable. When the traveler is picked up at the airport, up to one hour of parking may be reimbursed. Tips for transportation and baggage handling, as well as storage charges are to be paid from the traveler’s M&IE allowance.

8. International Ground Transportation – Receipts are required for ground transportation amounts claimed above $25.00. When receipts are not available, the destination and expense should be noted on the ground transportation log.

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1.15.6 Meals and Incidental Expenses (M&IE)

Each college is responsible for providing direction and information concerning travel to their personnel, subject to the limitation of the travel and expense allowances outlined within this regulation. To be eligible for M&IE the traveler must 1) be away from their residence or duty post substantially longer than an ordinary day’s work; or 2) stop for substantive sleep or rest to properly perform their duties.For purposes of this travel regulation, an employee’s workday encompasses the hours actually worked on a given day, irrespective of his or her normal shift (workdays and travel days are applicable only in the context of interpreting the Travel Regulation and are not to be applied to the calculation of the number of hours worked or for the computation of compensation or benefits).

1. Meal Allowances
   
   Regardless of any circumstance or condition, a traveler may not claim more than three (3) meals in any single calendar day or in any period of twenty-four (24) consecutive hours. Meals and incidental expenses shall not exceed those amounts allowed by Travel Regulation. To claim any meal expense, the traveler must show where and when the trip begins and ends.

   1. Rates - for per diem allowances can be found at www.gao.state.az.us/travel for domestic travel and www.state.gov/m/a/asl/prdm/ for international travel. No receipts are required. Note: the amounts allowed for meals are not intended to cover the entire cost of a meal taken while in travel status. The amounts are calculated to compensate the traveler for the estimated difference between the cost of a meal taken on the road and the cost of a meal prepared at home.
      
      The rate used for a meal should be based on the city in which the meal was consumed, and not the traveler’s final destination.

   2. Full-Day Allowance - Except as may be otherwise provided, a travel day of fourteen (14) or more hours shall be considered a full day and entitle the traveler to reimbursement for up to three (3) meals. Exceptions include circumstances under which the traveler is by some other means (such as meals served at a conference or on a plane) provided one or more meals during the course of a day. Reimbursement shall not exceed the daily per diem.

   3. Partial-Day Allowances - When the travel day is less than a full day as described above, the following guidelines shall be applied to amounts for meals:

      1. Breakfast - when departure is prior to 7:00 a.m. and/or return is after 9:00 a.m.  
      2. Lunch  - when departure is prior to 11:30 a.m. and/or return is after 1:30 p.m.
      3. Dinner  - when departure is prior to 5:00 p.m. and/or return is after 7:00 p.m.

   Departure and return are measured from the time the traveler leaves and returns to their home and duty post, whichever is closer. Partial day allowances for domestic travel is determined within the rate index, while international travel per diem is reimbursed at percentages consistent with those established by the Arizona Department of Administration.

   4. Meals Provided - Whenever meals are provided at no additional cost to the traveler, regardless of the menu or whether the traveler participated in the meal, (including meals on planes, and meals included in conference registration fees and meals reimbursed to another traveler), the traveler shall not be entitled to any per diem for those particular meals.  Regardless of menu, continental breakfast is considered a provided meal.  A conference brochure (or equivalent detailed document) must be provided for documentation of meals included in conference registration. It is the obligation of the traveler to make any necessary arrangements for special dietary needs.

   5. Meals for Group Travel – The applied per diem amount for group travel may be less than the published per diem rate. Whenever an employee (e.g., advisor or coach) receives funding for group or team meals, the meal form must state how the funds are being distributed and be signed when the distribution occurs. If multiple distributions occur, then multiple forms must be signed. The use of prior signed meal forms is prohibited.  Valid receipts are also required in instances when funds are not distributed to students, but the meals are paid for the group as a whole, or when all meals are paid from the advance.

   6. Meals for a Group of Employees - When a group of MCCCD employees are traveling together and one employee pays the total meal cost, the reimbursement for the meal will be actual cost, not to exceed the number of employees multiplied by the pro-rated per diem amount for the meal. An exception is allowed if the host has an approved "Official Functions Form" that was submitted in advance of the event. The "Official Function" activity will be reimbursed separate from the employee's travel expense. In either case, a valid receipt and list of participants must be submitted to substantiate the cost of the meal. Participating employees who did not pay shall not claim under the per diem rate for this meal. Official Function activity shall be limited to one meal per trip.

2. Incidental Expenses
   

   1. Incidental expenses include, but are not limited to, gratuities, laundry, baggage handling, and tips.

   2. Allowance will be reimbursed at the per diem rates per meal. No receipts are required. Amounts for incidental expenses are not over and above the partial day meal per diem allowances and are included in the daily per diem rate.

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1.15.7 Lodging In-State And Out-of-State

The traveler must be in approved travel status to be reimbursed for lodging costs.  Lodging costs incurred will be reimbursed only if traveler is required to be away from his or her residence or duty post substantially longer than an ordinary day’s work, and would not be able to return to their home or duty post by 9:00 p.m. Other lodging costs incurred may be reimbursed if an emergency exists and the appropriate governing authority approves as designated in section 1.15.3. The Vice Chancellor for Business Services may approve local hotel stays for certain conference formats. Reimbursement requires prior approval. Lodging must be at a commercial establishment and the traveler is required to request the lowest available rate (government, commercial, corporate, conference, etc.).

1. Receipts:   

A valid receipt is required for reimbursement. It is the traveler’s obligation, upon checking into the establishment, to assure that the establishment can provide a receipt containing the required information on the establishment’s letterhead or invoice.

2. Reimbursement Amounts:

   1. The reimbursement amount includes room charges and applicable taxes, and should not exceed the Arizona Department of Administration rate index. The rates published in the Arizona Department of Administration rate index are limits for actual expenses and are not meant as a per diem for lodging expenses. If a situation exists that makes compliance with the maximums impractical, and the governing authority approves, actual lodging costs in excess of the Department of Administration’s rate index may be reimbursed.

   2. For conference travel, reimbursements may be made at conference lodging costs. In these instances, the reimbursement amount will be the actual lodging, cost plus tax, of the conference designated hotel. If the traveler chooses to stay in a hotel other than the conference designated hotel, the traveler will be reimbursed the actual lodging cost plus tax, provided the cost (including transport from hotel to conference and back) does not exceed the conference designated hotel cost.  A brochure of the conference must accompany the travel request form. If applicable, parking fees assessed by the hotel may be reimbursed if funding is available.

   3. When lodging is shared with another individual on College/District business, reimbursement will be made to the traveler who paid. When lodging is shared with an individual not on College/ District business (such as a spouse) reimbursement shall not exceed the single room rate plus tax.

   4. Reimbursement shall not exceed the actual amount of travel-related expenses.

   5. Travel expenses for non-employees are reimbursed according to policies/regulations applicable to MCCCD employees.

   6. Business communication charges, including telephone, internet access, faxes and copies, are reimbursable. Travelers should note the party to whom business calls were made and/or purpose. Personal phone calls are not reimbursable.

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1.15.8 Miscellaneous Travel Issues

1. Out-of-State Use of Equipment - Any out-of-state use of College/District owned equipment including vehicles, must be specifically approved by the governing authority (as defined in 1.15.3). The guidelines set forth in the Off Premises Property Loan Administrative Regulation 1.11 also apply.

2. Non-Reimbursable Expenses – The Following Are Not Reimbursable Travel Expenses Under Any Circumstances:

   • Alcohol
   • Airline Or Social Club Membership Dues
   • Babysitting Or Childcare Costs
   • Car Repairs/Routine Maintenance Or Locksmith Charges
   • Clothing, Luggage, Briefcases
   • Credit Card Delinquency Fees/Finance Charges/Annual Fees
   • Expenses For Travel Companions/Family
   • Frequent Flyer Miles
   • Health Club Facilities, Saunas, Massages
   • Helicopter Services For Airport Transfers
   • Kennel Fees And Pet Care For Pets While On Travel Status
   • Laundry And/Or Dry Cleaning
   • Loss/Theft Of Cash
   • Loss/Theft Of Personal Property (Lost Baggage, Etc.)
   • Magazines, Books, Newspapers, Or Movies
   • Optional Travel Or Baggage Insurance
   • Parking Or Traffic Violation Tickets
   • Personal Accident Or Property Insurance
   • Personal Entertainment/Grooming/Gifts/Souvenirs
   • Personal Sightseeing/Tourist Activities
   • Trip Cancellation Insurance



3. Other - Any travel issues that are not specifically addressed within this regulation require review by the Vice Chancellor of Business Services and/or the appropriate designee.

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1.15.9 Lodging and M&IE Out-of-Country

The appropriate governing authority has authorization to approve out-of-country travel (Section 1.15.3). U.S. Department of State allowances will be used for reimbursement amounts for all travel out-of-country, including lodging for work study trips.  The listed amount includes allowances for both lodging and M&IE.  Links to information regarding reimbursement amounts for foreign areas is available on the Accounts Payable website: www.maricopa.edu/business/ap/travel.

1. M&IE - Please reference previous language within section 1.15.6a on allowable M&IE. The daily total amount available for out-of-country M&IE should be obtained from the U.S. department of state’s  website: (http://www.state.gov/m/a/als/prdm/c16476.htm) and be allocated between meals, when necessary, using the following percentages (these percentages include allocating the incidentals that the U.S. DOS identifies separately):

BREAKFAST   20%
LUNCH          25%
DINNER         55%

2. Lodging - please reference previous language within section 1.15.7 on allowable lodging expenses.

3. Receipts - A valid receipt is required for reimbursement.  Ground transportation can be claimed without receipts up to $25.00 per expense claim form. All other expenses above $25.00 require a receipt, except for allowable M&IE., traveler must identify itemized expenses for receipts presented in a foreign language and foreign currency should be converted to U.S. dollars.

4. Conversion Rates - Conversion of foreign exchange should be completed prior to submitting the reimbursement request. Conversion may take place prior to leaving Arizona or during travel with a receipt from an official banking establishment specifying the date, conversion rate and amount converted. Conversion rates may also be calculated using the date each actual expense was paid from an official conversion web site of the traveler’s choice. Copies of the conversion table should be attached to the travel expense claim form. Information on conversion rates can be obtained by contacting the Treasury, Tax and Audit Department District Business Services or on their website at: www.maricopa.edu/business/treasury/.

5. Ground Transportation – please reference previous language within section 1.15.5 h on international ground transportation.

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The Governing Board of the Maricopa County Community College District authorizes the reimbursement of travel and M&IE expenses for out-of-state finalists for employment for Management, Administrative and Technological positions Grade 18 and above; finalists for residential faculty positions; and candidates and finalists for Chancellor’s Executive Council positions under the following circumstances:

1. The Chancellor, appropriate Vice Chancellor or college president verifies the need for an on-site interview and identifies appropriate funds to cover the costs of reimbursement; and

2. Reimbursement will be limited to actual expenses and valid receipts. The most economical means of transportation that is available should also be used.
   

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Amended by the Governing Board on February 27, 2007.
Amended Motion No. 9413 - Amended July 27, 2004
Amended Motion 9260 - Amended March 13, 2001
Amended Motion 9021 - Adopted into Governance, September 24, 1996
Amended Motion 8894
Amended Motion 8895
Amended Motion 8896
Founding Source: Governing Board Meeting 7/25/95 Motion Number 8424

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