Administrative Regulation:  Travel

Regulation Number:  3.13.1

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All travel funds, whether budgeted for individual offices or for major college divisions, are subject to approval by the appropriate Executive Administrator or President. Faculty and student travel relating to instruction must be approved by the Chief Academic Officer. Faculty and student travel for activities must be approved by the Chief Student Services Officer. Criteria used in determining priority for these funds are:

  • Relevance to field of specialty
  • Relevance to Eastern Wyoming College
  • Class time to be missed
  • Frequency of travel by individual
  • Cost of trip

Vehicle Reservations, Use and Restrictions. College vehicles are to be used for transportation unless prior approval to use a personal vehicle is given by the traveler’s supervisor. Regardless of whether a college or personal vehicle is used, all employees traveling on college related business must wear seat belts and drivers are expressly prohibited from text messaging or emailing while operating college vehicles, or from using government supplied electronic equipment to text message or email when driving. Reservations for college vehicles should be made with the EWC Information Center receptionist and a determination should be made at that time by the supervisor regarding the availability of college vehicles that are appropriate for the scope of the trip. Keys to the vehicle(s) may be checked out at the time of departure or at the end of office hours if departure time is between 5 p.m. and 8 a.m. or on a weekend or holiday. Generally, college vehicles should not be taken home in anticipation of leaving the following day. However, this may be warranted in circumstances where the location of the traveler’s residence is substantially closer to the travel destination than the education center where the college vehicle is normally housed. A travel report must be completed upon return.

Cash Advances

Cash advances for travel are available through the business office when the following conditions are met:

  • The cash advance is requested five days prior to the trip.
  • The travel is required as a part of the job.
  • The appropriate supervisor has authorized a cash advance.
  • The trip involves a minimum cost of $100- or two-days’ travel plus an overnight stay.
  • Anticipated costs are itemized on the appropriate form.

Reimbursement Procedures

A “Travel Expense Voucher/Reimbursement Form,” available in the business office, must be completed before travel expenses can be reimbursed.  Receipts showing place and date of expenditure as well as the reason for the expenditure are required for meals (for same day travel), lodging, commercial travel, registration fees, any necessary parking and toll fees, etc.  Cash register receipts are not acceptable; receipt books for this purpose may be checked out from the business office.  Appropriate receipts and unexpended cash advance money are due in the business office no later than the first working day following the return date.  At the employee’s option for overnight trips, meals may be reimbursed on the current per diem basis rather than actual costs.

 

Original Adoption Date: 8/13/91

Revision Date(s): 11/8/05(RF), 12/11/07, 8/13/13(RF), 12/10/13, 4/4/16

Date reviewed, no change: