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Tips and Guidelines:
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* Note: Expense will be reimbursed based on Butte Glenn Community College District's Travel policy. It may differ from your district's travel reimbursement policy.
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* Do not include any expenses that are paid by other agencies.
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*** POLICY UPDATE: If you are traveling after July 14 2025, please submit your W-9 to blackar@butte.edu to create your traveler profile at our District. Please do NOT transmit your W-9 with your other expense forms.***
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NET NumberFirst 3 letters of last name, first 2 letters of first name, departure date (mmddyy). Example: John
Doe leaving for a trip on February 1, 2016 would enter a NET number of "DOEJO020116".
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Departure/ArrivalIt's important to note your departure and arrival times on your TR.
* Departure date/time: date and time you leave your house to begin travel
* Return date/time: date and time you return to your house concluding your travel
(not just airplane departure/arrival times).
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LodgingRates exceeding $250 per night (excluding taxes and fees) may require additional approval from the VP.
You must submit the Hotel Approval Form with explanation.
* Any upgrades or personal expenses will not be reimbursed		District Travel
Policy
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MealsMeals will only be reimbursed using per diem rates for overnight trips based on departure/return
times. See link for details. Meals included in transportation costs or registration fees will not be
further reimbursed.		Per Diem Details
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Airfare* Be sure to include full flight itinerary with dates, times, departure/return airports, airfare amount.
* Airfare, hotels, or rental cars purchased as part of a bundle or package are not eligible for
reimbursement. These items must be purchased separately with itemized receipts showing the cost.
* Updated seating, early boarding, or extra baggage etc. will not be reimbursed.
* Travelers should book Southwest Airlines "Wanna Get Away" fare or equivalent. If you must book more expensive seats due to availability issues, you must provide a screenshot prove no availability
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Calculating Mileage
* Be sure to provide a screenshot of Google Maps that shows mileage between your home and destination, including address of both locations.Mileage Rate
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Drive vs. Fly* You can be paid mileage instead of airfare if the cost of mileage is less than the grand total of flying,
driving, and parking.
* When calculating the cost of your flight, obtain a screen-capture of an itinerary for the comparative
2-week advance purchase fare to include in your documents.
* When calculating mileage, obtain a screen-capture of a Google Maps route (or similar) showing the
total mileage for driving.
* When calculating parking, obtain a screen-capture of the parking rate from the relevant airport's
economy parking lot. Airport parking will be reimbursed at economy parking rate.
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During Travel:
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Please be mindful to attain and keep itemized receipts while traveling to add to your TR submission in PDF format upon return.
Reimbursements cannot be completed without proper documentation.
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MealsMeals will only be reimbursed using per diem rates for overnight trips. Receipts are not needed. Meals
included in transportation costs or registration fees will not be further reimbursed.		Per Diem Details
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IncidentalsTravelers can claim $5.00 per 24 hours of travel for overnight trips to help cover the cost of travel, such
as baggage handling, laundry, sundries, tips and other miscellaneous travel expenses. Receipts are
not needed.
* Less than 24 hours overnight trip will not be eligible for incidentals reimbursement
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Transportation* Personal Car - Mileage will be reimbursed using the IRS standard rate. Keep documentation of routes
and mileage to submit later. Fuel is included in the mileage rate.
* Rental Car - The cost of the rental can be reimbursed, as can the cost of fuel. The mileage
reimbursement rate does not apply in this instance.
* Miscellaneous - Public transportation, taxis, bridge tolls, parking, etc. may be reimbursed with itemized
receipts. Tips for Uber/Lyft/Taxis will not be reimbursed.
* Airport parking will be reimbursed at economy parking lot rate (Receipt is required). 		Mileage Rate
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ReceiptsWhile traveling it may be a good idea to keep a plastic envelope to store receipts in one place until
you're able to take photos.
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LodgingAn itemized receipt showing final payment is required for reimbursement. Excess costs such as phone
calls, internet, tips, and room service will not be reimbursed.
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Post-Travel Procedure:
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Within 5 days after return from travel, the Travel Reimbursement Form should be submitted as an Excel file together with PDF receipts. Please allow an additional 5 days for review and Adobe Sign approval.
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ReceiptsScan all itemized receipts into PDF documents to submit along with this form.Submission link
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