Controller's Office
Travel Policy and Procedures
- Travel General
- Method of Travel
- Lodging and Per Diem
- Use of State/College Motor Pool
- Rental Car Companies
- Collision Deductible Insurance on Rental Cars
- Private Automobile Usage
- Travel Expense Reimbursement Procedure
- Duplication of Per Diem Items
- Non-Travel Items
- Research or Public Service Personnel Travel
- Travel Expenses for Applicants for Professional Positions
- Team or Group Travel
- Bonus Flight Points
- Southwest Airlines Business Select upgrades
- Combining College Business and Personal Travel
- Use of Private Aircraft
a. Travel General
Employee Travel Request
For in-state travel, an Employee's Travel Request form must be forwarded for approval by the appropriate vice president, dean, director, or designee, at least ten (10) days prior to any travel. For out-of-state travel an Employee's Travel Request form must be forwarded for approval by the appropriate cabinet representative. In the event it is not possible to submit a travel request ten (10) days prior to the trip, a written explanation must be attached to the request.
Upon approval, the Employee's Travel Request will be sent to the controller's office. If an exception to the lodging rate is requested and approved, attach a memo providing an explanation for the exception and the exception calculation (see exception to the lodging rate under section c. Lodging and Per Diem).
For travel to be processed and expensed in the accounting system a travel expense object of expenditure ("20") must be established in the account to be charged. For state accounts, the requesting department must determine whether the object "20" budget is sufficient to pay for the planned travel, if not, a budget transfer must be implemented to increase the travel budget.
The travel object/subject codes are:
- 2001 In-State Travel
- 2002 Out of State Travel
- 2003 Foreign Travel
- 2006 Mileage
b. Method Of Travel
Travel should be by the least expensive method available when total travel time, salary of traveler, availability of state motor pool cars, and cost of transportation are considered. Air coach is recommended to all areas serviced. Use of other than a state motor pool or rental vehicle for trips over 50 miles requires justification.
Travel Advances
Travel advances will not be issued. All employees who travel may obtain a college issued credit card that may be used in lieu of a cash advance. Under no circumstances will an advance be issued for airfare, lodging, or registration fees.
c. Lodging and Per Diem
Lodging and Per Diem rates adopted by the State of Nevada are the same rate for employees of the federal government established by the U.S. General Services Administration (GSA). These "federal" rates are updated every October 1 of each year and can be found on the GSA website. The State of Nevada has adopted these federal lodging and per diem rates but has not adopted the federal regulations outlined at the GSA site.
U.S. Travel
General
Federal lodging and per diem rates are established by location and season. If the travel destination (city or county) is not specifically identified a standard U.S. Continental (CONUS) lodging rate must be used. All lodging rates exclude taxes and special fees assessed by the location, thus the combined lodging reimbursable amount includes the room rate plus local taxes and special fees assessed all customers regardless of the room rate (example: utility surcharges). Lodging taxes and fees are limited to the taxes/fees on reimbursable lodging costs. For example, if the maximum lodging rate is $50.00 per night, and you elect to stay at a hotel that costs $100.00 per night, you can only claim the amount of taxes/fees on $50.00 which is the maximum authorized lodging amount. Receipts are required for lodging.
Reimbursement for overnight lodging in areas less than 50 miles from a principal station must be justified in writing, approved by the appropriate cabinet representative and included with the Claim for Travel Expense form. Examples of reasons for overnight stays include:
- Inclement weather conditions make travel difficult.
- Late official meetings are required.
- Individuals involved are conference hosts responsible for meeting arrangements.
Per Diem
Meals will be reimbursed in accordance with the Meals and Incidental Expenses (M&IE) allowance. Receipts are not required for the M&IE allowance. Employees may receive reimbursement for breakfasts even though continental breakfasts are provided. Employees are to deduct meals furnished to them during a conference or meeting from their reimbursement request in accordance with the rates within the GSA breakdown for the breakfast, lunch and dinner components. The M&IE rates vary by location and season, for guidance on deducting these amounts employees should refer to the "Meals and Incidental Expense Breakdown" link on the GSA website.
Meal Time Frames are:
- Breakfast: 12:01 a.m. - 10 a.m.
- Lunch: 10:01 a.m. - 3 p.m.
- Dinner: 3:01 p.m. - 12 a.m.
When an employee travels 75 miles or less (one way), for a period of less than 24 hours, the employee is entitled to mileage reimbursement but is not entitled to receive reimbursement for meals for the day unless an exception is made by the appropriate cabinet representative.
Exceptions to the Federal Lodging Rates
Exceptions to the federal lodging rates may be approved in advance by the individual authorized to approve the Employee's Travel Request. Exceptions to the rate of reimbursement for lodging include the following:
- lodging is procured at a prearranged place such as a hotel when a meeting, conference or training session is held or;
- costs have escalated because of special events; lodging within prescribed allowances cannot be obtained nearby; cost to commute to/from the nearby location exceed the cost savings from occupying less expensive lodging.
In-State Exception (object code 2001)
If there is a justifiable exception for in-state lodging, 150% of the standard federal rate is allowable. For example, if the federal rate is $90, maximum allowable is $135 lodging reimbursement.
Out-of-State Exception (object code 2002)
If there is a justifiable exception for out-of-state lodging, a 175% of the federal rate for surveyed out-of-state sites or 300% of the standard federal rate - $180 of non-surveyed out-of-state sites may be used to calculate the lodging reimbursement.
Foreign Travel (object code 2003)
Foreign travel lodging and per diem rates are the same provided by the United States Department of State (DOS) at State Department website.
d. Use of State Motor Pools
The college has an arrangement with an outside vendor for motor pool services. For local trips that vendor, Enterprise Car Rental (www.enterprise.com - account number 54C6069), should be used before using the state motor pool. The state motor pool may be used for Carson City, Reno, and Las Vegas. Reservations for state motor pool cars require a Nevada State Motor Pool Daily Vehicle Approval Form signed by the employee's appointing authority. A copy of the signed form should be faxed to the appropriate motor pool site to reserve a vehicle. The traveler must present the originally signed form at the time of vehicle pickup.
See State of Nevada Motor Pool website for rates and forms.
Remember: When traveling on college business, use seat belts.
e. Rental Car Companies
Certain rental car agencies have agreed to provide what the Risk Management Division has determined to be minimum acceptable insurance coverage, and State and Business Center Purchasing has developed agreements with each of them. The list of companies and rates can be found at online, the preferred college primary vendor is Enterprise Car Rental. Reservations may be made on the Web at or by calling 1-800-593-0505. The account number is NA5473 and PIN number is NSH. Use of any company not authorized by Purchasing may expose the college to increased liability in the event of an accident and is prohibited. Vehicles must be rented in the name of the individual, and the State of Nevada/college rental agreement number should be referenced. Always use the state agreement (and price) to obtain insurance coverage. Reservations may be made direct or through your travel agent. Rental car agency names and rental agreement numbers for each company may be obtained by contacting the Controller's office, travel section.
Other rental car companies should be used only if the traveler's destination city is not serviced by the state vendor or if the type of vehicle required is not available at that location. Justification must be provided on the Claim for Employee Travel Expense if a non-state approved rental car vendor is used.
f. Collision Deductible Insurance On Rental Cars
It is not necessary to purchase collision damage waivers from state-contracted car rental companies, as these protections are already included in the negotiated agreements. Should it be required to rent a vehicle outside of these agreements, employees should rent the vehicle using the college-provided credit card, which provides coverage for physical damage to the rented vehicle. If a rental vehicle cannot be rented from a contracted company or by using the college-provided credit card, the damage coverage should be accepted and paid for at the time of the rental and submitted for reimbursement.
In the event an employee driving a rental car on college business is involved in a collision, the individual is to submit a Vehicle Accident Report of the accident through the supervisor authorizing the travel. The report is to be sent to the rental car agency and BCN's Risk Management. Any related correspondence is to be attached to the report and a copy sent to TMCC's Vice President, Finance and Administrative Services. Individuals are not to make direct payment and seek reimbursement. Such action may result in the individual absorbing the charge.
g. Private Automobile Usage
The supervisor must determine whether the use of a private automobile is for the College's Convenience or for the Employee's Convenience.
For College's Convenience
An employee using their own personal vehicle at the convenience of the college will be allowed reimbursement at the standard mileage reimbursement rate for which a deduction is allowed for travel under federal income tax laws. An All-Agency memorandum from the State Department of Administration will announce the current rates to be in effect throughout the year.
Memo is available under the Controller's document and form's Web page.
For Employee's Convenience
If a private car is used for the convenience of the employee, the reimbursement rate is one-half the standard mileage rate. If the city is not serviced by an airline, the employee is entitled to reimbursement of meals en route.
Reimbursement Private Automobile Usage
Please see the State of Nevada All-Agency memorandum from the State Department of Administration with current rates.
Within fifteen (15) days after the end of the month, a Claim for Travel Expense must be filed. The Claim for Travel Expense must be approved by the supervisor. If filed later than fifteen (15) days, attach an explanation. Attach a travel log listing trip miles by trip; specifying location to location miles, times and dates.
The college uses a duty station standard in determining allowable reimbursable miles. An individual is normally assigned a basic duty station (office, first classroom assignment, etc.). The mileage from home to the duty station during normal workweek schedule is assumed to be a normal commute to the work place and not allowable as mileage reimbursement. Subsequent mileage from the duty station (office or first classroom assignment) is allowable mileage reimbursement.
Performing business during the initial commute from home to the duty station is considered a part of the normal commute travel and not allowable for mileage reimbursement. If in the extraordinary circumstance that attending a business function during the normal commute travel causes the individual to incur additional miles over the normal home to duty station mileage, then the difference in mileage is reimbursable.
If an individual is called out on special assignment or emergency beyond the normal work schedule mileage from home to duty station is reimbursable.
If two employees travel in a private vehicle on college business, only one employee is entitled to mileage reimbursement.
Mileage for transportation to and from airport will be reimbursed at the lesser of the mileage from the office or from home to airport.
h. Travel Expense Reimbursement Procedure
Within fifteen (15) days after completion of a trip, a Claim for Travel Expense must be filed in the Controller's Office. If filed later than fifteen (15) days, attach an explanation. The account to be charged must be specified and must agree with the information on the Employee's Travel Request form. Original receipts should be attached to the Claim for Travel Expense form, which must be routed for approval by the person signing the Employee's Travel Request.
If travelers use their personal funds for the purchase of airline tickets or the payment of conference/workshop registration fees, reimbursement cannot be made until completion of the travel.
An Employee's Travel Request should be prepared and submitted whenever airline tickets are ordered from travel agencies. Special arrangements can be made to pay the travel agency for tickets in advance of the trip. The Controller's office must be notified of any cancellations or changes in flight plans.
Any airline tickets, that are not used and cannot be refunded becomes a credit that can be used on future travel. The credit must be used for future college business travel.
Conference registration fees for conferences held locally (Reno, Sparks, Carson City area) must be charged as an operating expense, not travel expense. Local registration fees should be charged coded as a 3026 (Conference/Registration) object code. Conferences held outside of the local area are considered travel expenses and should be coded as 2005 (Conference/Registration) object code. Registration fees may be paid in advance directly to the conference. Registration fees may be charged to a college credit card or a DPO.
Original receipts must be attached to the Claim for Travel Expense, if original documentation is not available a letter of explanation signed by the employee's supervisor must be attached to the claim form. If a purchasing card was used to pay for any portion of the trip, the claimant must attach a copy of the purchasing card statement of account denoting payment. For all travel lodging and per diem claims, the claimant must attach a copy of the federal (U.S. travel) or State Department (Foreign travel) web page denoting the lodging and per diem rates used for the claim.
i. Duplication Of Per Diem Items
Claims for per diem allowance must take into consideration meals or lodging included in conference registration fees and for meals served on public transportation without additional cost to the traveler.
Parking or storage fees will be allowed when considered necessary for college or private cars. Charges should be itemized in the detail column of Claim for Travel Expense form and the amount entered in the transportation cost column. Receipts are required.
j. Non-Travel Items
Travel claims filed in conformity with these regulations shall be considered full compensation for all meals and lodging, including tips, and for minor miscellaneous expenses such as local telephone calls. Toll calls may be itemized to claim reimbursement, if college related. The person and place called must be identified and a receipt is required.
k. Research or Public Service Personnel Travel
Personnel on research or public service assignments may be reimbursed for travel.
l. Travel Expenses for Applicants For Professional Positions
Travel expenses for applicants for professional positions are reimbursed for documented reimbursable interview costs, up to a maximum of $750.00 per vacant .5 FTE or more professional position. An exemption to the maximum may be granted by the President based on pool availability, affirmative action, and level of position. Reimbursable costs include all costs associated with transportation, housing and dining costs paid by the interviewee to travel to Reno, Nevada for a personal interview. Non-reimbursable expenses would include any personal entertainment, clothing or tourist costs.
Reimbursing a Candidate's Interview Expenses
- The interview candidate will complete a claim for travel expenses, provided by the search committee chair, attaching all original receipts and mailing it to the search committee chair.
- The search committee chair will then complete a DPO attaching the claim for travel expense and submitting the claim, DPO and attached receipts to the Human Resources office for final processing.
m. Team Or Group Travel
College employees on trips accompanying a team or group follow the same procedures outlined in Sections a - k for lodging and per diem, as appropriate.
n. Bonus Flight Points
Some commercial airlines allow the accumulation of free bonus flight points to travelers based on miles flown or as an inducement to travel with that airline. Any flight bonus points received by the college or college employees as a result of college-paid air travel shall, whenever possible, be used by the college to meet college travel needs.
o. Southwest Airlines Business Select Upgrades
When flying on Southwest Airlines, the additional fees to upgrade to Business Select level, will not be reimbursed to the traveler unless there is an exception such as there are no other seats available.
p. Combining College Business and Personal Travel
Separating college and personal travel expenses poses certain auditing problems for the travel processor in the Controller's Office. Employees who incorporate private and college travel must demonstrate the costs borne by the college are not increased by the personal travel. The employee must clearly delineate the private and college charges when submitting a Claim for Travel Expense form. When college and private travel is not clearly delineated, the travel processor will determine the reimbursement due to the employee. For questions about this calculation, call the Controller's Office.
q. Use of Private Aircraft
Use of private aircraft for both travel in-state and out-of-state is discouraged. Before an employee’s private aircraft may be used, prior approval must be obtained from the appropriate cabinet representative. Justification should include factors such as total travel time and cost of alternate transportation. Passengers are to be limited to employees only. In these cases, the employee-owner of a private aircraft must show evidence of public liability insurance as required by BCN Risk Management.
The approved reimbursement rate for the use of private aircraft is in accordance with the federal GSA rates per air mile traveled.