Fill - Free fillable Q1 Training 10.5.18 Employee Reimbursement (Evergreen Valley College) PDF form

Business Services

Qtr. 1 Training

Employee Reimbursement

(Mileage, Travel, and Food)

Page 1 of 19

Agenda

1. Mileage Reimbursement

2. Conference Reimbursement

a) One day

b) More than one day conference

i. Driving vs. flying to conference destination

3. Food Reimbursement

4. Open Discussion

5. Feedback

Page 2 of 19

Mileage Reimbursement

Mileage reimbursement guidelines:

1. Form can be found on the District Office Accounting Toolbox (Appendix 1)

http://www.sjeccd.edu/district-services/fiscal-services/accounting-toolbox

2. 2018 mileage rate is $0.545/mile

3. The mileage from EVC (one way) to: (Appendix 2)

http://www.sjeccd.edu/AdministrativeServices/Documents/Mileage%20Chart.pdf

a) District Office: 10 miles

b) San Jose City College: 12 miles

c) Milpitas: 15.2 miles

Page 3 of 19

Cont. Mileage Reimbursement

4. Must have:

a) Google Map (Map and text) for each travel/destination

b) Claimant signature

c) Manager approval

d) Department Budget Account(s) number

i. Hint: Object code should be: 55230 (mileage expense)

5. Forward the signed mileage form to Business Services for approval

Page 4 of 19

Conference Reimbursement

1. Administrative Procedures (AP) 7400 was last updated on January 26,

2017:

a) Conference is now consider over 24 hours

i. Forms can be found in the District Office, Accounting Toolbox

(Appendix 3)

http://www.sjeccd.edu/AdministrativeServices/Documents/Conference%20Attendance%2

0Request.pdf

1. One day conference (less than 24 hours)

“For travel not exceeding a 24-hour period, travelers shall be reimbursed for expenses via the

Mileage Reimbursement form and the District Request for Check form, as appropriate” – AP 7400

Page 5 of 19

Cont. Conference Reimbursement

2. More than one day conference reimbursement – Must have:

a) Approved and complete conference form

b) Attached a conference agenda if possible

c) Supporting documents for all reimbursement

i. Mileage (map print out)

ii. Meals (Per-diem)

• Breakfast $15

• Lunch $16

• Dinner $28

Page 6 of 19

Cont. Conference Reimbursement

c) Supporting documents for all reimbursement –

cont’.

iii. Airfare

• Itinerary and proof of payment

iv. Registration

• Employee paid: proof of payment

• District paid*:

 District Credit Card: Copy of receipt

 District Request for Check: Voucher number

v. Lodging**:

• Employee paid: proof of payment

• District paid*:

 District Credit Card: Copy of receipt

 District Request for Check: Voucher number

*See red box in appendix 2

** Receipts must be itemized

Page 7 of 19

Cont. Conference Reimbursement

c) Supporting documents for all reimbursement – cont’.

vi. Parking:

• If included in hotel statement, include under lodging

• If parking was paid separately, include proof of payment and put under parking

vii. Additional:

• You can include the following under this category: Uber/Lyft, toll,

baggage fee, shuttle, etc.

 Proof of payment

Page 8 of 19

Cont. Conference Reimbursement

2. One day conference – Must have:

a) Approved and complete conference form

b) District Request for Check with Manager’s approval (Appendix 4)

http://www.sjeccd.edu/district-services/fiscal-services/accounting-toolbox

i. Have multiple GLs for the related expense:

 Mileage: 55230

 Meal: 54301

 Airfare, Registration & Parking: 55200

Page 9 of 19

Driving vs. Flying Reimbursement

1. Driving:

a) 300 mile one day maximum

“Mileage reimbursement for the traveler’s use of his/her personal vehicle for District

business shall be paid at the Internal Revenue Service rate at the time of the travel

from the traveler’s originating origin. This rate is intended to cover all costs associated

with operation of the vehicle, including, but not limited to, insurance, repairs, fuel, and

other operating expenses. When a traveler elects to use a personal vehicle in lieu of

air transportation, the traveler will be reimbursed at the current IRS statutory limit

for the first 300 miles. Beyond that mileage, the traveler will be reimbursed at the

“economy” airfare rate to/from that location. Exceptions must be approved by the

District Chancellor, a Vice Chancellor or a College President.” – AP 7400

2. Flying:

a) Itinerary and proof of payment

Page 10 of 19

Food Reimbursement

1. Food Reimbursement – Must have:

a) Approved District Request for Check (Appendix 4)

i. Manager and President’s approval

b) Itemized receipts showing proof of payment

i. Affidavit of Missing Receipts (Appendix 5)

http://www.sjeccd.edu/AdministrativeServices/Documents/Affidavit%20of%20Mis

sing%20Receipt.pdf

c) Funds are available

i. Hint: Object code to use: 54301 (food)

2. Forward the approved form to Business Services for approval

Page 11 of 19

Recap…

1. Mileage Reimbursement

2. Conference Reimbursement

a) One day

b) More than one day conference

i. Driving vs. flying to conference destination

3. Food Reimbursement

All forms can be found on the District Services Accounting Toolbox

http://www.sjeccd.edu/district-services/fiscal-services/accounting-toolbox

Page 12 of 19

Page 13 of 19

Page 14 of 19

SJCC

EVC

CEM

San Jose/Evergreen Community College District

40 South Market Street, San Jose CA 95113

Mileage Reimbursement Form

Calendar Year 2018

Name: ______________________________________________________ Employee #__________ Dept ___________________

DATE ITEMIZED TRIP DESCRIPTION TOTAL MILEAGE

Tota BusIness Mileage (as shown above) -

Business Services Use Only Total Reimbursement Due for period per IRS Rate

Signature of Claimant : __________________________________________ Date______________

APPROVED FOR PAYMENT:

Department Supervisor / Manager :_______________________________ Date______________

Business Manager :_____________________________________________ Date______________

Department Budget Account Number: (required) ______________________________________________

I hereby certify that the above is a true and correct statement of my automobile mileage, on College District business, for the period

indicated and my claim for reimbursement as provided by the rulings of the goveming Board. I further certify that at the time of incurring

this claim I had in effect a valid California Drivers License and an active auto insurance policy with limits of liability at or exceeding the

minimum requirement established by law.

Standard Mileage

between SJCC and EVC

is 24 miles R/T.

Appendix 1

Page 15 of 19

Intra-District Mileage Chart

Effective 1/1/2018

One-Way Mileage

Current Mileage Reimbursement is $0.545/per mile

District Office: 40 S. Market St, San Jose, CA 95113

From

Mileage

District Office

and CEM

Evergreen Valley College

San Jose City College

3.4

Milpitas

11.6

Evergreen Valley College: 3095 Yerba Buena Road, San Jose, CA 95135

From

Mileage

EVC

District Office/CEM

San Jose City College

Milpitas

15.2

San Jose City College: 2100 Moorpark Ave, San Jose, CA 95128

From

Mileage

SJCC

District Office/CEM

3.4

Evergreen Valley College

Milpitas

13.2

Milpitas: 1450 Escuela Parkway, Milpitas, CA 95035

From

Mileage

Milpitas

Extension

District Office/CEM

11.6

Evergreen Valley College

15.2

San Jose City College

13.2

Appendix 2

Page 16 of 19

San Jose/Evergreen Community College District

40 S. Market Street

San Jose, California 95113

Approval for Conference Attendance

Authorization for attendance at a professional conference is requested as follows:

Requestor:______________________________

Department:___________________

Employee Number:___________

Date:________

Title of Conference:_______________________________

Location:_______________________________________

Sponsoring Organization:__________________________

Conference Dates:________________________________

Describe the anticipated benefits toward the organization’s goals: __________________________________________________________________

________________________________________________________________________________________________________________________

Will a paid substitute be needed? Yes No If yes, for what classes/dates: ________________________________

Estimated total expenses: $ _________ Maximum authorization: $ _____________

*Is advance payment of registration fees, or hotel required? Yes No (Cash advances are not given to employees)

If yes, include completed Request for Check (RFC) forms for each payment needed. Indicate on the RFC if you would prefer the checks be returned

to your business office, otherwise they will be mailed to the vendor. A copy of the approved conference request needs to accompany each

approved RFC.

APPROVED FOR ATTENDANCE

Administrative Supervisor ___________________________________________________ Ext _______ Date __________________

College President ___________________________________________________ Ext _______ Date __________________

Business Services ___________________________________________________ Ext _______ Date __________________

Request for Conference Expense Reimbursement

(This Part To Be Completed Upon Return from Conference For Travel Exceeding 24 Hours)

I certify that the following is a summary of necessary and actual expenses incurred by me in connection with my attendance at the above named

conference.

Mileage

(_____ miles at ____ per mile. Check for current reimbursement rate. Include Google or other map)

*Meals

(Detailed receipts attached, not to

exceed per diem limit)

Per Diem - Breakfast $15, Lunch $16, Dinner $28

(Attach Conference Schedule or Agenda)

*Airfare

(Ticket or inv attached)

Ticket was obtained from Dist. Travel Agent District CC

*Registration

(Receipts attached)

Paid by: District Credit Card District Check (Last 4 CC/Vchr _________ )

*Lodging

(Receipts attached)

Paid by: District Credit Card District Check (Last 4 CC/Vchr _________ )

*Parking

(Receipts attached)

Paid by: District Credit Card District Check (Last 4 CC/Vchr _________ )

*Additional

(Itemized description)

Total Expenses

*Total Adv Pmt

$ < >

(Advance payment includes any expense paid with District CC, District Check or Travel Agent)

Balance Owed

Signature of Requestor

(upon submission of expense reimbursement claim)

Date

APPROVED FOR PAYMENT

Fund

Loc

Cost Ctr

User

Obj Code

55200

Administrative Supervisor

Date

55200

Business Services

Date

Fiscal Services

Date

Update 7/25/18

Reference AP 7400 Travel

Appendix 3

Page 17 of 19

0.00

DISTRICT REQUEST FOR CHECK

PLEASE SPECIFY:

VENDOR CHECK FOR MATERIALS OR SERVICES

VENDOR CHECK FOR SEMINARS/MEMBERSHIPS/SUBSCRIPTIONS/UTILITIES

PERSONAL REIMBURSEMENT PAYROLL REQUEST (FOR PAYROLL USE ONLY)

MAKE CHECK PAYABLE TO: MAIL CHECK TO (IF DIFFERENT):

VENDOR ID

(REQUIRED)

NAME

ADDRESS

CITY, STATE, ZIP

PHONE NO.

MAIL CHECK PICK-UP AT DS BY: ___________________ DELIVER TO BUSINESS SVCS: ___ EVC ___ SJCC ___CEM

ACCOUNT NUMBER: If new vendor, provide W-9

FUND

LOC

COST CENTER

USER

OBJECT

AMOUNT

Description of goods/services rendered:

_______________________________________________________________________________________________

________________

_______________________________________________________________________________

AUTHORIZATION FOR PAYMENT: I hereby certify that the services and/or items listed were received satisfactorily.

REQUESTED BY:

(Print Name, Dept. and Extension)

Ext:

Date

REQUESTED BY:

(Signature)

MANAGER’S APPROVAL

(Signature)

SITE BUSINESS OFFICER

(Signature)

DISTRICT REQUEST FOR CHECK GUIDELINES – Purchase requisition not required, except for bonds: PO# ____________

NO EQUIPMENT AND/OR FURNITURE

For the following received materials and services $1,000 and under including:

• Independent Contractors (contract required)

• Personal Reimbursements

For the following types of services, regardless of the $ amount:

•Membership Fees •Personal Local Seminars •Subscriptions •Utilities

REQUIRED DOCUMENTATION:

• Original invoice

• Fully executed Contract or Waiver of Liability (If applicable)

• Certificate of Insurance (If applicable)

Rev. 7/2018

Appendix 4

Page 18 of 19

Affid

avit of Missing Receipt

I certify that I am unable to locate the original receipts for the following purchase:

Date: _______________ Amount: _______________ Vendor: _________________________

Reason for Purchase:

_____________________________________________________________________________________

Items/Services Purchased:

_____________________________________________________________________________________

This purchase was made using:

District Procurement (P-Card) #___________________________________________

District Voyager Gas Card #_______________________________________________

Personal Credit/Debit Card (card type & last 4 digits): _________________________

(Include copy of statement showing the charge)

Oth

er ________________________________________________________________

Emplo

yee Name (Print): __________________________________________

Emplo

yee Signature: _______________________________ Date: ____________

Supervisor Name (Print): __________________________________________

Supe

rvisor Signature: ________________________________ Date: ____________

** Please attach any documentation available from the vendor to support the purchase**

Appendix 5

Page 19 of 19

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