Travel & Expense Reimbursement
Purchasing and Accounts Payable receives and processes all college-related travel requests, including student travel, local mileage and meals, personal reimbursements, catering invoices, and registration fees for local conferences. Guest speakers and other non-employee related travel are also processed through this office.
These forms are for employees, faculty and staff and are used for requesting approval for travel prior to the trip and submitting the expenses for reimbursement after the trip. These forms are used to book flights and pay conference registrations as well for overnight travel. If your travel does not include airfare or overnight travel, the “Mileage and Meal Reimbursement” form should be used. When requesting the Travel Office to book a flight, it is critical that the name on the Travel Request is the same as the name on your driver’s license or passport. The TSA requires that your ID matches the name on your ticket prior to boarding a flight. Please include ALL required documentation as listed on each form including registration forms, conference agenda, and appropriate receipts for reimbursement. Receipts should be legible and taped onto a separate sheet prior to submission.
This form is used by employees, faculty and staff requesting approval for a rental vehicle. Appropriate approval must be obtained according to signature protocol prior to reserving any type of rental vehicle for the College.
This form is for employees, faculty and staff and used when submitting a request for reimbursement for mileage and or meals for same day travel. When completing this form for mileage please be sure to consider the fact that your daily commuter miles should always be deducted from the total mileage request. Your daily commuter miles are the miles that you normally travel to and from your work location on a normal daily basis. Please provide receipts for parking. Receipts for local meals should be provided. The maximum allowance for tips is 15 percent. Receipts should be legible and taped onto a separate sheet prior to submission.
This form is primarily used by employees, faculty and staff when requesting the Travel Office to pay for a registration fee (by check or online) to a conference or event that does not require overnight travel. If the registration is for an event that includes overnight travel it should be included on your Travel Request Form. If online payment is indicated, the Travel Office will provide options to complete the registration. This form can also be used when requesting reimbursement for a pre-paid registration fee. A receipt or proof of payment must be included with submission.
This form is used by employees, faculty and staff when a purchase is made on behalf of the college. Prior to considering the use of this form, please contact firstname.lastname@example.org to search for other options for securing the items needed for the college. Bookstore purchases should be made through the college using the Bookstore Purchasing form. This form should be a rare occurrence, and requests for college-related items should be made through Purchasing. Prior to making a purchase on behalf of the college, all signature protocol approvals are still required. Receipts should be legible and taped onto a separate sheet prior to submission. Also, please note that sales tax will not be reimbursed, as the college is tax exempt cannot cover the expense of sales tax.
This form is used for all Student Travel. The Student Travel process is critical to maintaining the safety and accountability of our students. Please work with the Department of Enrollment Management and Student Affairs on all travel that involves students. Please direct specific questions regarding this form to the Columbus State Community College Police Department.
These forms are used when inviting guests to the college, including but not limited to, speakers, accreditation, and candidates for hire. Depending on the purpose of the visit, a Personal Service Agreement or contract may be required. Please contact the Travel Office directly with questions or for access to these forms.
Helpful Links Associated with this topic:
Operational Budget (specifically section 4)