/In-DistrictMileage_002

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VALENCIA COLLEGE

DFA-1 Rev. 03-09

IN-DISTRICT TRAVEL REPORT VOUCHER

DATE

NAME (print or type) _____________________________________

Mail Code ______________

HOME ADDRESS (If applicable)

________________________ City, State Zip code

______________________________________ Street

FROM LOCATION

TO LOCATION

REASON FOR TRAVEL

TOTALS ______________________________ SIGNATURE OF TRAVELER

V0_______________ ___________ VID # DATE

APPROVED BY: _______________________ SIGNATURE Charge to: INDEX__________ /ACCT__________

• • •

(or)

MILEAGE

0.00 ___________

TOLLS/ PARKING

$0.00 __________

-$0.00 MILEAGE X RATE = $_____________ -$0.00 TOTAL AMOUNT DUE $_____________

_________ COMPLETED BY (PRINT NAME) ________________________ DATE FUND__________ ORG__________ ACCT__________ PROG__________

Please attach a printout from Yahoo, Mapquest, Google, etc. for travel to/from non-campus locations Please include home address on the form, if traveling from or to home and claiming excess miles Submit to: Accounts Payable DTC-3

IN-DISTRICT TRAVEL CHECKLIST Print or type traveler’s name.

Print or type traveler’s primary “home” address. (Refer to Guideline section above for definition of primary “home” address).

Include traveler’s mail code, if Valencia employee.

Include traveler’s Valencia Identification Number (VID #).

Include roundtrips for the day, and whenever possible use the VCC mileage chart found at http://www.valenciacollege.edu/accountspayable/documents/mileagechart.xls .

For locations not listed on the VCC mileage chart, attach with a paper clip a map printout (from Mapquest, or Google) for each distinct travel to/from roundtrip.

Yahoo,

Include receipts for parking over $5.00 and tape receipts securely to letter size paper.

Include index and account numbers.

Print name of person who prepared the travel form on the “Completed by” line.

Traveler must sign and date form.

Budget manager of the index listed must sign and date form on the “Approved by” line. (Note: In most cases the budget manager/approver will be your supervisor, but in some situations, such as with Staff and Program Development funds, this may not be true).

Send form to Accounts Payable at mail code DTC-3.

In-District Travel Checklist Page 1 of 1

INSTRUCTIONS FOR COMPLETING THE IN-DISTRICT TRAVEL REPORT VOUCHER (FA-1)

PURPOSE This form is submitted to request reimbursement for mileage, tolls, and parking within Orange and Osceola Counties (“in-district”). NOTE: Mileage for travel outside of Orange and Osceola counties should be claimed on a “Per Diem and Other than In-District Travel Report Voucher”.

PERSONS AUTHORIZED Personnel entitled to in-district travel reimbursement include: • Employee (full or part-time) of Valencia Community •

Student of Valencia College;

•

Consultants or advisors to Valencia College;

•

Members of Valencia’s District Board of Trustees;

•

Others as authorized by the District Board of Trustees, the President, or a Designee.

GUIDELINES General No form is requir ed prior to in-d istrict travel, unless a fee is being paid “Authorization for Travel or Absence from Campus” must be completed.

to attend the ev ent, in which cas e an

While the C ollege will not reim burse employees for thei r normal roundtrip comm ute mileage, defined as miles incurred to travel from home to official campus headquarters back hom e, employees may be reimbursed for any additional mileage driven above the norm al roundtrip commute. An employee’s official campus headquarters is deemed to be the hiring campus location within the employee record.

The primary “home” address is based on the active address listed within the traveler’s person identification record found in the Banner form FOAIDEN under t he address tab. Since a traveler m ay have m ore than one active address type, the home address is determined as follows.

•

Employees – “HR” address type

•

Students – “MA” address type

•

Others – “BI” address type

Local express toll charges will be reimbursed at the most economical rate (i.e. SunPass or E-Pass rate) even if the traveler does not own an expressway transponder.

In-District Travel Guidelines Page 1 of 2

The mileage reimbursement rate is de fined by Florida Statute 112.061(3)(d) 1.a, and is curren tly 44.5 cents per mile. The “In-District Travel Report” form contains formulas that will automatically calculate the claimed mileage at this rate.

After the in-district tr avel occurs, please com plete the In-District Travel Report Voucher form based on the checklist below to ensure the traveler’s reimbursement request is processed as quickly as possible. The “In-District Travel Report” should be maintained and submitted on a m onthly basis to aid the College’s monitoring of travel expenditures throughout the year.

Student Travel For student travel requirem ents, please refer to th http://www.valenciacollege.edu/studentdev/clubs2.cfm

e Student Cl ub and Organization Manual at

Other Resources For additional information, please refer to: •

Valencia Travel Policy 6Hx28: 5-08 Travel by Authorized http://www.valenciacollege.edu/generalcounsel/proceduredetail.cfm?RecordID=127

•

Accounts Payable website at http://www.valenciacollege.edu/accountspayable/

In-District Travel Guidelines Page 2 of 2

Personnel

at