Air Travel Information

Travel Policies (Travel and Per Diem APM #04-1001)

Employees can charge their tickets to a personal credit card. Full time employees may request an application, through the Budget Office, for an American Express Corporate card for College related travel business. Additionally, each Director of Administrative Services (DAS) on campus and the Purchasing Department has a, College liable, Purchasing Visa Card (Pcard) that could be used to purchase airline tickets for official College travel. Participating hotels, within the State of Florida, may offer a tax exemption to those employees using their corporate American Express card.

Advanced payments for lodging, airline tickets, rental cars and registration fees may be made by the College using the College-authorized procurement card, the College Avis card, Corporate American Express card or a College check. Travel expenses that were not prepaid can be reimbursed upon completion of the trip, using the pre-approved Line of Duty Leave form.

Airline tickets and rental cars shall be authorized and obtained by the employee after a Line of Duty Leave form, including the estimated cost of travel, has been completed by the employee and approved by the supervising administrator and budget administrator. Reference Travel APM 04-1001.

Employees can choose from a variety of travel options to obtain their airline tickets — see making airline reservations. College policy is to utilize electronic ticketing only to minimize transaction fees. Travel will be authorized based on the most economical fare available at the time of booking. Travel guidelines require the employee to make their airline reservations at least 14 days before the trip. Tickets that are purchased with less than a 14 day advance purchase price will be required to submit in writing a justification statement or provide appropriate paperwork documenting reasons for purchasing the airline ticket less than 14 days before the trip. In compliance with Florida Statute 112.061, the College will reimburse the lowest fare that was available at the time of booking. Changes to airline tickets, cancellations, etc., will be handled directly by each employee and/or department. All disputes will be handled directly between the employee and the issuing agency. The College will only reimburse up to $40 for a transaction fee, that may be applied to travel arrangements, when utilizing a travel agency.

Personal travel taken in conjunction with official College travel will be at the employee’s expense.

Employees needing a car rental for official College travel should refer to the rental cars page.

Employees will be responsible for submitting the appropriate travel related receipts for reimbursement purposes. Meal receipts are not necessary, as they are at the State rate of $6 (breakfast); $11 (lunch) and $19 (dinner).

At the completion of each official College business trip (within five work days of the employee returning) the employee who traveled should complete the reimbursement section of the original Line of Duty Leave form, attach receipts, as appropriate along with a disbursement request, prepared by the employee's department, and forward to your campus Business Office or to the Accounts Payables Office. Employees must attach original receipts for reimbursement. If any part of your travel was paid using the Pcard, all receipts along with the leave form are to be submitted through the Campus DAS for processing.

Travel and related expenditures shall comply with the requirements provided in Florida Statutes 112.061 and Board Rule 6Hx7-4.23. It is the responsibility of the employee and the supervising administrator to ensure the accuracy of the travel request and reimbursements as well as complying with established policies and procedures related to travel.

Student Travel (Reference APM 04-1001, Page 12-22; online at Reference Travel APM 04-1001)

American Express Corporate Card: An application for the American Express Corporate card may be obtained from the Budget Office. The application should be completed and returned to the Budget Office for processing. American Express determines on an individual basis and makes the decision to approve or disapprove each application received. Once approved, the employee is responsible to American Express for all charges made in connection with the American Express Corporate card issued to him/her.

Charges on the corporate card should be for official College business expenses only. The College is not responsible for any amount due. If an employee is denied a corporate card by American Express, a personal credit card must be used. The Pcard can also be used to purchase airline tickets for official College business. Part-time employees are not eligible for a College affiliated credit card.

College Visa Procurement Card: An application for the Pcard can be obtained from the campus Director of Administrative Services which will require approval from your campus President. If the application is approved, mandatory training and passing an exam are pre-requisites to use a Pcard for purchases less than $2,500.