Policy and Procedures
No transportation costs will be allowed between any employee's place of residence and his/her office. However, in connection with work-related field trips, when the distance between the employee's residence and his destination is
greater than the distance between his residence and his office, the field trip mileage in excess of the mileage between the employee's residence and his office is reimbursable. In that instance, the travel voucher should contain the following special certification:
"I hereby certify that the above mileage is correct and was incurred for official state business; that the travel from my residence to the destination was greater than the travel between my residence and my official station."
Signature of Traveler
If the distance from the employee's place of residence and his field trip destination is shorter than the distance between his residence and his office, no reimbursement of mileage will be allowed.
The employee is required to enter his actual odometer readings on the travel voucher whether traveling from his residence or from his office to and from the field trip destination.
- Residence is in Coventry RI – mileage to RIC Campus is 22 miles. You have a work related meeting in Warwick. From your residence to Warwick is 9 miles. Since the 9 miles is shorter than your normal commute – no reimbursement is allowed.
- Residence is in Coventry RI – mileage to RIC Campus is 22 miles. You have a work related meeting in Woonsocket. From your residence to Woonsocket is 35 miles. Since the travel is 13 miles longer than your normal commute – a reimbursement for 13 miles is allowed.
If you are an employee that does not usually come to campus, you still must follow the rule, and will only be reimbursed for the mileage that is in excess of what your commute to the RIC Campus would be.
When initiating travel, the employee must get prior approval from the appropriate Department Chair, Director, Dean, and/or Vice President.
Once the approval is given, the traveler has two options – keeping in mind they should get the lowest prices available.
The first option is to use
Short’s Travel Management to book airfare and AMTRAK (coach fares). The traveler must obtain an authorization and billing number from the Accounting Office at (401) 456-8401. After obtaining the authorization and billing number, the traveler must call Short’s Travel Management at 1-800-238-3956 or e-mail them at
email@example.com. Airfare is prepaid.
The second option is to get a fare on-line. Request a quote from Short’s Travel Management. If the on-line fare is less expensive, you may book your own airfare but must attach the quote from Short’s Travel when submitting your reimbursement.
Prior to initiating travel, an employee using grant related funds, must first get authorization from the Accounting Office. Please use the request for authorization found on the Accounting Office website.
If approved, the traveler must follow the above College Travel procedures.
The College has two (2) on-campus guest rooms for use by candidates and for other business reasons that should be reserved, if available, before booking hotels.
When bringing in candidates for vacant positions, we prefer the candidates make their own arrangements for transportation keeping in mind they find the best fares available. The College will make the hotel reservations.
Candidates are allowed one night at the College’s expense. Any additional nights need prior authorization from the Dean or Director. The College has arrangements for direct billing at the Courtyard by Marriott in Providence, the Hampton Inn & Suites in Providence, the Hilton in Providence, the Hotel Providence in Providence, the Old Court Bed & Breakfast in Providence, the Providence Marriott-Orms Street in Providence, the Renaissance Providence Hotel in Providence, the Hilton Garden Inn Providence (formerly the Wyndham Garden and the Radisson Harbor) in Providence and the Radisson Airport Hotel in Warwick.
It is up to the Chair of the search committee to notify the candidate two weeks prior, so they have time to take advantage of the best prices available.
The Chair must also obtain all original receipts from the candidate upon completion of the interview - passenger receipt for airline ticket, hotel bill, taxi or shuttle receipts, meals
(no alcoholic beverages will be reimbursed) and parking.
The meal receipts should be the original itemized restaurant receipt with the actual purchase on it - not just the credit card receipt.
The Chair must also obtain a
W-9 form from the candidate in order to be reimbursed.
Baggage fees will be reimbursed as follows:
a. Original detailed receipts are required
b. Each traveler will be reimbursed for the 1st checked bag, each way
c. Any additional baggage fees greater that the 1st checked bag will be the sole responsibility of the traveler.
Fees/Charges incurred to Change Booked Travel:
1. The State will pay fees/charges assessed by carriers or the designated travel agent for a change in travel arrangements
if the reason for change is business-related.
2. The State will pay fees/charges assessed by airline carriers or the designated travel agent for cancellation and re-issuance of an airline ticket
if the reason for the cancellation and reissuance of the ticket is business related.
The State will not pay to reimburse for any optional convenience fees or upgrade fees, including early check-in fees or seat upgrade fees.
Personally owned automobiles may be used for travel in lieu of common carriers when it is economically advantageous to the State.
1. A detailed analysis is required showing the cost benefit of using a personally owned automobile.
2. Documentation must include the lowest available common carrier fare obtained from the designated travel agent.
As of January 1, 2019, the rate used to reimburse state employees for use of their personally-owned vehicles on state business
will be reimbursed at $0.58 per mile.
Transportation will be by common carrier and includes air, rail (Amtrak), and automobile.
Allowable transportation accommodations will include coach fares, utilizing the most economical fares possible.
- Travelers will not be allowed to take direct flights if there are other options which are economically advantageous to the State while still allowing the traveler to conduct their business in a timely manner.
- Travelers must consider total costs of an itinerary when traveling to/from a destination or area. For example, when considering a departure out of Boston vs a departure out of Providence, travelers must compare the entire cost of the trip including the increased cost of parking and/or mileage that may be incurred.
Generally, the State of Rhode Island
will not pay automobile rentals, unless it can be justified as the least expensive mode of travel or travel is made with a group. Travelers should avail themselves of shuttle buses and public transportation to the extent practical. If an auto rental is used, the traveler must provide a written explanation to attach as backup explaining the reason for the rental.
Shuttle services and other means of public transportation should be used whenever available and is prudent.
a. Lyft, Uber and taxi cabs should only be used when no other ground transportation is available and it is economically advantageous to the State.
Car rentals should only be approved when no other ground transportation is available, it is economically advantageous to the State or it is necessary to accomplish the travel mission.
a. A memo from the traveler must be attached to the travel request explaining why the rental car is necessary or economical.
The Accounting Office should be notified when car rentals are used to acquire proper insurance documentation.
Effective July 1, 2018 the rates used for meal allowance for Out of State travel have changed.
The reimbursement will be based on a flat rate.
The flat rate is based on departure and arrival times.
If the traveler's scheduled departure time is
before noon, they will receive
$50.00 for the first day of travel.
If the traveler's scheduled departure time is
after noon, they will receive
$25.00 for the first day of travel.
All other days of travel will be at the rate of
Upon return if the traveler's arrival time is scheduled before noon, they will receive
$25.00 for the final day of travel.
If the traveler's arrival time is scheduled after noon, they will receive
$50.00 for the final day of travel.
ONLY TRAVELERS STAYING OUT-OF-STATE OVERNIGHT WILL BE ALLOWED A MEAL ALLOWANCE.
THERE WILL BE NO MISCELLANEOUS EXPENSE PER DIEM.
The per diem allowance covers meals and incidental expenses, such as tips & gratuities. Travelers
will not be reimbursed separately for these items.
State employees may not seek reimbursement for meals or lodging within the State unless the cost is part of a conference charge.
Overnight accommodations will NOT be allowed within a 55-mile radius of Providence. The distance from home cannot be used in calculating the 55 mile radius.
NOTE: The 55-mile limitations include the City of Boston.
Any request for an exception to this must be in writing and submitted to the College Controller prior to booking lodging in Boston.
Travelers who park at a common carrier terminal will be reimbursed as follows:
a. Dated original receipts are required for all parking expenses
b. Receipt dates must correspond with the departure and arrival dates on the travelers itinerary
c. Reimbursement will be based on the most economical parking rates available on-site. At PVD airport, Garage C and Lot E are the allowed parking sites. If a traveler choses a garage or lot that exceeds the rate in the allowed parking sites, only the maximum rate allowed for the period charged will be reimbursed. It is up to the traveler to complete the follow-up paperwork for the necessary approvals upon completion of travel.
Completion of Travel Report
Following are the specific steps required to complete the processing of a travel report:
At the conclusion of travel, it is the responsibility of the traveler to fill out the travel report, supported by the conference brochure and all original receipts and sign it. The travel report should be completed as soon as possible, but no later than two weeks upon completion of travel.
The completed report with the original documents attached should then be forwarded to the appropriate Department Chair, Director, Dean, and/or Vice President. Grant travel should be forwarded to the Director of Grant Accounting for approval. The report will then be forwarded to the Accounting Office, East Campus, Bldg. #5.
Any amount due the traveler will be paid by the College. The Accounting Office will notify the traveler when the check is available. Checks may be signed for and picked up in the Accounting Office.
In the event the traveler has overspent their allowable travel funds, a bill will be sent to the traveler for the amount due.
Failure to read and comply with these instructions can result in your travel report being delayed.
The State of R.I. has a 90 day reimbursement policy. Please insure all travel is filed in the appropriate time frame.