Travel Procedures

College Travel

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 the Carlson Travel Agency to book airfare and hotel.  The traveler must obtain an authorization and billing number from the Accounting Office at (401) 456-8001.  After obtaining the authorization and billing number, the traveler must call the CWT/Walnut Hill Travel Agency at 1-(800) 274-7883 or (401) 769-1720. The contact person is Donna. The agency prepays the airline reservations and uses the College credit card for hotel payments.

The second option is to get a fare on-line. Request a quote from Carlson Travel. If the on-line fare is less expensive, you may book your own airfare but must attach the quote from Carlson Travel when submitting your reimbursement.

Grant Travel

Prior to initiating travel, an employee using grant related funds, must first get authorization from the Office of Research and Grants Administration. Visit their web site for instructions and a request for authorization (http://www.ric.edu/orga). If approved, the traveler must follow the above procedures.

Candidate Travel

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.  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 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.

Travel Reminders

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.

Effective January 1, 2008, the rate used to reimburse state employees for use of their personally-owned vehicles on state business has been increased to $0.505.

Meal Allowance

Effective July 1, 2006 the rates used for meal allowance for Out of State travel have changed.

NEW
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 $30.00 for the first day of travel.

If the traveler’s scheduled departure time is after noon, they will receive $15.00 for the first day of travel.

All other days of travel will be at the rate of $30.00.

Upon return if the traveler’s arrival time is scheduled before noon, they will receive $15.00 for the final day of travel.

If the traveler’s arrival time is scheduled after noon, they will receive $30.00 for the final day of travel.

State employees may not seek reimbursement for meals or lodging within the State unless the cost is part of a conference charge.

THERE WILL BE NO MISCELLANEOUS EXPENSE PER DIEM.

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. All costs including pre-paid travel, hotel and car rentals through Carlson Travel should be included on the travel report.  The travel report must be signed by the traveler. 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 the Office of Research & Grants Administration for approval.  The report will then be forwarded to the Accounting Office, East Campus, Building #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 reimbursement being delayed.