CCIT Travel Office

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CCIT Travel Office

• Travel Planning in CCIT

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Whats included -

• Travel Requests
• Travel Reimbursements
• Campus Mileage Log
• Contact Information

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Whats New?

• The Travel Office will be responsible for
  communicating with employees and directors on all
  travel related issues.
• The Travel Office will make ALL travel
  arrangements. Any employee that is planning to be
  away from the office for one or more days for
  official University business needs to submit a
  request.

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Travel Requests

• Three types of travel request forms
• Individual request
• Group request
• One day travel request

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Travel Requests Types

• Travel Authority Request - Individual
• Used when an individual is planning on traveling
  on overnight official University business

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Travel Requests Types
Travel Authority Request - Group
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Travel Requests Types

• Travel Authority Request One Day
• Used when an employee will be traveling for
  non-overnight University business

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Travel Request Guidelines

• Open and read the instructions titled Travel
  Authority Request Instructions for line by line
  instructions for completing the form. Please
  ensure you open the instruction document that is
  related to the applicable type of travel
  (individual, group, or one day).
• Find the form named Travel Authority Request
  for either individual, group, or one day and open
  the document.
• Complete the form in its entirety and sign in the
  designated area.
• After completion use fax, email, or interoffice
  mail to forward the request to your immediate
  supervisor.

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Travel Request Guidelines

• Once the supervisor has approved and signed the
  request the form should be forwarded to the
  appropriate Executive Director. After approval
  by the Executive Director, the form is then
  forwarded to the Travel Office in College
  Station.
• Once the Travel Office has received the request a
  travel id number will be assigned to the request.
  The employee will be notified of this number and
  referenced on all communication regarding the
  travel. Also, an email will be sent to the
  Executive Director notifying them of the
  completed request.
• The Travel Office will make ALL arrangements and
  interactively communicate with the traveler on
  the plans as they are made. All confirmations
  will be sent to the employee prior to the travel
  date.

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Travel Request Notes

• Certain locations (such as Hawaii and Las Vegas),
  hot topic conferences, and quantities of
  attendees will be forwarded by the Travel Office
  to the CIO for approval.
• Travel requests, reimbursements, or mileage log
  forms will not be accepted without a budget code
  indicated.

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Travel Reimbursements
Travel Reimbursement Form
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Travel Reimbursement Guidelines

• Open and read the instructions named Travel
  Reimbursement Request for line by line
  information on how to complete the form. The
  instructions are located on the tab labeled
  instructions.
• Find the tab labeled reimbursement and fill out
  all pertinent information.
• Once the form is completed, sign and email, fax,
  or interoffice mail it to your immediate
  supervisor.

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Travel Reimbursement Guidelines

• Once the supervisor has signed and acknowledged
  the reimbursement, the form should be faxed,
  emailed or interoffice mailed to the Travel
  Office. Make sure to include all receipts related
  to the travel indicated on the reimbursement.
• When the Travel Office receives the request, an
  audit for accuracy will be completed. If charges
  exceed the estimated amount on the request, then
  approval from the Executive Director will be
  needed.
• When all information and approvals are completed,
  the Travel Office will process the reimbursement
  to the traveler.

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Non-reimbursable Reimbursable Expenses

• Reimbursable
• Meals
• Taxis/Shuttles
• Rental Car
• Non-Reimbursable
• Pet Boarding/Care
• Alcohol
• Family Expenses
• Refrigerators or microwaves (unless for medical
  purposes)

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Campus Mileage Log

• Campus Mileage Log
• Use this form for CAMPUS MILEAGE ONLY within
  Oconee, Pickens, Anderson, and Greenville
  counties for meetings or other business. Any
  miles traveled, whether in-state or out-of state
  that will keep an employee away for more than a
  day should be recorded on the a travel request
  form prior to the date of business.

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Campus Mileage Log Guidelines

• Open the document named Campus Mileage Log and
  read the instructions for line by line
  information on how to complete the form. The
  instructions are located on the tab labeled
  instructions.
• Find the tab labeled mileage and complete all
  pertinent information.
• Once the form is completed, sign and email, fax,
  or interoffice mail it to your immediate
  supervisor.

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Campus Mileage Log Guidelines

• Once the supervisor has signed and acknowledged
  the mileage request the form should be faxed,
  emailed or interoffice mailed to the Travel
  Office. Please ensure that all receipts related
  to the travel indicated on the reimbursement are
  included.
• When the Travel Office receives the request an
  audit for accuracy will be completed.
• When all information and approvals are completed,
  the Travel Office will process the reimbursement
  to the traveler.

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Additional Travel Information

• For more information check out the link below for
  the pocket guide to Official travel
• Pocket Guide

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CCIT Travel Office

• Please refer all questions regarding travel
  requests or reimbursements to the following
• Attention Travel Office
• Mailing Address
• College Station
• 1007 Tiger Blvd.
• Clemson, SC 29631
• Email CCIT_Travel-L_at_clemson.edu

Fax [phone] Phone [phone]