Procedures for Off-Campus Activity Attendance Request



a. To ensure that travel insurance as provided by the district will be in force, proper procedures should be followed as outlined.



b. An Off-Campus Activity Request must be properly completed and signed by the person requesting attendance, then submitted to the Dean/Supervisor prior to the date of the activity. The latter will be responsible for routing the request for review: 

1.) Business Communications Services
2.) Vice President of Administrative Services
3.) President or Vice Chancellor



c.  A copy of the approved Off-Campus Activity Attendance Request is returned to the requestor by the Business Communications Services Office once it’s approved by President’s Cabinet.

d. The BCS office can assist you with making travel arrangements.




2. Travel Expense Reimbursement



a. To request reimbursement up to the maximum amount authorized, an Expense Report must be entered into WORKDAY by the traveler within thirty (30) days of completion of travel.  All receipts must be itemized and uploaded/attached to the WORKDAY Expense Report.



b. Expense Reports for travel reimbursements are honored only when an approved Off-Campus Activity Request is on file in the Grossmont College Business Communications Services Office.



Allowable Travel Expense Reimbursements



a. Receipts are required for:



1.) Lodging



2.) Conference Registration Fees



3.) Meals - reimbursable for actual meal expense up to $55.00 per day.



4.) Car Storage or Parking - Storage or parking in excess of $5.00



5.) Method of Travel - plane, train, car rental, etc.






b. No Receipts Are Required For:



1.) Miscellaneous Expenses - up to $15.00 per day. Must be shown by the day on the travel expense claim. Such miscellaneous expenses include minor supplies, postage, and reproduction costs, porter service or incidentals.


2.) Taxi or ferry.


3.) Telephone calls - telephone, including computer on-line charges, and fax charges incurred in conducting college/district business. There is not a set limit on the cost per call, or per day, but any personal calls costing over $10.00 should be noted to the approving administrator.


c. Gas Mileage - may be claimed as travel expense at the maximum rate allowed by the Internal Revenue Service but not to exceed the cost of coach air fare. District policy is that if a person drives his or her own car, and his or her mileage expense cannot exceed coach air fare.




3. Requesting Mileage Expense or Reimbursement.


a.) Mileage expense reimbursement is reimbursed at the maximum rate allowed by the Internal Revenue Service.


b.) Mileage expense reimbursements are paid only when employees use their personal cars of District business directly related to their job responsibilities.


c.) To request mileage reimbursement, an Expense Report is to be entered into WORKDAY.  A log or map showing miles is to be uploaded/attached to the WORKDAY Expense Report.


d.) Where an employee is required to travel from the employee's residence directly to a destination other than the regular work location or is required to return home from a point other than the regular work location, reimbursement shall not exceed (1) the mileage which would be paid if the employee had traveled between the employee's working base and the assigned destination, or (2) payment for the actual miles traveled if less than mileage computer between working base and destination. Under no circumstances will reimbursement be made for normal travel between the employee's home and his/her workstation.



Transportation of Students By Certificated or Classified Employees
(Legal Responsibilities and Liabilities)


1.) A Driver Data form must be on file before any district vehicle can be driven for any purpose. These are obtained by request from the Human Resources office.


2.) If a personal car is used for official business or transportation of students, a Driver Data form must be on file. It is important that personal vehicles be fully insured, since suits can be entered against an employee as well as the district.


3.) The Grossmont-Cuyamaca Community College District carries comprehensive public liability and property damage insurance, which protects individual employees against claims arising out of accidents occurring as a result of employees' performance of regular duties.


4.) Intermittent and temporary employees are not authorized to transport students to college related functions or on college business at any time.


5.) Students are not authorized to use personal or district transportation, except when they must report alternate class locations for instruction. In such cases, personal transportation may be used. The mandatory accident insurance required of every registrant at Grossmont applies in such circumstances should injury occur.




6.) Field trip waivers are available in the Business Communications Services office. All students going on field trips must fill one out and return to the instructor before each event.







Case #1 - Transportation of students in personal vehicles.

  • A Driver Data form must be on file.
  • Personal insurance must be in force as the employee cannot escape personal liability.
  • Prior approval in writing from appropriate administration must be on file.
  • A student cannot be delegated to drive even if the student has cleared a Driver Data form. (Students can only drive college vehicles after special clearance.)
  • Trips must be clearly related to college business; only direct to-and-from event travel is covered; co-curricular or extracurricular events, which are a normal part of an assignment, are included as authorized travel.
  • There is no district coverage when student are given rides "out of goodness of one's heart" (e.g., unauthorized to attend the event, hitchhiking to college).


Case #2 - Transportation of students in district-owned vehicles or other public carrier.

  • Insurance protection is much clearer, since such modes of transportation are directly related to district insurance coverage.
  • Official purpose of travel and authorization is easier to document