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A.) Travel and Expenses For Extra-Curricular / Co-Curricular Activies
1. Policy
In accordance with Education Code Sections 72242 and 87032, it shall be the policy of the Grossmont-Cuyamaca Community College District to provide for participation in co-curricular activities conducted within and without the state, held in conjunction with the educational program of the district. Payment of travel and other necessary expenses shall be authorized by the Governing Board. These payments shall be a proper charge against district funds.
2. Procedures
As used in this policy, co-curricular shall mean those activities and events which are designed to compliment the academic program of the Grossmont-Cuyamaca Community College District and which meet all the following criteria:
a.) The activity or event is approved by the Governing Board. Advanced payment shall be granted for all events which are properly approved by the Governing Board before the event occurs. All retroactive payments shall be claims submitted by the employee in charge.
b.) Students of the Grossmont-Cuyamaca Community College District are participating in the activity or event. Instructors reimbursements not in conjunction with the student participation shall be handled through the regular travel budget.
c.) The activity or event is an extension of classroom instruction or related Grossmont - Cuyamaca Community College District Programs.
Advanced payment and district financial support shall be based on the rate schedule approved by the Governing Board.
At each extra-curricular event an accounting report must be filed within five (5) days to the Campus Business Office indicating the number of persons who participated in the event, accompanied by all receipts required by the County Office and the district auditor. All unused advanced funds shall be returned to the Campus Business Office.
Transportation shall be provided whenever possible by the following methods:
a.) Bus - by district purchase order or check request
b.) Air Travel - by purchase order or check request through a travel agency
c.) Private car - by reimbursement for mileage
There will be no advance payment for transportation. Any other advance payments shall be made to the instructor in charge and the instructor shall be held accountable for all unused funds and the proper records.
3. 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.) Dean of Administrative Services
3.) President or Vice Chancellor
c. Business Communication Services Office for Grossmont and Cuyamaca Business District Office for correct procedure for air transportation reservations or car rental.
Following action by the President/Vice Chancellor Office, the Off-Campus Activity Attendance Request form is returned to the Business Communications Services Office, Campus Business Office, Cuyamaca, or District Maintenance Office.
d. A copy of the Off-Campus Activity Attendance Request is request to the requestor with a Travel Expense Claim Form.
e. To request reimbursement up to the maximum amount authorized, Travel Expense, Claims must be completed and returned to the Campus Business Office or District Maintenance Department, as appropriate, following approved off-campus activity.
f. Travel Claims are honored only when an approved Off-Campus Activity Request is on file in the Business Communications Office for Grossmont and Cuyamaca or the District Maintenance Office.
4. Procedures for Filing Travel Expense Claims for Reimbursements
a. Travel Expense Claim Forms are available in the Business Communication Service.
b. Receipts are required for:
1.) Lodging - Lodging must be itemized by the day on the expense claim.
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.
c. 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.
d. Gas Mileage - may be claimed on the same form 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.
e. Other Information:
1.) The amounts on the Travel Expense Claim must not exceed the amount authorized on the Off-Campus Activity Attendance Request.
2.) Travel Claims must be signed by claimant and approved by the Dean - Administrative Services, and President.
3.) Approved claims are submitted to Business Communications Services for processing.
4.) All travel reimbursement checks are placed in your campus mailbox.
5. Procedures for Filing Mileage Expense Claims for Reimbursement.
a.) Mileage forms are available from Business Communications Services.
b.) Mileage claims are paid only when employees use their personal cars of District business directly related to their job responsibilities.
c.) Mileage claims forms are to be used when only mileage is claimed. If other expenses such as meals are claimed, a Travel Expense Claim should be used for all expenses.
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.
e.) Mileage claims must be signed by the claimant and submitted to his/her Dean/supervisor for approval.
f.) When claim has been properly completed and approved, it is forwarded to your campus mailbox.
B.) 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 Business Communications Service 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 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
Last Updated: 10/24/2014
  • Grossmont
  • Cuyamaca
A Member of the Grossmont-Cuyamaca Community College District