Q: Do I still need to go through the Travel Office to get approvals before I can make my own arrangements since the new change in the procedures?
A: Yes, you still have to fill out the travel request forms and submit them to the Travel Office for approval from the CIO Office. Once you receive an email from the Travel Office that your trip has been approved then you can begin planning your trip.
Q: How do I get my travel reimbursement?
A: The travel reimbursement form is located on the website under Post-Travel. Fill out the forms and get appropriate signatures. Send the form along with original receipts to the Travel Office at College Station and reimbursement will be processed.
Q: I attended a meeting/seminar and mileage was my only expense, can I include that in my campus mileage request?
A: If the meeting is outside of Oconee, Pickens, Anderson, or Greenville county then a pre request must be completed. If the training is within any of those counties for only one day you can put that mileage on the mileage log. But, if you are attending a seminar/training event that will last longer than a day whether it is in-state or out-of-state you must complete a travel request form.
Q: I stayed 2 days after a conference I attended to site see, should my return date on the travel form be the real date I returned or the date I would have returned if I didn’t site see?
A: You should indicate the last of official business. Any expenses incurred after that time are to be personal expenses.
Q: I need to make several trips a month to various CCIT locations for meetings. What is the procedure to obtain mileage reimbursements for trips between Campus, the ITC Park, and other CCIT locations when I use my own vehicle?
A: You should record your mileage on the campus mileage form found on the CCIT travel website. Once the form is complete you can send it to our office to be processed.
Q: I can’t find a corresponding code on the travel request form to match my Department code, which number should I pick?
A: If you don’t know the number, check with you supervisor to find out. If the number doesn’t exist on the form please let our office know and we will correct the issue.
Q: I had an airport parking charge, can I claim this on the reimbursement form?
A: Yes, you may claim this charge. However, if the charge is over $5, some form of receipt is needed. Either the original receipt or blacked out copy of bank/credit card statement.
Q: I’m traveling on very short notice, what are the guidelines to handle this? Are they the same?
A: Yes, the guidelines are the same even with time restrictions. Please notify our office and we will work with the CIO Office to get the approval needed for you to make your arrangements.
Q: Will we be able to earn frequent flyer miles/points for airfare booked through the CCIT Travel Office?
A: Yes, you will be able to earn frequent flyer miles/points for any travel made through our office. Please indicate your frequent flyer number in the comments section of the form and it will be used during booking.
Q: I work on campus and I travel out to the research park a lot. Can I claim mileage for reoccurring trips out there? Can you tell me how to set it up?
A: Yes, you can claim mileage for those trips. On the CCIT Travel website there is a link named 'Campus Mileage Log' that will give a form that you will use to input all the information needed. You can fill up to 15 trips on this form, but need to submit the form for processing within 60 days of completion or at least quarterly for local trips of a repetitive nature. Once you get the form completed or just need to be reimbursed get the appropriate signatures and then send it to our office and we will process the claim for reimbursement.
Q: Are there set distances for trips between CCIT buildings?
A: Currently we do not have that set. That is something we are working on to improve in the short future. If you can just use your odometer that would be sufficient at this time. Obviously, we look at the mileage to make sure it looks reasonable.