Travel Guidelines

Travel Request is required to authorize an employee to conduct business away from duty post and authorizes the employee to commit EMCC funds or professional growth funds.

A Travel Request is required:

• Travel outside Maricopa County

• Travel in Maricopa County when EMCC funds are used.

• Travel for non-employees

• Field Trips or Group student travel when EMCC funds are used

• Travel in district vehicle to transport non-district employees (includes free events)

• Travel paid by professional growth funds, international education funds

How to Plan for Travel:

1. Complete the Travel Acknowledgement Form (only one per fiscal year)

2. Identify funding source

   • EMCC/DO funds

   • Professional Growth funds

3. Complete Travel Request Form

4. Submit Travel Request Form with supporting documentation:

   • Conference brochure

   • Estimated transportation costs

   • Estimated lodging costs

5. Obtain appropriate approvals:

   •  Department Head

   • Vice President

   • President

6. Submit Travel Request Form to Business Services for final approval.

7. Book travel.

Note: If travel is funded by professional growth, traveler must have approval from professional growth committee prior to booking travel.

Forms are required for all travel outside Maricopa County for insurance liability reasons.  If reimbursement is being requested for travel within Maricopa County or conferences, meeting, etc. an approved Travel Request Form must be on file in the Fiscal Office. 

 Important Details: 

• An approved Travel Request Form is required prior to the trip.

• A travel “T” number must be referenced in any CFS requisition related to the trip.

• The Travel Request Form requires the Division Chair and President’s signature prior to send on to Fiscal Office. 

• All anticipated expenses must be listed with the respective payment method (department account, professional growth, and/or self).

• If funding is requested through Professional Growth (Faculty, MAT, PSA, Crafts, or M&O) it is necessary to go through the proper chain of command within those associations.

• Out-of-state or foreign travel per diem information is available through the District Purchasing website (link below).

Professional Growth Funding

Prior to using the professional growth charge accounts for travel, the employee must be approved by the appropriate committee for the travel.

MAT  

• MAT Professional Growth charge account: 110-550-152080

Faculty

• Faculty Professional Growth charge accounts:

  • 110-550-133070 – Registration only - this money is awarded by District.

  • 110-550-133060 -  Travel expense only - this money is awarded by EMCC.

PSA

• PSA Professional Growth charge account: 110-550-152020

CRAFTS/M&O/SAFETY

• Crafts charge account: 110-550-152010

• M & O charge account: 110-550-151990

• Safety charge account: 110-550-151995

• Copy of Professional Growth applications (Faculty, MAT, PSA, Crafts, or M&O)

• Approved Faculty campus travel form. 

• Copy of agenda and/or conference information.

• Copy of hotel, airfare and car rental information.

• A Travel Reimbursement Form requires the Dean/Division Chair’s signature.

• Original receipts are required for all expenses.

• Examples of expenses not covered:

  • Room service

  • Movie rentals

  • Laundry service

  • Personal phone calls

• Foreign travel requires proof of rate of exchange for the date(s) of the transactions.  We will accept a copy of the Wall Street Journal foreign currency exchange rate section for the date(s) of transactions.  If purchases are made with a credit card, the credit card statement will reflect the exchange rate. 

• If a cash advance was used for any expenses (including meals) original receipts for all expenses (including all meals) are required to clear the cash advance.

• If expenses were paid out of pocket and a reimbursement request is filed, we do not require receipts for meals, but original receipts are required for all other expense