6-7: Travel Expenses and Reimbursement

Policy Overview

This policy governs reimbursement for travel and other expenses incurred during the course of employment, as part of a College course or extra-curricular activity, and/or in official service to Santa Fe Community College (SFCC or College).

Scope and Applicability

This policy applies to all employees and currently enrolled students. Governing Board members see Policy 1-25, Board Travel and Compensation.

Policy Statement

Travel on official SFCC business by its employees and students is integral to the College’s mission. Reimbursable travel costs must be the result of pre-approved travel for the benefit of and in the course of employment, as part of a College course or extra-curricular activity, and/or in official service to the College. The College shall reimburse the reasonable and allowable costs of this travel in compliance with the New Mexico Per Diem and Mileage Act, NMSA 1978 (the “Act”), and any applicable federal regulations. Where there is a variance between the Act and federal regulations, the most restrictive regulations shall apply.

Definitions

1. Act, The Per Diem and Mileage Act (10-8-1 NMSA 1978 et seq.), or successor statute.
2. Actual Travel Expenses Reimbursement for the actual amounts incurred by the Board Member, student or employee for lodging and meals during travel, capped at the maximum rates allowed pursuant to the Act.
3. College Sponsored Event or Activity Event that is initiated, actively managed, planned and arranged by a member of the SFCC faculty or staff, or by members of a recognized student organization that is sponsored by the College, and is approved by an appropriate administrator. It may also be an event or activity that the College actively manages, is involved with, or oversees financially, physically, or administratively. Examples of student related activities and events that fall under this policy include, but are not limited to field trips, club sponsored trips, activities of recognized student organizations, and in situations where a student or recognized student organization officially represents SFCC at leadership academies, conferences or other programs.
4. College Sponsored Travel Travel as part of a college class, travel opportunities that are offered by registered student organizations, and travel on behalf of the college or registered student organization.
5. Currently enrolled student One who is registered for classes at SFCC, either full- or part-time.
6. Field Trip or Study Travel Travel included in a course of study for students and faculty.
7. Home Means a. For per diem purposes, the area within a 35-mile radius of the place of legal residence as defined in Section 1-1-7 NMSA 1978 (1995 Repl. Pamp.);
8. In-state travel Travel within the boundaries of the state of New Mexico.
9. Out-of-State Travel Travel beyond the exterior boundaries of the state of New Mexico.
10. Per Diem Rate The maximum reimbursement rates allowed pursuant to the Act. Per Diem rates may be paid without regard to whether expenses are actually incurred.
11. Recognized student organization One that has been formed for educational, professional, social, recreational, or other lawful purposes, derives the majority of its membership and all of its leadership from the student body of SFCC, has been approved for recognition by the Office of Student Development and maintains a current registration.
12. Travel for per diem purposes Being on official college business or activity away from home as defined herein, and at least 35 miles from the designated post of duty of the employee or from the SFCC Campus.

Policy Process

The items below are based on minimum administrative requirements that must be followed in order for an employee or student to be reimbursed for travel.

1. Allowable Travel Costs
   The College reimburses employees for approved travel expenses in accordance with the Act and any applicable federal regulations.
2. Unallowable Travel Costs
   There will be no reimbursement for alcoholic beverages or personal expenditures.
3. Approvals
   All travel requests must have prior written authorization by the appropriate budget manager.
4. Group Travel (field trips and study travel for academic and continuing education)
   Prior to engaging in such travel, the employee leading the group travel must secure written authorization from the Dean or Director overseeing the program offering

1. Each student participant must complete an acknowledgement and waiver of liability form prior to travelling.

Statement of Accountability and Responsibility

The President, through the Vice President of Finance/Chief Financial Officer and the Finance Office, shall be responsible for enforcing finance-related policies and procedures. The Finance Office shall work with the different departments and offices to comply with this policy and to develop procedures that will enforce this policy regarding awareness, prevention, and remediation.

Authority

New Mexico Per Diem and Mileage Act (10-8-1 NMSA 1978 et seq.)
SFCC Policy 1-25 Board Travel and Compensation

Approval

SFCC Governing Board approved: 6/26/08
Revised and Governing Board approved: 2/18/16

Associated Procedures

• SFCC Employee Travel – Procedures
• SFCC Student Travel – Procedures