A.	Definition Local travel includes authorized inter-campus travel and travel between an individual's assigned work site and other points of official College business. It does not include travel for which overnight accommodations are required; travel for which total reimbursable expenses exceed $250.00 or travel for which round trip mileage exceed 300 miles.
B.	Guidelines for Local Travel 1. Authorized travel between College campuses is travel necessary to perform official College business. This includes travel to conduct scheduled classes, which are part of a faculty member's assigned workload, excluding overload assignments. 2. Authorized travel between a College campus and a place other than another campus is travel, which is necessary to conduct official College business at the off-campus site. This includes travel between a campus and a scheduled class at an off-campus site, which is part of a faculty member's assigned workload, excluding overload assignments. In accordance with Board policy, this also includes travel by volunteers commuting to and from the College to perform authorized, official College business. 3. Distances for travel between the College campuses have been established as follows: Takoma Park-Rockville ------------15 miles Takoma Park-Germantown ------ 27 miles Rockville-Germantown ------------ 12 miles OITB-Rockville ----------------------- 1 mile Gaithersburg Center-Rockville --------------- 5 miles Wheaton Center-Rockville ---------------------- 8 miles For further site distances see Mileage Chart 4. Reimbursement is not made for travel to and from meetings of the College Board of Trustees, unless the individual is required to attend such meetings. 5. With prior approval of the account manager, reimbursement may be made for actual and reasonable meal expenses, which relate directly to the official business of the College. Such expenditures on behalf of guests of the College may include meal expenses of the employee, but may not be primarily for the employee's social or personal use. Original receipts are required to support such expenditures, as well as an explanation of the expenditure on the "Statement of Travel Expense" form. 6. The mileage rate is consistent with the IRS mileage reimbursement for business travel.
C.	Reimbursement Procedures 1. Employees and volunteers requesting reimbursement for local travel expenses should submit an approved "Statement of Travel Expense." This statement should be submitted to unit supervisors no later than the fourth working day of each month for expenses incurred during the preceding month. The statement of travel should only include one month of local travel. The approval of statements by account managers constitutes certification of the propriety of all expenses listed as actually necessary to the performance of travel on official College business and authorizes the expenditure of funds from appropriate accounts. 2. Employees whose monthly expenses for local travel total $25 or less will be reimbursed in cash by the campus cashier. The Accounts Payable Department will process all other reimbursements.
D.	Local Travel Expense Instructions When seeking reimbursement from the college for local travel expenses, the employee should complete the online Statement of Travel Expense form. Please follow the procedures as outlined below to complete this process. • NAME: Indicate the Employee's Name • MC ID#: Indicate the Employee's Montgomery College ID Number • CAMPUS: Indicate location of Campus for which the Employee is working • DEPARTMENT: Indicate the Department in which the Employee is employed • DATE: Indicate the Date the Employee is submitting the Request for Reimbursement. • STAFF, FACULTY, or STUDENT: Indicate whether the Employee is a Staff, Faculty, or Student college employee. • DATE: Indicate the Date in which the Employee traveled on College Business • DESTINATION: Indicate the Destination the Employee Traveled • REASON FOR TRAVEL: Indicate the Purpose for Employee Travel • MILES: Indicate the Number of Miles the Employee Traveled • OTHER CHARGES DESCRIPTION: Indicate Other Charges Incurred while the Employee was Traveling i.e., tolls, meals, supplies, etc. • AMOUNT: Indicate the Amount (for each occurrence) the Employee is Seeking Reimbursement, i.e., miles traveled times the rate of mileage reimbursement in addition to other expenses incurred while the employee was traveling. • SIGNATURE OF TRAVELER: Indicate the Signature of the Traveler. • APPROVED SUPERVISOR: Indicate the Approved Supervisor's Signature. • ACCOUNT MANAGER: Indicate the Account Manager's Signature. • TOTAL MILES: Indicate the Total Miles Traveled to include all occurrences of travel. • TOTAL OTHER CHARGES: Indicate the Total of Other Charges to include all occurrences. • TOTAL MILEAGE @ CURRENT MILEAGE RATE: Indicate the Total Miles times the rate of mileage reimbursement to include all occurrences of travel. • TOTAL EXPENSES: Indicate the Total Expenses incurred while traveling i.e., the total of Items 17 and 18. • ACCOUNT NUMBER: Indicate the Account Number. In most cases, local travel is charged against account number 6301 - local travel, account number 6307 - in service development, or account number 6309 - faculty professional development. Print the local travel form once the information is completed above.  Once approved by the account manager a copy should be maintained by the employee and the orginal forwarded to Accounts Payable. NOTE: All receipts must be taped to a separate sheet of paper with the employee name indicated and MC ID#.
Please contact Ext. 75313 or Ext. 75336 if additional information is needed.