604 - Policy on Travel, Transportation, and Reimbursement

  • Policy Number: 604
  • Policy Title: Olympic College Policy on Travel, Transportation, and Reimbursement
  • Policy Owner: Chief Financial Officer
  • Date Approved: None listed?
  • Date Revised: NA
  • Date Reviewed: NA 

Scope 

This policy applies to all Olympic College employees, volunteers, student travelers, and other individuals authorized to travel on official College business. It governs the use of public funds for travel, transportation, lodging, meals, and related expenses, and applies to all travel regardless of funding source unless superseded by more restrictive grant or contract requirements. 

Purpose & Background 

The purpose of this policy is to ensure that all College‑funded travel complies with Washington State law, Office of Financial Management (OFM) State Administrative & Accounting Manual (SAAM) requirements, federal Uniform Guidance (2 CFR 200), IRS accountable plan rules, and ethical stewardship of public resources.

This policy establishes the principles, responsibilities, and requirements governing official travel and reimbursement, ensuring that expenditures are necessary, reasonable, properly authorized, and directly related to College business. 

Definitions

  1. Official Travel: Travel necessary to carry out the mission, programs, or administrative functions of the College, as defined in OFM SAAM 10.10.05.
  2. Official Workstation: The physical location designated by the College as the traveler’s primary work location for travel reimbursement purposes (SAAM 10.10.10.b).
  3. Official Residence: The location where the traveler resides for purposes of determining travel status and reimbursement eligibility.
  4. Temporary Duty Station: A location other than the official workstation or residence where official business is conducted.
  5. Per Diem: The maximum allowable lodging, meal, and incidental expense rates established by the U.S. General Services Administration (GSA) for CONUS travel.
  6. Travel Status: The period during which a traveler is away from their official workstation or residence on authorized College business. 

Policy  

  1. General Travel Requirements
    1. All travel must comply with SAAM, Uniform Guidance, IRS accountable plan rules, RCW 28B.10.029, and College policy.
    2. Travelers must consider alternatives to travel (teleconferencing, videoconferencing, carpooling, limiting number of travelers) before requesting travel.
    3. Travel expenditures must be necessary, reasonable, cost-effective, and directly related to College business.
    4. Travelers must ensure that all travel expenditures reflect prudent judgment, reasonable cost, and stewardship of public funds, consistent with OFM SAAM 10.10.15 and applicable federal cost principles.
    5. The College may adopt internal travel requirements that are more restrictive than state or federal rules (SAAM 10.10.10.b).
    6. Personal expenses, upgrades, fines, penalties, and excessive or unjustified costs are not reimbursable.
  2. Responsibilities
    1. Traveler Responsibilities
      1. Understand and comply with all travel rules before travel begins.
      2. Return promptly to the official workstation or residence when business is completed.
      3. Submit complete and accurate documentation.
      4. Exercise prudent judgment and avoid unnecessary costs.
      5. Complete required travel and PCard training prior to travel or within 30 days after returning if travel was approved before training was completed.
      6. Submit reimbursement documentation within 10 business days after travel.
      7. Pay all fines, tickets, and citations personally; these are not reimbursable.
    2. Supervisor and Budget Manager Responsibilities
      1. Verify business purpose, funding availability, and compliance with policy.
      2. Ensure cost reasonableness and necessity.
      3. Confirm official workstation accuracy.
    3. Grants Office Responsibilities
      1. Review grant funded travel for allowability, allocability, and compliance with sponsor requirements.
      2. Maintain documentation of grant specific travel restrictions.
    4. Principal Investigator Responsibilities
      1. Provide Finance with grant agreements, compliance supplements, and travel-related restrictions.
      2. Ensure travel charged to grants meets the most restrictive applicable rules.
    5. Travel Office Responsibilities
      1. Maintain procedures, forms, and training materials.
      2. Ensure Travel Authorizations and reimbursements comply with policy and SAAM.
      3. Maintain internal controls consistent with 2 CFR 200.303.
  3. Travel Authorization
    1. All travel must be authorized prior to incurring any travel‑related expenses.
    2. Travel Authorization requests should be submitted no fewer than three weeks before travel.
    3. All out-of-state travel requires approval from the President or Executive Vice President.
    4. Travel funded by grants must be reviewed for allowability, allocability, and reasonableness by the College’s grants or fiscal office prior to authorization.
    5. Travel Authorization requests must include:
      1. Business purpose
      2. Agenda or itinerary
      3. Estimated costs
      4. Actual destination address(es)
      5. Mileage documentation when applicable
      6. Cost analysis when required (lodging exceptions, 50-mile rule exceptions, extended field time, any exception request)
    6. Travel must be authorized based on (SAAM 10.10.20):
      1. The most economical alternative must be selected after considering all reasonable travel options (e.g., different flight times, airlines, routing, or modes of transportation).
      2. The “most advantageous” alternative may be used only when permitted under SAAM (ADA accommodations, documented health or safety concerns, or other specific SAAM authorized exceptions). Personal preference, convenience, or limited seat availability on a specific flight does not justify a more expensive option
    7. Travel may not be booked until authorization is fully approved. Any travel purchased prior to approval is at the traveler’s personal financial risk and may not be reimbursed.
    8. Travel decisions, approvals, and exceptions must be applied consistently across all travelers in comparable situations.
  4. Training Requirement
    1. Employees must complete College‑required travel and PCard training prior to traveling on College business or within 30 days after returning from travel if travel was approved before training was completed.
    2. Employees traveling on grant funds must complete College required training on grant allowability and travel compliance.
  5. Grant Funded Travel Requirements
    1. Travel charged to federal or state grants must comply with all applicable grant specific restrictions, Uniform Guidance cost principles (2 CFR 200.403–200.405, 200.475), and sponsor terms and conditions. When grant requirements are more restrictive than SAAM or College policy, the most restrictive rule applies.
    2. Principal Investigators are responsible for providing Finance with grant specific travel requirements and documentation.
    3. Costs charged to a grant must be directly allocable to that award and supported by documentation demonstrating the benefit to the project, consistent with 2 CFR 200.405.
    4. Documentation supporting grant funded travel must be sufficient to demonstrate allowability, allocability, necessity, and compliance with sponsor requirements.
  6. Mandatory Use of College p‑Card for Pre‑Paid Travel
    All pre‑purchased travel expenses must be charged to an Olympic College PCard (State charge card system). Employees without a PCard should contact Purchasing or Accounts Payable after travel approval to arrange booking on their behalf.
  7. Lodging, Meals, and Per Diem
    1. Lodging
      1. Lodging is reimbursed at actual cost up to the GSA maximum allowable rate unless an exception applies (SAAM 10.30.10).
      2. The College limits lodging reimbursement to a maximum of 150% of the GSA lodging rate unless otherwise required by law or approved under documented exceptional circumstances.
      3. Lodging reimbursement is permitted when the temporary duty station is more than 50 miles from the closer of the official workstation or residence, or under specific exceptions (SAAM 10.30.30.b).
      4. Lodging taxes are reimbursable only on the allowable portion of lodging costs (SAAM 10.30.30.a).
      5. The College prohibits the use of peer-to-peer lodging platforms (e.g., Airbnb, VRBO) due to risk, documentation, and compliance concerns.
      6. Travelers must select the most economical room available under the circumstances.
    2. Exceptions
      1. Lodging exceptions require a cost analysis and prior approval.
      2. Exceptions up to 150% of per diem may be approved in advance under SAAM 10.30.20(a).
      3. Exceptions above 150% may be approved only under the conditions in SAAM 10.30.20(b).
    3. Meals and Per Diem
      1. Meal reimbursement follows GSA per diem rates and SAAM 10.40.30–10.40.50.
      2. For non-overnight travel, reimbursement requires:
        • At least 11 hours in travel status
        • Presence in travel status for the entire meal period (SAAM 10.40.50.b)
      3. Number of hours in travel status does not apply to student travelers.
      4. Departments may choose a per diem rate for student travelers up to the max allowable rate.
      5. Meal receipts are not required; per diem is a flat rate.
      6. Meals included in conference registration must be deducted from per diem.
  8. Transportation
    1. Travelers must use the most economical transportation option.
    2. Privately owned vehicle mileage is reimbursable for official business miles only; commuting is not reimbursable (SAAM 10.50.25).
    3. Rental vehicles must be obtained from DES approved vendors (SAAM 10.50.35).
    4. Additional rental insurance is not reimbursable when covered by the state contract (SAAM 10.50.35.f).
    5. Carpooling is encouraged when feasible.
    6. Passengers may be transported only when engaged in official business or specifically authorized (SAAM 10.50.35.c).
    7. Airfare must be purchased using the PCard (State Charge Card System) unless an emergency exception applies.
    8. First class, business class, or other premium fares are not allowable unless required for ADA accommodation or approved in advance under documented health or safety exceptions. Limited seat availability does not justify the purchase of a higher class fare.
    9. The College must maintain accountability records for all PCard (State Charge Card Systems) issued.
  9. ADA, Health, and Safety
    1. Travel accommodations required for ADA compliance are considered advantageous to the state and may exceed the most economical option (SAAM 10.10.40).
    2. Additional costs necessary for ADA accommodations are allowable and must be documented.
    3. Health and safety considerations may justify more expensive travel options when consistent with SAAM 10.10.35.
  10. Travel Advances
    1. Travel advances may be issued to defray anticipated reimbursable expenses.
    2. An employee is eligible for a travel advance for up to 80% of their meal per diem when that amount is $250 or more.
    3. Student travelers are eligible for 100% of their per diem in advance.
    4. Advances must be reconciled within the timeframe established in procedures.
    5. Unreconciled or unsubstantiated advances may be treated as taxable income under IRS accountable plan rules.
    6. Under RCW 43.03.180–190, unrepaid advances become immediately due and may accrue 10% annual interest.
    7. The College may recover unpaid advances through payroll deduction or other lawful means.
  11. Reimbursement
    1. The College reimburses travel expenses only when they are necessary, reasonable, allowable, properly authorized, and supported by adequate documentation.
    2. Reimbursement is limited to costs that directly support official College business and excludes personal expenses, fines, penalties, upgrades, or any costs determined to be excessive or unallowable under federal, state, or College requirements.
    3. Travelers must provide documentation sufficient to establish the business purpose and allowability of reimbursed costs.
    4. Expense reports must be submitted within 10 business days after travel.
    5. Expenses that lack adequate documentation or do not meet applicable rules may be denied. Unallowable or disallowed costs must be repaid or charged to an allowable funding source.
  12. Ethics and Use of Public Funds
    1. All travel expenditures must comply with:
      1. Washington State Ethics in Public Service Act (RCW 42.52)
      2. Restrictions on use of public funds
      3. State procurement and contracting rules (RCW 39.26)
    2. Personal expenses, fines, alcohol, and other non-allowable costs are prohibited.
    3. Travelers must avoid conflicts of interest and the appearance of impropriety
  13. Internal Controls
    1. The College will maintain internal controls over travel expenditures consistent with 2 CFR 200.303 to ensure that unallowable or unsupported travel costs are not charged to grants or other restricted funds.
    2. Unallowable or unsupported travel costs identified after posting must be promptly removed from the grant and charged to an allowable funding source.

Related Information

  1. Federal
    1. 2 CFR 200.474–200.475 (Travel and transportation costs)
    2. IRS Accountable Plan Rules
    3. GSA Per Diem Rates
  2. State
    1. OFM SAAM Chapter 10 (Travel)
    2. RCW 43.03 (Travel Expenses)
    3. RCW 39.26 (Procurement)
    4. RCW 42.52 (Ethics in Public Service)
  3. College
    1. Travel Authorization Procedures
    2. Travel Forms and Documentation Procedures
    3. Transportation Procedures