IS-2512 Travel

All per diem, mileage, and meal reimbursement rates are established by the CNM Governing Board. Departments may elect to reimburse at an amount less than any of the provided rates, with the approval by dean, director, or executive team level authority. Employee travel will be reimbursed for official CNM travel approved by the authorized CNM personnel. Travel must be approved by dean, director, or executive team level authority prior to travel dates. 

1. Authorization and Request for Travel

1.1 Authorization of Employee Travel

Traveling Employee

1.1.1 Notify your travel coordinator of your request to travel as soon as possible.

1.1.2 It is recommended that travelers contact their coordinators three months in advance of registration deadlines for conferences they want to attend, and a minimum of two weeks prior to any out-of-town travel. For international travel: (1) Travel coordinators should be contacted a minimum of four weeks prior to international travel; and (2) the traveler and supervisor must review the U.S. Department of State’s international travel website for the country or countries that will be visited and provide a copy of any travel advisories to the appropriate travel coordinator.  International travel by employees or public officials is subject to review by the Travel Assessment Committee (TAC).

1.2 Authorization of Student Travel

Traveling Student

1.2.1 Complete the following Student Travel Information form: Activity Waiver Release; Medical Information; and Advisor/Student Traveler Letter of Agreement.

1.2.2 Obtain advisors signature for approval on the Advisor/Student Traveler Letter of Agreement Form.

1.2.3 Submit the completed and signed forms to the Dean of Student’s Office six to eight weeks prior to travel date.

1.2.4 For international travel, the student and advisor should review the U.S. Department of State’s international travel website for the country or countries that will be visited and provide a copy of any travel advisories to the Dean of Students Office along with the signed and completed forms referenced in Section 1.2.1. 

Dean of Student’s Office

1.2.5 Review the completed Student Travel Information forms and travel advisories, if provided. For international travel, review by the Travel Assessment Committee is required. See Employee Handbook, Section 6.03 (III) for more details.  If the documentation and justification for travel conform to student activity requirements, approve the form and forward to the appropriate travel coordinator. 

1.3 Travel Coordinators

1.3.1 Initiate Spend Authorization in Workday.

1.3.2 Indicate any ADA considerations that are required by the traveler.

1.3.3 If travel is to a foreign country or countries, indicate that review by CNM’s Travel Assessment Committee is necessary if there is one or more active travel advisory as indicated by the documentation from the U.S. Department of State’s international travel website 

1.3.4 Obtain approval through the Spend Authorization before any costs are incurred or any travel arrangements are confirmed. See chart below. 

Approval Signatures on the Travel Request/Travel Voucher

Employees/Students	Approved by supervisor, then cost center manager. Other approvals may be required depending on funding source.
Employees who report to the President	Approved by the President
President	Approved by the Chair of the Governing Board

2. Travel Arrangements

Travel arrangements cannot be made without an approved Spend Authorization. 

Travel Coordinator

2.1 Air Transportation

2.1.1 CNM will pay the reasonable cost of commercial airline travel. Travelers may always upgrade accommodations at their personal expense. Travelers are prohibited from selecting travel arrangements that result in an increased cost to CNM for the purpose of earning or increasing travel rewards or incentives. The use of incentives for CNM business is not reimbursable by CNM, as these are not actual out-of-pocket expenses incurred by the traveler. Airline tickets may be purchased with a CNM Procurement Card (P-Card).

2.1.2 The travel coordinator may use CNM’s contracted travel agency to make any or all of the travel arrangements for the traveler.

2.1.3 Airline Fees - Airline fees are all classified as customary fees and non-customary fees.

2.1.3.1 Customary Fees – CNM will pay for fees identified as “customary”, or those which could reasonably be expected to be paid by any traveler when flying.

2.1.3.2 Non-customary fees – CNM typically will not pay for fees that are considered “non-customary” or fees that are incurred strictly for traveler. However, certain fees may be paid under certain conditions at the discretion of the traveler’s dean, director or executive team level authority with appropriate justification and funding source. 

2.1.3.3 The chart below contains guidelines for customary and non-customary fees.

Fee or Expense *	Customary allowed **	Non-customary - not allowed	Qualifying condition for paying a non-customary fee or expense
Baggage (all)	X	-	-
Early check-in	X ($75 limit roundtrip)	-	-
Extra leg room	-	X	Available for five-hour continuous flights.
Seat upgrades/changes	-	X	None
In-flight technology	-	X	If required to perform work duties and approved by appropriate department control agent authority.
First class	-	X	Medical necessity
Business Class	-	X	International flights in excess of 14 hours when the traveler will be engaged in business activities the following day or sooner. Flight time does not include time at originating or ultimate arrival airports.
Cancellation	-	X	If required by CNM to meet other business needs or traveler emergency approved by Dean/Director. Reimbursable with post-approval by Dean/Director.
Flight change	-	X	If required by CNM to meet other business needs or traveler emergency approved by Dean/Director. Reimbursable with post-approval by Dean/Director.
Travel Companion	-	X	Medical necessity

*Other fees not listed will require dean, director or executive team level approval.

**Meets IRS regulations allowing reimbursements for ordinary and necessary business-related expenses be excluded from taxable compensation. Ordinary is defined as “common in [a] field of trade, business, or profession” and necessary as “helpful and appropriate for [a] business.” To qualify as business expense, expenditures must be directly related to or associated with the CNM’s mission

2.1.4 Driving versus Flying

When electing to drive to a destination, reimbursement claimed should be the lesser of the cost of airfare or mileage. For the purpose of determining allowable transportation cost, estimated rental vehicle expenses in the city of destination may be included as a part of the estimated cost of flying. Documentation must be included with the  Spend Authorization to support the reimbursement amount. Flight pricing should be obtained at approximately the same time as the registration fee is paid or the travel approval is processed in order to obtain the most appropriate flight costs and should be the lowest reasonable fare that meets the business need.

2.2 Conference/Registration Fees

2.2.1 Conference/Registration fees may be paid by CNM in advance of a trip by use of the CNM P-Card. Employees who pay a registration fee from personal funds will be reimbursed by submitting an Expense Report and attaching the registration document and proof of payment, such as receipt, credit card slip, or canceled check. All registration documents must provide cost and a breakdown of services included in the fee. 

2.2.2 Conference registration should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program. 

2.3 Hotel/Lodging Costs

2.3.1 Hotel/lodging costs may not exceed $350 per day, inclusive of taxes and other fees, for a single room without pre-approval by the president or designee. If a P-card is used, add-ons such as room service are NOT allowed. 

2.3.2 Hotel/lodging costs may be paid by use of the CNM P-Card rather than reimbursement of traveler. Travel costs for lodging is limited to the applicable lodging per diem at the destination. A traveler may choose to combine business and personal travel.  All costs in excess of those incurred for business travel are the responsibility of the traveler.

2.3.3 When the P-Card is used to pay for hotel/lodging costs, the hotel receipt must be included in the monthly P-Card reconciliation. Travel coordinators are responsible for ensuring that the hotel/lodging costs are not included as a reimbursement to the traveler.

2.3.4 Hotel/lodging costs are an allowable pre-payment if required by the hotel.

2.3.5 Hotel/lodging reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program.

2.4 Ground Transportation

Whenever possible, use of public transportation is encouraged. Taxi, bus, shuttle, light-rail, subway, train, and ride share are considered ground transportation and are allowable. The allowable expenses include travel to and from the airport, hotel, conference site, restaurant or other location necessitated by the business trip. Ground transportation to locations of personal interest are not allowed as a reimbursable expense.  Use of a rental car shall be approved by a supervisor and cost should be considered.

2.4.1 Renting Vehicles

2.4.1.1 All employees or public officials who intend to drive the rental vehicle must be listed on the rental agreement for insurance purposes. Only CNM employees or public officials may drive the rental vehicle.

2.4.1.2 Employees and public officials should waive insurance coverage offered by rental agencies for the following non-reimbursable standard options when traveling within the continental United States: 

• Personal Accident Insurance 
• Personal Effects Protection 
• Additional Liability Insurance 
• Loss Damage Waiver 

2.4.2 Vehicle Rental Insurance – Outside of Continental United States

2.4.2.1 If renting or leasing a vehicle outside of the United States, it is recommended that coverage be obtained through the renting or leasing company. This provision applies to U.S. Territories, and international.

2.4.3 Vehicle Rental Payments with CNM P-Card

2.4.3.1 Departments may use the P-Card for vehicle rentals from any company.

2.4.3.2 Vehicle reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program.

2.4.4 Vehicle Rental Fuel

2.4.4.1 When utilizing a vehicle rental, all fuel purchases must be purchased out of pocket and reimbursed through an Expense Report. Employees should refuel rental vehicle prior to returning rental to avoid added fees. All fuel purchases must be supported by receipts.  

2.4.5 Vehicle Rental Class

2.4.5.1 Vehicle rental of up to a mid-sized car is allowable. Exceptions may be made if there is a valid business need to upgrade to another vehicle type or a larger vehicle. Exceptions must be supported by justification and included with the employee’s  Spend Authorization. 

2.4.6 Chartered Ground Transportation

2.4.6.1 Chartered transportation may be processed using the CNM P-Card along with backup documentation and copy of the approved Spend Authorization. 

2.4.6.2 Chartered transportation reservations should not be completed until travel has been pre-approved. Use of the CNM P-Card must comply with the P-Card requirements. See IS-1814 Procurement Card Program.

2.5 Parking

2.5.1 Airport parking costs are covered directly by CNM when the traveler uses the CNM contracted vendor and the traveler has a voucher authorized for the number of days the traveler is on official CNM related travel.

2.5.2 Travelers may be reimbursed the cost of parking at the airport up to the amount CNM would have paid the contracted vendor for parking costs. Travelers will be reimbursed for such expenses with proper documentation.

2.5.3 In lieu of parking, travelers may be reimbursed the cost of transportation to and from the airport (such as by Uber/Lyft) if it is less than the cost of parking at the airport. Travelers will be reimbursed for such transportation expenses with proper documentation.

2.5.4 Additional parking costs incurred for dates before or after the dates of the business event or conference, or for other individuals not on CNM business are not allowed.

3. Payment

3.1 Pre- and post-payments and reimbursements are paid according to CNM’s travel policy and procedure.

3.1.1 Travel expenses excluding meals, may be purchased with a P-Card. If a P-Card is used to make travel purchases that are not in compliance with this policy, the cardholder must immediately reimburse CNM for the disallowed expenses. When using a P-Card to pay for travel expenses, care should be taken to use vendors who will issue refunds or allow for future use of services purchased in the event the travel does not occur. Individuals who do not complete travel plans for which expenses were paid on a P-Card will be required to reimburse CNM for those expenses unless a valid reason is provided.

3.1.2 As an alternative to using the P-Card, travelers may use personal funds to pay for their travel expenses and request reimbursement using the Expense Report after they return from the travel. Travelers must attach itemized receipts to document that they incurred the expenses. Travelers' per diem meal expenses must be paid for using personal funds which will be reimbursed upon completion of the travel. Alcohol is not an allowable expense for reimbursement. 

3.2 Travel Advance

Travel Coordinator

3.2.1 Travel advances will only be considered and authorized on an exception basis. All travel advance requests must include a memorandum of need and are subject to final approval by executive team level authority.

3.2.2 If an advance is requested, check the employee travel advance box on the Spend Authorization. Workday will calculate 80 percent of the estimated reimbursable costs to determine the advance amount. The 80 percent includes hotel/lodging costs including any taxes, meals, and miscellaneous expenses. 

3.2.3 The request for an employee travel advance can be prepared and submitted at any time prior to the departure date. The payment will be made to traveler prior to scheduled travel.

3.2.4 The travel coordinator will notify the traveler when the request for a travel advance has been approved or denied.

4. Travel Reimbursement and Reconciliation

Itemized receipts are required on all non per diem amounts to be reimbursed, excluding mileage. All receipts must be identifiable as to payee, nature, and amount of expenditure and payment. Any information not given by the receipt must be added by the travel coordinator. 

All justifications for travel reimbursement exceptions must be initiated by the travel coordinator on behalf of the traveler and approved by executive team level authority. 

Based on the method of payment identified on the Spend Authorization, the travel coordinator reconciles the traveler’s expense receipts to determine if the traveler is entitled to a reimbursement or owes money to the College. 

Traveler

4.1  Submit itemized travel receipts in a neat, orderly fashion to the travel coordinator within five days from return date. 

4.1.1 When an itemized receipt cannot be obtained for miscellaneous expenses, such as tips which are not in conjunction with a meal, the traveler may submit a signed itemized explanation of the expense. 

4.1.2 When an itemized receipt cannot be obtained for a meal, the traveler may submit a copy of the menu with a signed explanation of the expense.

Travel Coordinator

4.2 Determine the method of reconciliation — per diem, actual expenses, or travel advance. 

4.3 Complete an Expense Report according to the type of reimbursement to be issued or reconciled. 

4.4 Per Diem

Travel Coordinator

4.4.1 Verify time and day traveler left and returned to determine travel costs in accordance with the per diem rates set by Governing Board Policy.  

4.4.2 Calculate the reimbursement amount through the use of the Expense Report. 

4.4.3 Obtain cost center manager or other required approval on the Expense Report. 

4.5 Actual Expense, Stipend, and/or Travel Advance

Travel Coordinator

4.5.1 Verify travel expenses based upon travel documents, itemized receipts, memorandum, and/or justification in accordance with Governing Board Policy. 

4.5.2 Determine which portion of the travel expenses are the traveler’s responsibility versus reimbursable by CNM.  Complete the Expense Report with required information. 

4.5.3 Upon completion of the Expense Report, it is routed to the cost center manager and other required approvals including the Business Office.  

Business Office Personnel

4.5.4 Business Office personnel reviews the Expense Report and receipts for completeness, accuracy, and compliance. If there are any discrepancies on the Expense Report, notify the travel coordinator to correct and resubmit request. Reimbursement will be placed on hold until corrections are made by the travel coordinator. 

4.5.5 Employees will be reimbursed according to the payment method employee receives payroll (direct deposit/check).  

5. Mileage Reimbursement

Traveler

5.1 A Spend Authorization must be completed prior to mileage reimbursement. Employees who used private vehicles for CNM business and are requesting mileage reimbursement must complete a mileage log that includes: date, location to and from, mileage, maps, and business purpose. The Spend Authorization is routed for approval and review by the Business Office. 

5.1.1 Employees are encouraged to use CNM vehicles, in which case, mileage is not reimbursed. Note: Employees must meet driver eligibility requirements to check out a CNM vehicle. 

5.1.2 All mileage reimbursements are processed through the Expense Report. 

5.2 Complete a mileage log monthly. 

5.3 Submit the completed mileage log to the travel coordinator.

Travel Coordinator

5.4 Review the mileage log for completeness and accuracy. 

5.5 Calculate mileage reimbursement using the Table of Distances - Cities in New Mexico, Mileage Reimbursement Memo/Table of Distances from Campus-to-Campus, or the internet, if necessary. Mileage should be calculated using your campus as the starting point. 

5.6 Create Expense Report with mileage information and attachments. 

5.7 The Expense Report is routed to the cost center manager and other required approvals including the Business Office.  

Business Office Personnel 

5.8 Review the Expense Report for completeness, accuracy and compliance. If there are discrepancies, the Expense Report will be returned to the travel coordinator for correction and resubmission. Reimbursement will be placed on hold until the corrections are made by the travel coordinator. 

5.9 Employees will be reimbursed according to the payment method employee receives for payroll (direct deposit/check). 

6. Travel Coordinator Changes

6.1 If any change in employment status occurs for a department’s travel coordinator, such as termination, transfer, change in employee FTE, contact Purchasing at [email protected] and the accounting supervisor in General Accounting for the Business Office.  

6.2 The Department must send an e-mail to the CNM Business Office to request the addition or change in travel coordinator. The e-mail must provide a justification for the addition or change. 

6.3 All Travel Coordinators are required to complete required training prior to processing any travel transactions. 

Forms

• Mileage Log
• Mileage Voucher (Ingenuity)
• Student Travel Information Packet
  

Support Materials

• Table of Distances from Campus to Campus
• Table of Distances - Cities in New Mexico

Reference Materials

• Employee Handbook 6.03, Payment for Travel
• IS-1814 P-card