The College shall follow the Minnesota State Travel Management Procedure 5.19.3 and the
following procedure in managing the College employee travel.
Authorization by Supervisor(s) Necessary
All travel at state expense must be pre-approved through completion of the “Travel Request
Form”. If travel is out of state, approval by the president is necessary. Travel may not be
approved by a supervisor unless the travel is primarily for the benefit of the state. The supervisor
approving the travel request is responsible for maintaining a file of his/her approved travel
requests for audit purposes, and for comparison in claim processing. A copy of the “Travel
Request Form” should be attached by the supervisor to the claim when submitted to the Business
Office for payment.
All travel requests must be submitted for approval at least ten (10) working days prior to any
All out-of-state air travel, lodging and other travel reservations should be done through a state
approved travel agency.
The procedure is as follows:
- Call travel agency and identify yourself as an employee of the College.
- Request all discounts offered by the travel agency for the State of Minnesota.
- Tell travel agency how you will be paying for the trip; credit card most of the
time when you are making your own travel arrangements.
- Request the services you want, for instance, airline reservations, lodging,
vehicle rental, etc.
- Identify where you want to go and the specific departure and return dates plus
any intermediate stops.
The travel agency shall take care of everything you request and mail to you your itinerary and the
tickets you ordered.
If you wish to keep air travel costs off your credit card, use the requisition form to request a
departmental purchase order. The Business Office will make air travel arrangements that will be
billed directly to the College. If you elect to use this option, tell the travel agency.
In order to be in compliance with state travel rules, the employee must stay at a preferred
vendor facility or attempt to secure lowest government rate. Booking through a travel agency
will generally accomplish this compliance requirement.
All reimbursable expenditures must be reported on the “Employee Expense Reimbursement
Form” and approved by the employee’s supervisor.
The College employee is responsible for accurate completion of the expense claim, required
documentation, and adherence to all travel policy requirements. Claims will only be processed
through use of the “Employee Expense Report,” with required documentation. Do not put any
item on the “Employee Expense Report” which the college is paying for directly.
Meals may only be compensated to the limitations of your collective bargaining agreement.
Teleconferencing/videoconferencing – The College has equipment and facilities available for
this purpose. Travel should not take place when this is a viable alternative.
Air Travel – Reservations must be made through the travel agency, NOT directly through the
airline to assure compliance with state policy. Authorization and purchase order issuance must
Car Rental – Will not be reimbursed unless pre-approved with specific information provided by
the employee as to why public transportation is unavailable.