CCD Travel Information

As long as there is no overnight stay involved, no TA# is needed. All that is needed is your supervisor’s approval (and grant accountant’s approval if reimbursement is to be paid by a grant), to attend the event that requires the local travel. An example would be a conference or a seminar. At the conclusion of the travel, complete a Travel Expense Reimbursement Request and submit it to Fiscal Services for reimbursement.

All travel/mileage reimbursement forms, which have been approved & signed by your supervisor and/or org owner, are submitted to Cindy Sauer (303.352.3203) in Fiscal Services. 

You only need to submit a printout of the suggested route showing your total mileage. The total miles on the printout should match the total number of miles on the reimbursement request.

To find out if it has been received and submitted to AP for payment | Cindy Sauer (303.352.3203)
To find out if reimbursement has been processed | Desha Banks

Anytime an employee and/or CCD student travel as a representative of Community College of Denver that includes an overnight stay, a TA# is required and a Travel Authorization E-Form must be completed.

• Failing to obtain the org owner’s signature on the Travel Expense Reimbursement Request as this is often a different person than the supervisor.
• Failing to indicate what the “Travel Purpose” was (located on row 10 of the Travel Expense Reimbursement Request).
• Not including a copy of the agenda. An agenda is required when a mileage reimbursement request involves a conference, seminar, meeting, training, etc.
• Not using the most up-to-date version of the Travel Expense Reimbursement Request. This form has the updated allowable rate for mileage for the calendar year. 
• When the Travel Expense Reimbursement Request is missing the org code.
• The lodging receipt does not show a zero balance due, indicating it has been paid in full. 
• Failing to submit proof of payment for the conference fee. Please remember that even though the form is called Travel Expense Reimbursement Request, it is actually used as a reconciliation of all the expenditures incurred for the approved travel.
• Not submitting a copy of the flight itinerary from Frosch Travel. Please remember we need all expenses, with supporting documentation, related to the approved travel on the Travel Expense Reimbursement Request. This includes any expenditure that was prepaid by CCD.

No, the Citi Individually Billed Travel Card is available to pay for travel expenses. Apply for this card by completing FIS-1 and FIS-2. Another option is to use a personal credit card for the travel expenses, then submit for reimbursement. Regardless of which means of payment is used for the approved travel, keep all applicable original receipts and submit them with a Travel Expense Reimbursement Request. 

Airfare, when booked through Frosch Travel, is billed directly to CCD’s Commercial Credit Card. A conference registration fee may be paid with a p-card, which is billed directly to CCD’s Commercial Credit Card account. Please make sure any travel-related expenses that are pre-paid with a CCD Commercial Card are included on the Travel Expense Reimbursement Request in the “Description of Expenses Paid in Advance by CCD" (i.e., airfare, conference fees, etc.) area of the form.

No. The only travel-related expense allowed on a p-card is a conference registration fee. If the conference registration fee includes lodging and meals, and there is no option to pay for the lodging and meals separately from the conference registration fee, then a p-card can be used because the conference registration fee is all-inclusive.