MCCB Employee Handbook 2019

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Section 8: Business Management

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Travel Policies

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: November 19, 1999; November 16, 2012; May 20, 2016

Code Number: 8.10

Page: 3 of 5

Travel Voucher

Employees who travel as a part of their job duties shall submit a report of travel expenses upon return to the official duty station. Such travel vouchers shall include the appropriate receipts and other amounts as necessary on the form provided by the Board office.

Travel Advance

Travel advances are authorized by Section 25-1-79, Mississippi Code of 1972, subject to the approval of the Executive Director. An officer or employee of the State traveling on business for the State may receive an advance from state funds, for the purpose of such travel expense. An employee who plans to receive a travel advance on in-or out-of-state travel shall submit a written request on the appropriate form (Form 13.20.20) to the Executive Director for approval.

The following procedures shall apply when using travel advances:

1. Calculation

To calculate the amount of the advance request, the traveler should take into consideration the cost of meals, lodging, taxi fares and tips. An employee cannot request an advance on anything that the agency would normally pay for, such as airfare and registration. Meals included in a conference must be omitted from the calculation.

2. Processing

a. A strict account of any sum so advanced must be kept in accordance with Section 25-1-

81. b. An advance will not be issued earlier than 20 days before the travel start date.

c. Only two (2) travel advances shall be outstanding at one time.

3. Repayment

a. Upon completion of travel, a Travel Voucher (Form 13.20.10) must be completed and the advance settled.

b. If the advance was greater than the actual expenses incurred, the traveler is required to repay the unused amount. The traveler must issue a check made payable to the MCCB State Treasurer Fund for this amount.

c. The travel advance must be settled within 10 working days after the end of the month in which travel was completed. If this does not occur, DFA Bureau of Financial Control will take the employee off direct deposit and hold the traveler’s payroll warrant until the debt to the State is repaid (Section 25-1-81, Mississippi Code of 1972). d. DFA typically processes travel twice weekly on Tuesday and Thursday (for weeks which contain holidays, please see the travel payroll schedule at http://dfa.state.ms.us/Offices/OFM/OFM.htm ). Requests for a travel advance are due to the Finance Division by 5:00 p.m. on the day before travel is processed. Tuesday travel pays on Thursday and Thursday travel pays on Monday. If the employee is not currently enrolled in direct deposit, it is the employee’s responsibility to make arrangements with the finance staff to pick up the travel advance check.