Travel Reimbursement Information

Individuals attending Working Connections that live more than one hour away from Lansing Community College (LCC) West Campus may be eligible for up to $750 of travel reimbursement.

Getting Started

Please review the following information prior to making travel arrangements. You are personally responsible for following the guidelines below. Questions and concerns should be directed to: Brian Nelson

Eligibility Criteria

To be eligible for this level of reimbursement, you must meet the following criteria.
  • Live one or more hours away from the LCC West Campus in Lansing, MI
  • Serve as a currently employed public school faculty or staff member
  • Attend all five days of the conference - Monday morning, June 5, 2017 - Friday afternoon, June 9, 2017
  • Complete end of course online surveys and action plan for using knowledge obtained

Covered Expenses

The $750 travel reimbursement can cover the following three categories. Please click the link for detailed information about allowable expenses in each category. All are listed on the "Request for Travel Reimbursement" form that will be provided at the event.
Travel Category
What you Submit
Car
Google Maps/MapQuest printout showing mileage
Airfare
Receipt with passenger name, total amount paid,
form of payment, and itinerary
Lodging
Itemized paid invoice showing payee, method of
payment, and zero balance

Expenses Not Covered

The following expenses are NOT reimbursable. Please see detailed travel categories below for more information.
  • Car rental
  • Shuttle/taxi services
  • Parking
  • Meals (lunch will be provided at the event)
  • Toll fees and gasoline purchases
  • Travel agent fees
  • Travel insurance or similar fees
  • Airline upgrades and extra fees
  • Hotel room upgrades, valet parking and personal expenses

Driving Instead of Flying

You must obtain pre-approval no later than May 8, 2017 if you plan to drive instead of fly. If you do not get approval in advance, these expenses will not be reimbursed. More information about driving vs. flying is available here.

Important Info

  • Approved travel will be reimbursed on a first-come, first-served basis until funds are exhausted. Your travel reimbursement eligibility will be confirmed via e-mail within 5 business days of your registration for the event.
  • Reimbursement requests will not be processed until after the event ends and after you have provided all required paperwork and original receipts as described above.
  • Travel paperwork is due no later than Friday, June 16. If you are not able to provide all required documentation by this date, you waive your right to reimbursement.
  • All decisions of the LCC Business Office regarding travel reimbursements will be final.
  • All reimbursement submissions are subject to review and approval and may not be guaranteed.
  • An important rule of thumb: always select the mode of travel that provides the lowest total cost to LCC. To do otherwise risks the denial of your reimbursement request.

Documents:

Travel Reimbursement form will be available in the welcome packet on day 1.

Checklist

  • Complete and sign the “Request for Travel Reimbursement” form – a paper copy with an ink signature is required. (Please note that at the top, “Travel START Date & Time” refers to the day and time that you left your house and “Travel END Date & Time” refers to the day and time that you returned home.)
  • Provide original receipts and invoices – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples. These will be attached to the “Request for Travel Reimbursement” form.
  • If you are requesting mileage, provide a Google Maps or MapQuest print-out documenting miles traveled.

Completed travel reimbursement forms along with backup documentation should be mailed no later than Friday, June 16 to:

Brian Nelson
Lansing Community College
P.O. Box 40010 MC 4100W
Lansing, MI 48901

Questions?

All questions regarding travel reimbursements should be directed to: Brian Nelson


Reimbursable Expenditure Details


Car:

You must submit a print-out of your route documenting miles traveled, using either Google Maps or MapQuest.

The allowable mileage between two points is the shortest route between those two points. Mileage is currently reimbursed at $0.535/mile and paid to the driver only.

Driving instead of flying must be pre-approved. In the event you choose to drive rather than fly to an event city and are approved to do so, you will only be reimbursed the cost of the less expensive mode of travel. For instance, if it costs $150 to fly round trip to Lansing, and $250 for mileage, you would only be reimbursed the $150. More information about driving vs. flying can be found here.

Toll fees will not be reimbursed. Gasoline purchases will not be reimbursed.

Local mileage, including mileage between the event venue and your event city hotel, will not be reimbursed.

Back to Chart

Airfare:

You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary.

LCC will pay for a basic coach seat and one checked bag each direction. A 21-day advance purchase is required for all airline tickets. If you buy a ticket inside 21 days, you will only be reimbursed for the amount the ticket would have been had it been purchased 21 days in advance. For instance, if you buy a ticket 14 days out for $500 and LCC determines that the ticket would have cost $300 21 days out, you will only be reimbursed the $300.

Flight insurance, seat upgrades, early check-in or early boarding, preferred seating (unless there is proof no other seating category is available), or extra-leg room (unless a medical necessity as described by a doctor), and similar fees will not be reimbursed.

Again, if you want to drive rather than fly to a destination, you must be pre-approved. You will only be reimbursed for the less expensive mode of travel. More information about driving vs. flying can be found here.

List any applicable bag-check fees under “Other” on the “Request for Travel Reimbursement” form.

Back to Chart

Lodging:

You must submit an itemized paid invoice showing payee, method of payment, and zero balance.

It is up to the individual to book a hotel room.

LCC will not reimburse a room costing more than $125/night including taxes.

Valet parking, room upgrades, movies, alcohol, or any other similar personal expenses will not be reimbursed.

Back to Chart

Driving Vs. Flying

Driving instead of flying must be pre-approved by May 8, 2017. Should you choose to drive rather than fly, you will only be eligible for the following reimbursement expenses. Also, only the cost of the less expensive mode of travel will be reimbursed.
Click here for more details.
Reimbursements if you fly
Reimbursements if you drive
Mileage round-trip home to airport
Mileage round-trip home to hotel
Hotel
Hotel
Airfare