Policy and Procedures
No transportation costs will be allowed between any employee's place of residence and his/her office. However, in connection with work-related field trips, when the distance between the employee's residence and his destination is greater than the distance between his residence and his office, the field trip mileage in excess of the mileage between the employee's residence and his office is reimbursable. In that instance, the travel voucher should contain the following special certification:
"I hereby certify that the above mileage is correct and was incurred for official state business; that the travel from my residence to the destination was greater than the travel between my residence and my official station."
Signature of Traveler
If the distance from the employee's place of residence and his field trip destination is shorter than the distance between his residence and his office, no reimbursement of mileage will be allowed. The employee is required to enter his actual odometer readings on the travel voucher whether traveling from his residence or from his office to and from the field trip destination.
- Residence is in Coventry RI – mileage to RIC Campus is 22 miles. You have a work related meeting in Warwick. From your residence to Warwick is 9 miles. Since the 9 miles is shorter than your normal commute – no reimbursement is allowed.
- Residence is in Coventry RI – mileage to RIC Campus is 22 miles. You have a work related meeting in Woonsocket. From your residence to Woonsocket is 35 miles. Since the travel is 13 miles longer than your normal commute – a reimbursement for 13 miles is allowed.
If you are an employee that does not usually come to campus, you still must follow the rule, and will only be reimbursed for the mileage that is in excess of what your commute to the RIC Campus would be.
When initiating travel, the employee must get prior approval from the appropriate Department Chair, Director, Dean, and/or Vice President.
Once the approval is given, the traveler has two options – keeping in mind they should get the lowest prices available.
The first option is to use Short’s Travel Management, Inc. to book airfare and hotel. The traveler must obtain an authorization and billing number from the Accounting Office at (401) 456-8401. After obtaining the authorization and billing number, the traveler must call Short’s Travel Management, Inc. at 1-(800) 238-3956 or access their website at www.shortstravel.com/ric. All travelers are required to register at the website. The agency prepays the airline reservations. Short’s Travel can make the hotel reservations for you.
It is up to the traveler to complete the follow-up paperwork for the necessary approvals upon completion of travel.
The second option is to get a fare on-line. Request a quote from Short’s Travel. If the on-line fare is less expensive, you may book your own airfare but must attach the quote from Short’s Travel when submitting your reimbursement.
Prior to initiating travel, an employee using grant related funds, must first get authorization from the Accounting Office. Please use the request for authorization found on the Accounting Office website. If approved, the traveler must follow the above procedures.
When bringing in candidates for vacant positions, we prefer the candidates make their own arrangements for transportation keeping in mind they find the best fares available. The college will make the hotel reservations. The college has arrangements for direct billing at the Courtyard by Marriott in Providence, the Hampton Inn & Suites in Providence, the Hilton in Providence, the Hotel Providence in Providence, the Old Court Bed & Breakfast in Providence, the Providence Marriott-Orms Street in Providence, the Renaissance Providence Hotel in Providence, the Wyndham Garden Inn (formerly the Radisson Harbor) in Providence and the Radisson Airport Hotel in Warwick.
It is up to the Chair of the search committee to notify the candidate two weeks prior, so they have time to take advantage of the best prices available.
The Chair must also obtain all original receipts from the candidate upon completion of the interview – passenger receipt for airline ticket, hotel bill, taxi or shuttle receipts, meals (no alcoholic beverages will be reimbursed) and parking. The meal receipts should be the original itemized restaurant receipt with the actual purchase on it – not just the credit card receipt.
The Chair must also obtain a W-9 form from the candidate in order to be reimbursed.
Generally, the State of Rhode Island will not pay automobile rentals, unless it can be justified as the least expensive mode of travel or travel is made with a group. Travelers should avail themselves of shuttle buses and public transportation to the extent practical. If an auto rental is used, the traveler must provide a written explanation to attach as backup explaining the reason for the rental.
As of January 1, 2013, the rate used to reimburse state employees for use of their personally-owned vehicles on state business will be reimbursed at $.565 per mile.
Effective July 1, 2009 the rates used for meal allowance for Out of State travel have changed.
- The reimbursement will be based on a flat rate.
- The flat rate is based on departure and arrival times.
- If the traveler's scheduled departure time is before noon, they will receive $30.00 for the first day of travel.
- If the traveler's scheduled departure time is after noon, they will receive $15.00 for the first day of travel.
- All other days of travel will be at the rate of $30.00.
- Upon return if the traveler's arrival time is scheduled before noon, they will receive $15.00 for the final day of travel.
- If the traveler's arrival time is scheduled after noon, they will receive $30.00 for the final day of travel.
- ONLY TRAVELERS STAYING OUT-OF-STATE OVERNIGHT WILL BE ALLOWED A MEAL ALLOWANCE.
- State employees may not seek reimbursement for meals or lodging within the State unless the cost is part of a conference charge.
- THERE WILL BE NO MISCELLANEOUS EXPENSE PER DIEM.
- Overnight accommodations will NOT be allowed within a 55-mile radius of Providence. The distance from home cannot be used in calculating the 55 mile radius.
- NOTE: The 55-mile limitations include the City of Boston.
Completion of Travel Report
Following are the specific steps required to complete the processing of a travel report:
- At the conclusion of travel, it is the responsibility of the traveler to fill out the travel report, supported by the conference brochure and all original receipts and sign it. The travel report should be completed as soon as possible, but no later than two weeks upon completion of travel.
- The completed report with the original documents attached should then be forwarded to the appropriate Department Chair, Director, Dean, and/or Vice President. Grant travel should be forwarded to the Director of the Office of Research & Grants Administration for approval. The report will then be forwarded to the Accounting Office, East Campus, Bldg. #5.
- Any amount due the traveler will be paid by the college. The Accounting Office will notify the traveler when the check is available. Checks may be signed for and picked up in the Accounting Office.
- In the event the traveler has overspent their allowable travel funds, a bill will be sent to the traveler for the amount due.
Failure to read and comply with these instructions can result in your travel report being delayed.