Travel & Professional Development Related Expenses Instructions

The Travel & Professional Development Related reimbursement request form is for submitting requests for reimbursement when the expenditure incurred was associated to a work-related trip. Please note, to receive reimbursement for travel related expenses, an approved Leave of Absence (LOA) must be on file.

• Navigate to MyGRCC and select Online Center. 
  • Log in using campus login credentials.
• Navigate to Employee Self Service.
• Select “Employee Forms”
• Once in “Employee Forms” select the drop-down arrow next to “Reimbursements”
• Select “Reimbursement” from the drop-down menu.

Reimbursement Introduction

Read introduction to ensure this is the correct form for your needs. If so, click “Next.”

Employee Information

Ensure Employee information is correct.

Reimbursement Options

Review reimbursement options. To submit a travel related reimbursement request, select "Travel/Prof Development” from the Reimbursement Type drop-down menu.

• The Travel/Prof Development form will automatically include options for airfare, hotel, and registration expenses. To report additional expenses such as per diem, mileage, and similar travel-related expenses please select one or more of the following when prompted and then click Next: 
  • Other Items: refers to expenses such as baggage fees, parking fees, ride share services, etc.
  • Mileage: Mileage incurred while traveling (e.g., travel to/from airport, to/from conference/training location). Mileage reimbursement will be limited to that which is related to the event.
  • Meals: If meals were not provided by the travel/conference/training experience, please select meals. Meals during a conference/training are reimbursed as daily per diem allotments; receipts are not required.

Conference Setup – Leave of Absence

To receive reimbursement for travel related expenses, an approved Leave of Absence (LOA) must be on file.

From the drop-down box select Yes or No to indicate if an approved LOA is on file.

Submitted LOA List

If you submitted your LOA via the Employee Online Center, then you approved LOA will be listed under “Submitted LOA List.” 

• Click “Select” on the appropriate approved LOA and then click “Next” at the bottom of the page.

Travel and Professional Development Details

If you submitted your LOA via the form located on the Human Resources webpage, manually enter the following fields:

• Start Date
• End Date
• Event Name
• Location
• Zip Code

After entering the information request tab out of the Zip Code field. Click “Next.”

Travel and Professional Development Expenses

The expense page of the Travel and Professional Development Related reimbursement form will automatically include options for airfare, hotel, and registration expenses. 

Based on the selections made on the Reimbursement Options page at the beginning, employees will be able to report additional expenses such as other items, mileage, and per diem.

For Airfare, Registration, and Hotel expenses, enter the requested amount in the textbox next to each item. Leave the textbox blank if there are no requested expenses.

Other Items: refers to expenses such as baggage fees, parking fees, ride share  services, etc.

• Date: Date the expense was incurred.
• Description of the Expense:  describe the expense that was incurred and its business purpose.
• Amount: The amount requested for reimbursement.

Mileage: Mileage incurred while traveling (e.g., travel to/from airport, to/from conference/training location). Mileage reimbursement will be limited to that which is related to the event.

To request mileage, enter the following information:

• Date:  The date traveled. 
  • Date must be within the last six months.
• From/To:
  • When entering Addresses, put a comma between each element of the address:
    • Example: Address, City, State, Zip
    • Do not include the title of the location (i.e., Gerald R Ford International Airport)
    • Note: If the address format is not correct, the route cannot be determined.
• Look Up Button:  After entering the From and To addresses push the button to open a new page in MapQuest.
  • The miles that are calculated in the MapQuest page must be manually entered into the Miles field within the form.
• Round Trip:  Select if this was a round trip. 
  • Alternatively, you could insert a 2nd row for the trip back.
• Purpose:  A purpose must be entered for each row.
• Insert/Delete: Users can add rows or delete existing ones but selecting the plus symbol (+) or the minus symbol (-).

File Attachments:  Please attached itemized receipts for each expense requested except for mileage. 

• Note: If receipts are missing, your request will be returned to you.
  • Click “Upload” to select a file from your device. 
  • Click “My Device”
  • Select the file.
  • Click “Open.”
  • Click “Upload.” 
  • Click “Done.”
  • Click “Add” to add in additional lines for more receipts as necessary. 

Once all required receipts have been uploaded, click “Next.”

Meals

In lieu of reimbursement for actual meal expenses incurred during overnight travel, the College will reimburse employees based on the current annual GSA Meal and Incidental Expenses (M&IE) rates.

Based on the LOA information entered at the beginning of the form, the Per Diem Lookup fields will be autogenerated with the conference/training Zip Code and the dates of travel. Confirm that this information is correct and then click “Lookup Per Diem.”

The U.S General Services Administration (GSA) website will open in a new window. Scroll down on the webpage to locate the Meals and incidental expenses (M&IE rates and breakdown for the location of your travels.

Using the amounts provided from the GSA webpage for M&IE Total, Breakfast, Lunch, Dinner, and Incidental Expense, fill out the meal field on the reimbursement form.

You must Tab Out of each field for amounts to generate the meal grid.

Meal/Food Reimbursement

A grid will generate with each travel date and all the meals (breakfast, lunch, and dinner) for each date.

The grid will assume that each meal should be reported as a reimbursable expense. However, if a meal or meals were provided by the travel/conference/training experience, please select the meal within the appropriate date to remove it from your reimbursement request.

Once any/all provided meals are selected from the grid, click “Next.”

Summary – Department / 7V / Other Funding

 Please select the funding type (Department, 7V, Other, Perkins) and enter the amount to allocate to that fund (the amount for your reimbursement request is located halfway down the page under Sub Total). 

• Select BCO: Please select your Budget Control Officer from the drop-down box provided. This may be your Supervisor or Dean.
• Account Number: Please enter the account number to charge for your reimbursement. If you do not know your account number, please reach out the APSS or Administrative Assistant in your department,
• 7V Reimbursements: If you select 7V and enter a 7V account number, your reimbursement request requires Dean/Associate Provost approval. Select the Dean/Associate Provost for your respective school from the dropdown box. 

Affirmation 

This is considered your “electronic signature” and verifies that the information you have provided is correct to the best of your knowledge.

• Search Phrase/Nickname: Creating a unique nickname for your reimbursement request will assist you in reviewing it in the future.
• Submit Reimbursement Request: Click Submit