The 2025 – 2026 maximum travel amount is $1,600 per faculty member. Reimbursement is based on actual expenses. Forms are available from your division’s administrative assistant and your T&C Committee division representative.
Yes. Each year the Vice President of Administrative Services allocates the T & C Committee a specific dollar amount to fund faculty travel and conference requests. The committee determines the maximum amounts based on past practices, typical number of requests, and current year budget. Requests will be funded on a first-come, first- served basis if funds are available, and requests meet the current criteria. As a result, faculty members are advised to submit their travel request forms as soon as possible. Additional limits on funding per request may depend on payment, reimbursement, or funding by an outside agency to present, perform, or provide training at the event for which you are requesting support. As such, each request must disclose additional support being provided by any outside sources.
- Certification that is required to fulfill job duties.
- Conference that offers CEUs when those CEUs will be used for salary advancement (SCCCD & SCFT Agreement (FT) 2022-2025, p. 45-46 and SCCCD & SCFT Final Agreement (PT) 2022-2025, p. 45).
You are responsible for cancelling airfare, hotel, registration, and/or car rental reservations. You will not be reimbursed any of the above expenses if you do not attend the conference. If the College pre-paid fees, the employee is responsible for reimbursing the college. Check cancellation policies thoroughly before paying registration fees, reserving hotel, car, and airline tickets.
The district has a contract with Enterprise Rental Car services which employees should use for travel. When alternate rental services are utilized, reimbursement amount may be impacted or denied. For questions, please reach out to DO, specifically transportation@scccd.edu.
Mileage reimbursement is based on the current IRS Standard Mileage Rate. If you drive your personal vehicle, and you depart on a duty day, you must include a map showing FCC as your starting point and the event location as your ending point. Be sure to include full addresses. If your travel straddles duty and non-duty days, the map must include travel to and from the destination with appropriate and full addresses (Duty Days use college address. Non-Duty Days use personal address.). Note details on the map, so it is clear for reimbursement purposes.
Employees may use the district approved Travel Shoppe, book directly through the airline, or a 3rd party vendor.
If faculty choose to use the district approved Travel Agent they must request approval in advance from Mariann Adcock (mariann@shoppetravel.com) or Becca Leeds (becca@shoppetravel.com). These expenses are then pre-paid by the district, and you do not have an out-of-pocket expense
The Travel Shoppe
7461 N First Street # 102
Fresno CA 93720
Telephone: 559-447-5767
Employees may also choose to use a 3rd Party vendor such as Expedia, Travelocity, etc. The employee is responsible for pre-paying and will be reimbursed at the completion of travel. If the trip is cancelled, the District will not reimburse for the unused airfare purchased through 3rd party vendors.
You will receive an email from the T & C Committee Chair after your request has been considered and voted on by the Committee. Meetings are generally held the hour before regularly scheduled Academic Senate meetings.
Within 10 days after your travel and/or conference activities, complete the SCCCD Travel or Conference Reimbursement form and the Travel & Conference Activity Summary and Evaluation form. Attach original receipts for the expenditures for which you are asking reimbursement. Invoiced receipts should show a zero (0) balance. A brochure from the hotel, listing amenities, is required if you are requesting reimbursement for meals, parking, etc. Meals are reimbursed per diem at $17 for breakfast, $17 for lunch, and $34 for dinner. (AR 4033b)
Submit completed and signed paperwork to your division dean and/or division dean’s administrative assistant who will sign and forward to the Vice President of Instruction who will sign and forward to the Vice President of Administrative Services for authorization of funding. Reimbursement checks are generated at the District Office and mailed to the address written on the reimbursement form.
Note: The Academic Senate T & C Committee is not involved in issuing reimbursement.
You will need signed forms or a formal email from your dean authorizing your time away from campus. Your dean will need to provide you with approval to be away from work regardless of whether you are asking to be reimbursed or not. Consult with your dean regarding the SCCCD Travel and Conference Request form. Other forms such as Authorization for use of private vehicle, maps related to mileage, or hotel information are only submitted as applicable.
Yes. Minimally, allow 60 days - prior to first day of travel – processing time for out-of-state requests, as they require signatures from the College President and the District Chancellor. For international travel the Board of Trustees must sign; therefore, allow more than 60 days' processing time.
Reimbursement policies are set forth by SCCCD and are as follows. It is strongly recommended you maintain proof of payment for meals.
Meal Reimbursements AR 7400 (Effective December 2024)
Breakfast: $ 17.00 / Lunch: $ 17.00 / Dinner: $ 34.00
- Any exceptions to the meal allowances must be approved by the Chancellor or his/her/their designee.
- Alcohol is not a reimbursable expense.
Reimbursement for meals is not permitted for travel within the District, including local conferences, unless included in the price of the conference.
Meals included in airfare, or hotel (e.g. continental breakfast) and conference fees, or otherwise provided may not be claimed for reimbursement.
If the trip begins or ends outside of the established work hours, travel status will begin or end when the employee departs from or returns to their place of residence.
If the trip begins or ends during established work hours, travel status will begin or end when the employee departs from or returns to their place of employment.
Lodging Reimbursements
- Lodging is limited to traditional hotel/motel businesses.
- The name of the person requesting reimbursement should be included on the reservation and final zero balance hotel invoice.
- Due to lack of general liability coverage and security the following types of lodging are prohibited:
- Private homes or cabins ()
- Airbnb
- vrbo
- or other like businesses offering lodging services on behalf of a private owner
Note: Make note of any irregularities in lodging.
