Travel Office

Current Mileage Rate:

Prior to December 31, 2012 - 50¢ per mile

Beginning January 1, 2013 - 51¢ per mile

 Colorado Mileage Chart

Fort Lewis College Fiscal Rules - Section VII:Travel

State Travel Management Program (STMP) **FOR RENTAL VEHICLES**

CitiBank (travel Visa card provider) 

To report a lost or stolen travel Visa card, call 1-800-248-4553.

1. Conference registration fees are required to be paid with a P-card.  No other form of payment is acceptable unless the conference does not accept credit cards.  If the P-card is not used to pay for conference registration fees, the payment request form will be returned to the employee for an explanation.  The appropriate Director, Dean, or Vice President must provide their approval of the explanation before sending it to the Purchasing Office to be re-audited and submitted to A/P for payment.
2. The State travel Visa is the required form of payment for lodging, rental vehicles and airfare.  If the State travel Visa is not used to pay for these expenses, the travel reimbursement request form will be returned to the traveler who must provide an explanation for the violation.  The traveler must then send the form to the appropriate Director, Dean or Vice President for their approval of the explanation before sending it to the Purchasing Office to be re-audited and submitted to A/P for payment.
3. Because Travel Authorization forms are required to be submitted prior to travel, any Travel Authorizations submitted after the travel has occurred will be returned to the traveler. The traveler must provide an explanation for the violation and send the form to the appropriate Director, Dean or Vice President to approve the explanation.  The form can then be re-submitted to the Purchasing Office for processing.

FORMS
FLC Travel Form  (01-10-13)

All FLC employees traveling for the benefit of the college, including local travel, must complete an “Authorization” PRIOR to departure.  Travelers seeking reimbursement for out-of-pocket expenses incurred while traveling, are required to submit a complete “Reconciliation" and all ORIGINAL ITEMIZED receipts WITHIN 30 DAYS AFTER RETURN. 

Check Request Form
Use this form when requesting reimbursement of expenses which the traveler paid prior to travel. Always reference the TA number on the Check Request Form.  No travel related expenses may be reimbursed without a properly executed TA on file.  Any expenses reimbursed prior to travel should not be included in the Reimbursable Expenses section of the Travel Reconciliation form.

Accounts Payable Direct Deposit Authorization Form
This form is required to be submitted for direct deposit of expense reimbursements. Faculty and staff may enroll anytime, however enrollment is due at least one week prior to expense reimbursement processing. Submit your completed form to the Accounts Payable Office, 140 Berndt Hall. Your direct deposit notification will be emailed to you. For inquiries, call Accounts Payable, x7144.

Student Travel Release Form
For inquiries, e-mail or call the Student Affairs Office at 970-247-7573.

Travel Card Application & Agreement 
The State travel Visa card is the required form of payment for lodging, rental vehicles, and airfare purchases. Complete the application form and send it to the Purchasing Office, 290 Berndt Hall. Cards arrive approximately 5 days after the form is received. When the card arrives, notification will be sent by email to pick up the card in the Purchasing Office.

Cash Advance Request Form
May be requested for travel with student group(s) only. No cash advance request will be processed without an approved Travel Authorization and must be submitted no less than five (5) working days before the cash advance is required. Cash Advances are not available for individual travel.  As with all travel reconciliations, Cash Advances are required to be reconciled within 30 days of return.

Athletics Cash Advance Request Form

To be used for varsity athletic team travel only. No cash advance request will be processed without an approved Travel Authorization and must be submitted no less than five (5) working days before the cash advance is required. Cash Advances are not available for individual travel. As with all travel reconciliations, Cash Advances are required to be reconciled within 30 days of return.