• Prior to Travel: Travel Authorization form must be completed two weeks prior to travel by the employee and approved by their supervisor. The original is filed in the supervisor’s office. This form also is used to request travel advances.
  • If travel-related expenses are incurred, two forms may be required for reimbursement after the trip:
    1. Travel Expense Voucher form must be completed to itemize expenses and provide odometer readings.
    2. Direct Payment Voucher form must be completed, attached to the Travel Expense Voucher, and submitted to the supervisor’s office. Supervisor signs and forwards the form to the Business Office for processing.
  • Reimbursement can only be processed when appropriate receipts accompany the request. In most cases, original receipts must be submitted rather than copies.
  • Mileage reimbursement requires beginning and ending odometer readings. The Business Office can provide additional information on what is considered appropriate.

• Faculty member or activity leader must receive approval for travel using the Travel Authorization form prior to travel.
  • Travel Authorization form, once approved, remains in the supervisor’s office.
    • Indicate in Name of Traveler line the faculty member/activity leader traveling as well as course name (e.g., CRJ 123 A).
    • Multiple travel dates and locations may be included if the participants are the same group during the current semester only.
  • An email will be sent to the faculty member/activity leader when travel is approved or not approved by the supervisor or supervisor’s designee.
• All students traveling off campus, regardless of mode of transportation, must complete the Required Student Travel Form.
• For any activity or travel that is required for a course or degree/certificate:
  • Required course travel must be included in the course syllabus and distributed to students at the beginning of the semester.
  • Required Student Travel Form must be submitted no less than seven (7) days before travel.
• The originals of the Required Student Travel Form must be hand-delivered to Public Safety by the faculty member or activity leader 7 days prior to travel.
• The trip faculty member/activity leader retains a copy of the Required Student Travel Form during the travel or activity in the event of an emergency. These copies should be shredded by the faculty member/activity leader upon completion of the travel unless used for multiple trips in the same semester.

Extended/Multi-day Off-Campus Travel with Students

• All participants in extended or multi-day off-campus travel must be at least 18 years of age and be registered students, GCC faculty or staff, or individuals with a contract for this travel.
• Additional requirements may apply to programs or organizations with their own travel procedures such as in Outdoor Leadership and Nursing programs.

Transportation for Off-Campus Student-Related Travel

Individual Transportation: Faculty member or activity leader meets students at an off-campus location. Each individual is responsible for their own transportation. The faculty member or activity leader does not drive students or other attendees to the location.

• Travel Authorization Form is required.
• Required Student Travel Form is required.
• Transportation paperwork (Driver Authorization) is not required.

Private Vehicle Carpools: Faculty member or activity leader participates in arranging carpooling among students or other attendees to the location.

• Each GCC employee and/or student who may be driving other attendees must complete a Driver Authorization Form available on the GCC website.
• This form must be submitted once each fiscal year (July 1–June 30).

GCC Vehicles:

• Faculty member or activity leader must submit the Mini-Van/Van Vehicle Request Form.
• Each GCC employee or student who may be driving other attendees must complete a Driver Authorization Form.
• Students cannot drive college vehicles unless they are on a contract to do so.

Contracted Transportation: (bus company, charter services, etc.)

• Contracts for these services can only be made through the GCC Business Office.
• Contracted Transportation still requires a Travel Authorization and Required Student Travel Form for all participants.