Out-of-State Travel Procedure

Purpose Statement

The purpose of this procedure is to ensure all out-of-state travel is done in accordance with Minnesota State Community and Technical College, Minnesota State Colleges and Universities system and State of Minnesota policies. All out-of-state travel, including student travel, must be approved by the College’s president prior to any financial commitments being made or fundraising activities beginning.

Scope

This process applies to all College employees or programs involving out-of-state travel.

Definitions

Out-of-State Travel

Travel that takes employee(s) or student group(s) to any location outside of Minnesota. Travel to North Dakota border cities that does not include registration fees, overnight travel or vehicle rental is not considered out-of-state travel.

Procedure

1. The employee completes the Authorization for Out-of-State/International Travel Form and submits the form and required documentation to their supervisor.
   1. This form must be completed and approved prior to any commitment of financial obligations or starting fundraising activities.
   2. A copy of the conference, meeting or activity agenda (or similar documentation) that includes dates and whether meals are included, must be submitted with the form.
   3. If using professional development funds for all or a portion of the travel costs, a signed copy of the Professional Development Form must be attached to the Authorization for Out-of-State/International Travel Form.
   4. If students will be traveling out-of-state, the Overnight Travel Form must be attached to the Authorization for Out-of-State/International Travel Form.
   5. If travel is all or partially funded by non-college sources, all funding must be received and receipted into the College financial system prior to departure.
2. The supervisor reviews the Authorization for Out-of-State/International Travel Form and determines approval or denial of the request.
   1. If approved, the supervisor signs the form and forwards it, along with any accompanying documents, to the appropriate vice president for review.
   2. If denied, the supervisor returns the form to the employee with an explanation of the reason for denial.
3. The vice president reviews the Authorization for Out-of-State/International Travel Form and determines approval or denial of the request.
   1. If approved, the vice president signs the form and forwards it, along with any accompanying documents, to the president for review.
   2. If denied, the vice president returns the form to the supervisor with an explanation of the reason for denial.
4. The president reviews the Authorization for Out-of-State/International Travel Form and determines approval or denial of the request.
   1. If approved, the president signs the form, returns the original form to the requesting employee, and sends a copy to the supervisor.
   2. If denied, the president returns the unsigned form to the employee with a copy to the supervisor and includes an explanation of the reason for denial.
5. Upon completion of travel, the employee submits the request for reimbursement to their supervisor.
   1. If submitting for reimbursement, the employee completes the Expense Reimbursement Form and submits it, along with the required receipts and a copy of the signed Authorization for Out-of-State/International Travel Form, to their supervisor for approval.
   2. If submitting invoices to be paid through accounts payable (by purchase order or procurement card) the employee includes the receipts and a copy of the signed Authorization for Out-of-State/International Travel Form to their supervisor for approval.
6. The supervisor reviews the employee’s reimbursement request and forwards approved forms and documentation for processing.
   1. If the employee is requesting reimbursement, the supervisor signs and forwards the Expense Reimbursement Form, receipts and a copy of the signed Authorization for Out-of-State/International Travel Form to the Payroll Office.
   2. If the employee is submitting invoices to be paid through accounts payable, the supervisor reviews the expenses incurred on the procurement card and ensures that all required receipts and a copy of the signed Authorization for Out-of-State/International Travel Form are attached.
7. The Business Office verifies required documentation has been received and processes the expense reimbursement request, invoice or purchasing card submission. All documents are retained on file for audit purposes.

Responsibility

Employee

Completing and submitting the Authorization for Out-of-State/International Travel Form and other required documentation to their supervisor for review prior to any commitment of financial obligations or starting fundraising activities.

Supervisor

• Review and approval or denial of the Authorization for Out-of-State/International Travel Form.
• Upon completion of travel, supervisors are responsible for reviewing the employee’s Expense Reimbursement Form and/or procurement card expenses to ensure that required receipts and a copy of the signed Authorization for Out-of-State/International Travel Form are included prior to forwarding the reimbursement request to the Business Office.

Vice President

Review and approval or denial of the Authorization for Out-of-State/International Travel Form after it has been approved by the supervisor.

President

Review and approval or denial of the Authorization for Out-of-State/International Travel Form after it has been approved by the vice president.

Business Office

• Verify that all receipts and required documents are attached and process expense reimbursement. 
• Retain all documents on file for audit purposes.

Other Supporting References

• Know Before You Go – Out-of-State Travel Brochure
• Employee bargaining unit contracts

Associated M State and Minnesota State System Policies and Procedures

Minnesota State Community and Technical College Employee Business Expense Reimbursement Procedure