Advance Per Diem ( Meals )
• To get an advance payment for meal per diem , you must complete the Per Diem Cash Advance Form with the campus Bursar / Cashier ’ s office no later than ten business days ( two business weeks ) before the trip .
• Student signatures are required upon receiving per diem , and the list needs to be attached to the expense report ( Click to download the form here .)
• Beginning September 1st , 2023 : When traveling , the T-Card may no longer be used to purchase meals . Meals will be reimbursed as Per Diem on the expense report after the trip .
Before Trip / After Spend Authorization approval
• Purchase the airfare , registration , and reserve hotel and car rental on the advisor ’ s T-card .
• Purchase Orders must be completed for bus rentals . The Purchase Order number must be listed on the Expense Report .
Return from Trip - Reimbursement ( s )
• Complete the Expense Report in Workday once all credit charges are in Workday . o Eligible reimbursements require proof of purchase ( receipt ) for each expense . o Do not add per diem to the expense report since per diem was advanced prior to the trip . o All reimbursements will be made to the Advisor .
Important Notice
• Anyone who receives college funds for travel ( airfare , conference fees , etc .) and does not attend the event is responsible for reimbursing the College the total amount within 30 College District business days .
• If refunds are available ( e . g ., conference registration fees , hotel fees , plane tickets , etc .), the student is responsible for contacting the advisor if they cannot attend . The advisor needs to request refunds .
Lodging
• Conference Facilities Conference attendees must stay at the recognized conference hotel ( s ) or conference overflow hotels identified by the hosting organization .
• Hotel Tax Exemption Certificate Student organizations traveling on approved organizational business are exempt from state hotel tax within the state of Texas when their event requires overnight lodging . At check-in , organizations must submit one ( 1 ) Hotel Tax Exemption Certificate for each hotel room . The college will not reimburse organizations or individuals for state tax associated with hotel rooms in Texas . The college will reimburse local and specialty taxes for hotel rooms in Texas and all the taxes related to out-of-state hotel rooms . Individual ( s ) must pay all incidental room charges ( e . g ., phone calls , room service , movies , etc .) before processing the final hotel bill .
• Guidelines o Students may not share a room with an Advisor , Advisor of Record , Faculty Member , or other responsible parties . o Students may only share a room with fellow students of the same gender , and each student must have their own bed . o Students may not change their room assignment without prior permission from the Advisor , Advisor of
Record , Faculty Member , or other responsible parties . Transportation Options
• All students and responsible parties participating in a Collin College-related trip shall use the same mode of transportation under any of these conditions :
o A Collin College-owned or leased vehicle is being utilized for the trip , OR o The trip requires an overnight stay , OR o The trip is required by a Collin College registered student organization in accordance with Section 51.950 of the Texas Education Code .
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