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. You will calculate the per diem amount utilizing the Per Diem Worksheet and get per diem rates from https:// www. gsa. gov / travel / plan-a-trip / per-diem-rates / mie-breakdowns Instructions on completing Per Diem Worksheet are found on the Accounts Payable page of Cougar Web. � Student signatures are required upon receipt of per diem, and the list must be attached to the expense report( Click to download the form here). � Beginning September 1, 2025, per diem will no longer be issued in cash, but rather via debit cards.
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 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
• Conferences Conference attendees must stay at the registered 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.
o A student who needs to request an exception to the student travel procedures, including, but not limited to, leaving a trip early, staying late, traveling in a different manner from the group, etc., must complete the Release of Liability via Alternative Transportation Form( Please click here).
Personal Vehicles
• The College may elect not to provide transportation for all Students and Responsible Parties to travel together 25