Travel Reimbursement Information


Individuals attending Working Connections at Fox Valley Technical College (FVTC) Appleton Campus are eligible for up to $600 of travel reimbursement.

Getting Started

Please review the following information prior to making travel arrangements. You are personally responsible for following the guidelines below. Questions and concerns should be directed to: Elizabeth Halweg

Eligibility Criteria

To be eligible for this level of reimbursement, you must meet the following criteria.
  • Attend Summer Working Connections North at FVTC Appleton Campus in Appleton, WI
  • Serve as a currently employed public school faculty or staff member
  • Attend all five days of the conference - Monday morning, June 2, 2014 - Friday afternoon, June 6, 2014
  • Complete end of course online surveys and action plan for using knowledge obtained

Covered Expenses

The $600 travel reimbursement can cover the following categories. Please click the link for detailed information about allowable expenses in each category. All are listed on the "Request for Travel Reimbursement " form. Form will be provided at the event.
Travel Category
What you Submit
Mileage
Google Maps/MapQuest printout showing mileage
Airfare
Receipt with passenger name, total amount paid,
form of payment, and itinerary
Lodging
Itemized paid invoice showing payee, method of
payment, and zero balance
Meals
(for any not provided by the event)
Completed Excel "Per Diem Worksheet"

Expenses Not Covered

The following expenses are NOT reimbursable. Please see detailed travel categories below for more information.
  • Toll fees and gasoline purchases
  • Travel agent fees
  • Travel insurance or similar fees
  • Airline upgrades and extra fees
  • Hotel room upgrades, valet parking and personal expenses

Important Info

  • Approved travel will be reimbursed on a first-come, first-served basis until funds are exhausted. Your travel reimbursement eligibility will be confirmed via e-mail within 5 business days of your registration for the event.
  • Reimbursement requests will not be processed until after the event ends and after you have provided all required paperwork and original receipts as described above.
  • Travel paperwork is due no later than Friday, June 13, 2014. If you are not able to provide all required documentation by this date, you waive your right to reimbursement.
  • All decisions of the FVTC Business Office regarding travel reimbursements will be final.
  • All reimbursement submissions are subject to review and approval and may not be guaranteed.
  • An important rule of thumb: always select the mode of travel that provides the lowest total cost to FVTC. To do otherwise risks the denial of your reimbursement request.

Documents:

All Travel Reimbursement forms will be available in the welcome packet provided to you on day 1.

Checklist

  • Complete and sign the “Request for Travel Reimbursement” form – a paper copy with an ink signature is required. (Please note that at the top, “Travel START Date & Time” refers to the day and time that you left your house and “Travel END Date & Time” refers to the day and time that you returned home.)
  • Provide original receipts and invoices – no copies, no faxes. Please tape all receipts to 8 ½ x 11 paper. DO NOT use staples. These will be attached to the “Request for Travel Reimbursement” form.
  • If you are requesting mileage, provide a Google Maps or MapQuest print-out documenting miles traveled.

Completed travel reimbursement forms along with backup documentation should be turned in on the last day of class, Friday, June 6, 2014.

Questions?

All questions regarding travel reimbursements should be directed to: Elizabeth Halweg



Reimbursable Expenditure Details

Mileage:

You must submit a print-out of your route documenting miles traveled, using either Google Maps or MapQuest.

The allowable mileage between two points is the shortest route between those two points. Mileage is currently reimbursed at $0.565/mile and paid to the driver only.

Back to Chart

Airfare:

If you rather fly to a destination, you must be pre-approved. You will only be reimbursed for the less expensive mode of travel.
You must submit a receipt with passenger name, total amount paid, form of payment, and itinerary.

Back to Chart

Lodging:

You must submit an itemized paid invoice showing payee, method of payment, and zero balance.

It is up to the individual to book a hotel room at Comfort Suites here in Appleton, WI. A special rate of $70 a night has been arranged and a group of rooms have been reserved. Make sure to as for Group Lock Working Connections to secure the $70 rate. Call (920) 730-9558 to book your room.

FVTC will not reimburse a room costing more than $125/night including taxes.

Valet parking, room upgrades, movies, alcohol, or any other similar personal expenses will not be reimbursed.
Back to Chart

Meals:

You must submit a completed Excel “Per Diem Worksheet” spreadsheet which will be provided the first day in your welcome packet.

Meals are reimbursed on a per diem basis and do not require receipts.

For this event, the rates are set at $7 for breakfast, $11 for lunch, and $23 for dinner.

Per diem for meals will be paid based on the standard workday of 8:00 am to 5:00 pm:

The Excel “Per Diem Worksheet” spreadsheet will show which meals were provided by the event. If you elect not to eat these event-provided meals, you will not be reimbursed for your meal expense unless you provide documentation that shows you were not medically allowed to eat the food provided at the event.