Funds allocated for advisor use cannot be used to offset student expenses.

Funds authorized for one day cannot be exceeded whether or not the total authorized amount is spent or not.

If an ACCD vehicle is needed, a Vehicle Request Form (Attachment #14) must be completed and all potential drivers must be listed with their driver’s license number. A state of Texas Driver’s license is required in order to operate an ACCD vehicle.

An advisor must accompany each ACCD vehicle used on a trip.

A person, who is not in student status or is not an employee of the ACCD, can not travel in any ACCD owned, leased, or rental vehicle, without prior approval of the vice president of student affairs.
The cost for the use of an ACCD owned vehicle is currently $0.365 per mile. The requesting sponsor must pick up vehicles requested.

Vehicle departing the local area will be provided with a gasoline credit card, which must be utilized to purchase gasoline, oil, or any minor repair items (light bulbs, hoses, etc.) that might be necessary.

If the use of a private credit card is necessary or payment must be in cash, receipts clearly identifying the location, date, amount, and services rendered; gasoline, parts, parking, toll fees, etc., must be obtained.

All receipts for purchases must be turned into the ACCD motor pool along with the ACCD credit card and vehicle keys, or as otherwise directed.

Hotel/Motel Bills

All bills must clearly show the rates charged, the number of days the rooms were utilized, the number of persons accommodated and a final zero balance. Bills for students should not be used to charge personal expenses such as room service, telephone or movie/TV charges. Advisors are urged to advise the hotel/motel front desk or reservation personnel to block off all non-permissible charges for all student rooms at the time of registration.
Advisors may charge personal charges to their bill as long as they make personal payment and do not attempt to seek reimbursement. If for some reason there is a shortage of funds for the hotel bill, etc., the advisor should make payment, receive a receipt, and request reimbursement upon return from the trip.

Conclusion of travel

The treasurer and advisor are responsible for returning any unexpended funds to the Bursar’s Office for credit. This should normally be accomplished no later than the end of first workday after return.

All documentation to account for the expenditure of funds, travel, and the trip in general, must be submitted to the Bursar’s Office.

An Out-of-town Travel and Expense Statement (available in Student Activities Office) and the Travel Narrative (Attachment #15) must be submitted with documentation.