Phoenix College Faculty Travel Committee Home Page
Application Process - Expense Claim Forms
Where do I get an Expense Claim Form?
After you return from your trip, complete Expense Claim Form(s) A and/or B. The forms are available at the Fiscal Office (AR building).
What is the difference between Expense Claim Form A and B?
Expense Claim Form A is used for all travel expenses and registration fees.
Expense Claim Form B is used if you take your own vehicle** and want mileage reimbursement. The total amount from Claim Form B is transferred to Claim Form A.
** if you choose to use your own vehicle, you will be reimbursed at the lesser of two costs - airfare (had you flown) or mileage costs. For example, if your aifare would have been $100 round-trip and your mileage costs were $110, you would be reimbursed $100 (the lesser of the two costs).
When do I submit the expense claim forms?
After you return from the professional growth activity, within 30 days, or for those traveling in June...by June 28th of the current academic calendar.
Why do I need to submit my expense claim forms within 30 days?
The deadline is part of the administrative regulation on district travel (1.15 Travel).
What if my travel is for a summer activity starting after June 30, can I submit during the spring semester?
Yes you can, but your application would not be acted upon until fall when budget allocations are made. In this case your application will be filed as approved, pending approval of the travel funds. Once the travel funds are allocated, your application would be processed.
What if I sent my forms with receipts after June 30, can I still be reimbursed?
No. The fiscal year closes on June 30, and all travel funds rolled back into the general FPG budget. The deadline to submit an expense claim form is 30 days from the completion of your business travel, or June 28th, whichever comes first.
What itemized receipts should I keep?
You need to keep ORIGINAL receipts for lodging, transportation (rental, air fare, shuttle, taxi, parking fees), and registration if you want registration fees reimbursed. These itemized receipts will be attached to your Expense Claim Form A.
IF YOU WANT TO BE REIMBURSED FOR YOUR TRAVEL EXPENSES, YOU MUST SUBMIT A TRAVEL EXPENSE CLAIM FORM with ORIGINAL RECEIPTS WITHIN 30 DAYS FROM THE COMPLETION OF YOUR TRAVEL OR JUNE 28TH, WHICHEVER COMES FIRST.
ALL RECEIPTS MUST BE IN THE EMPLOYEE'S NAME IN ORDER TO BE REIMBURSED.
Who can I call regarding reimbursement problems or questions?
You may call the Phoenix College Fiscal Office at 57516.
