Travel Policy and Guidelines

Hartnell Mascott For Travel Assistance Please Contact:

Julia Silveira Lucy Trafton Administrative Assistant Accounting Assistant
831-755-6800 831-755-6737 Travel Authorization Travel Reimbursement

*IMPORTANT*

A TRAVEL AUTHORIZATION FORM MUST BE COMPLETED 30-45 DAYS PRIOR TO THE FIRST DATE OF TRAVEL AND IS REQUIRED FOR ALL TRAVEL, INCLUDING TRAVEL THAT IS AT NO EXPENSE TO HARTNELL.
HARTNELL EMPLOYEES MAY NOT BOOK THEIR OWN TRAVEL. ONCE A TRAVEL AUTHORIZATION HAS BEEN RECEIVED AND PROCESSED BY BUSINESS SERVICES, THE TRAVELER'S SUPPORT STAFF WILL RECEIVE:
- AUTHORIZATION TO BOOK TRAVEL, AND
- THE TRAVEL REIMBURSEMENT CLAIM FORM FOR ALL ALLOWABLE OUT OF POCKET EXPENSES INCURRED.

EMPLOYEES PLANNING TO TRAVEL OUT OF STATE:

REQUIRES THE APPROVAL OF YOURAPPROVAL FROM YOUR ENTIRE CHAIN OF COMMAND INCLUDING BOTH THE VICE PRESIDENT AND THE SUPERINTENDENT/PRESIDENT PRIOR TO MAKING ANY TRAVEL ARANGEMENTS.
REQUIRES A VALID CALIFORNIA DRIVER'S LICENSE OR A VALID U.S. PASSPORT.

EMPLOYEES PLANNING TO TRAVEL INTERNATIONALLY:

REQUIRES BOTH THE APPROVAL OF YOUR ENTIRE CHAIN OF COMMAND AND THE ADDITIONAL APPROVAL OF THE BOARD.
REQUIRES A VALID U.S. PASSPORT.

PRIOR TO SEEKING AUTHORIZATION TO TRAVEL PLEASE PROVIDE BOTH:

VALID CALIFORNIA DRIVERS LICENSE (COLOR COPY).
PROOF OF CURRENT LIABILITY INSURANCE INDICATING COVERAGE IS CURRENT AND MEETS CALIFORNIA VEHICLE CODE (CVC 16056) LIABILITY REQUIREMENTS.

RECEIVING A TRAVEL EXPENSE REIMBURSEMENT FORM FOR ALLOWABLE OUT OF POCKET EXPENSES WILL :

2023 TRAVEL AUTHORIZATION FORM CONFIRM YOU ARE USING CURRENT YEAR'S FORM
2023 MILEAGE REIMBURSEMENT FORM CONFIRM YOU ARE USING CURRENT YEAR'S FORM
CHECK REQUEST FORM
CREDIT CARD REQUEST FORM
CALCULATING PER DIEM MEAL ALLOWANCE
CONCUR PROFILE DATA FORM MUST SUBMIT WITH A COLOR COPY OF VALID CA DRIVERS LICENSE