Travel vs. Conferences

Board Policy 7400 | Administrative Procedure 7400

Travel Expense Claim Process

The Travel Expense Claim form is used for in-district travel with a personal vehicle to record mileage, parking, and tolls. This should be used for non-conference, business-related travel between LPC, Chabot, the District Office, and necessary locations in Livermore and Pleasanton that is pre-approved by your supervisor. This form may not be used for conference-related travel and expenses. Travel Expense Claims must be for a full, single month, and must be received by the Administrative Services Office before the end of the following month the travel occurred.

The college reimburses at the IRS mileage reimbursement rate found here. You may only claim mileage for the shortest distance between your starting point and your destination. For example, if one route is 9 miles and takes 5 minutes, but another route is 7 miles and takes 8 minutes, you may only claim the 7 miles, even if you took the faster, longer route.

Click here for more information on travel reimbursements.

Form to Use: Travel Expense Claim form

Required Backup: Google Maps printout from LPC to Destination*

*Travel between LPC, District, and Chabot uses a standardized distance table and does not require a map.

Conference Request Process

The Conference Expense Claim form is used for all conference-related travel as well as any business-related travel that is either out-of-District (non-local) and/or includes additional expenses not claimable on a Travel Expense Claim form (i.e. registration, hotel, meals, etc.). Click here for more information on the Conference Leave Request process.

Form to Use: Conference Leave Request (prior to travel), Conference Expense Claim (post-travel)

Required Backup: Agenda (for Conference Leave Request), receipts (for Expense Claim)

Examples of Travel Expense vs. Conference Expense

Travel Expense Claim	Conference Expense Claim
Travel to Chabot for a meeting	All online & in-person conferences
Travel to District for a training	Out-of-District travel to Ohlone College for a workshop
Travel to Livermore High for outreach	Travel to Sacramento for a state meeting