Payment Requisition
Whenever an invoice is received or a check needs to be issued, complete a Payment Requisition Form via Softdocs. Do not use this form if a purchase order (PO) has already been completed.
- Complete the Payment Requisition Form. Include the vendor name and address, invoice date and number, description of goods or services, and any special instructions. If paying an individual, include their legal name.
- Attach any required backup documentation (invoices) to the form in Softdocs.
- The form will route through the approval workflow and ultimately reach Accounts Payable for processing in the next scheduled check run.
Travel & Expense Form
Please refer to the Travel and Entertainment Policy for all rules and guidelines. CCS recognizes that the effective conduct of the College’s activities will require employees to travel from time to time on behalf of CCS. It is therefore the policy of the College to reimburse employees for all expenses that are necessary, and incurred, when traveling on authorized College business.
For reimbursements under $60, petty cash may be provided at the Cashier’s Window.
If you are an Authorized Signer for your department, you may not approve your own travel & expense report.
For meal reimbursements, an itemized receipt is required. If an itemized receipt is not submitted, the meal will not be reimbursed. Credit card authorization slips are not acceptable as documentation for meals.
Mileage Reimbursement
The current mileage reimbursement rate is posted on the Business Services Campus page. This rate is based on IRS publications and will change each January. CCS reimburses based on mileage, not on gas receipts. For reimbursements under $60, petty cash may be provided at the Cashier’s Window. Mileage will not be reimbursed for trips where the College shuttle is available.
To request reimbursement, complete a Mileage Reimbursement Form via Softdocs. CCS reimburses employees only for mileage that exceeds their normal commute. The reimbursable distance is calculated by taking the total miles driven and subtracting the miles to the employee’s usual work destination (e.g., Home, Taubman Center, Ford Campus). The Softdocs form guides employees through this calculation for each trip.
Travel Advance
Employees may request a travel advance for business-related trips by completing an Advance Request Form approximately two weeks prior to the planned travel. Advances may cover the cost of meals, lodging, transportation, mileage, tips, parking, conference fees, and other related expenses. Faculty professional development funds must be requested in advance and approved by the Academic Affairs Office.
Upon returning to campus, a Travel & Expense (T&E) Reimbursement Form must be submitted via Softdocs within 10 business days, detailing how the advance was spent. The form will be reviewed and approved by the employee’s supervisor. Any unspent advance must be returned immediately to the Cashier’s Office upon completion of the Travel & Expense form. If additional funds are due to the employee, a check will be processed through Accounts Payable.
All receipts for petty cash purchases must be returned to the Coordinator, and receipts for check-issued travel advances must be submitted to Accounts Payable. Returned funds may be paid by cash, check, or credit card (note: a fee applies if using a credit card).
Accounts Payable Forms