Travel & Expense Reports
Please refer to the Travel and Entertainment Policy for all rules and guidelines.
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.
Advances
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).
Mileage
The current mileage reimbursement rate is posted on the Business Services Campus page. This rate is based on IRS publications and may 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.
Submitting a Form via Softdocs
- Complete the Travel & Expense (T&E) Reimbursement Form. If you are filling out the form on behalf of a student or an employee, please select the “This form is being filled out on behalf of someone else”.
- 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.
The Business Office uses Softdocs for all internal and external forms.
Once signed in, you will be taken to your Central Dashboard, which includes tabs for Submissions, Forms, and various Documents.
Click on Forms and use the arrows to navigate through the forms available within the Business Services Department.
Questions?
Any questions regarding travel and expense forms or checks that have been written should be directed to Accounts Payable at 313-664-7436 or email at acctspayable@ccsdetroit.edu.