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 and parking. This should be used for non-conference, business-related travel between LPC, Chabot, the District Office, and necessary locations in Livermore and Pleasanton that are 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* (use the one-page version that shows multiple routes. Do not select a route when you print the page to PDF).
*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. Before this form is submitted, you must first submit a Conference Leave Request Form and obtain approval from your Dean, VP, and the College President via InformedK12.
Form to Use: Conference Leave Request (prior to travel), Conference Expense Claim (post-travel)
Required Backup: Copy of fully approved Conference Leave Request Form, schedule/agenda, and all receipts, whether paid by you, on a college p-card, or direct-paid.
| 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 |