F.1 Board Members Compensation and Expenses

F.1.A Board Member Travel

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



Board Member Travel

Board members shall be permitted to travel at the expense of the College to those meetings, functions and activities that are for a public purpose and are necessary in the conduct of the College.

"Public purpose" is defined as an activity that adds value to or benefits the College as a whole by supporting the educational functions and mission of the College

F.1.B General Guidelines for Expense Reimbursements

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



General Guidelines for Expense Reimbursement

The following guidelines shall be applied to the reimbursement of travel expenses incurred by board members:

  1. Board members must obtain prior express Board approval for all travel payment and/or reimbursement in excess of the guidelines listed herein, and for all other travel payment and/or reimbursement for expenses related to activities not included on the approved list (Section D).
  2. Board members shall be reimbursed for reasonable expenses incurred in carrying out Board business at the Board’s request and for reasonable expenses incurred while attending meetings and conventions as official representatives of the Board or the College. All requested reimbursable expenses, including tips, bus, taxi, shuttle or other ground transportation, must be supported by receipts. Where receipts are not available, the Board member shall submit a notarized affidavit verifying expenses.
  3. Expenses of Board members only may be reimbursed. Travel expenses for spouses and/or other travel companions who accompany Board members to any such meetings and conventions are not subject to reimbursement by the College. Personal expenses and alcoholic beverages are not reimbursable.
  4. Air Travel - Air travel is to be based on economy fare with advanced booking. If travel is booked in a class more expensive than the economy fare, the difference in the fare booked and the economy fare is non-payable and/or non-reimbursable by the College. Air travel paid by a Board member cannot be reimbursed until after travel has been completed. Airline luggage fees are reimbursable based on actual cost for up to two pieces of checked luggage.
  5. Advances - Requests for advances for out-of-town travel will be based on an amount equal to 75% of the per diem allowance rates for meals and must be requested with a Travel Advance Form. The Board Chair, or in his or her absence, the Chancellor, must approve and execute the Travel Advance Form. The Board Services office shall not process a requisition for a requested travel advance that has not been approved and executed. Where a travel advance is obtained and the actual travel expense incurred is less than the amount advanced, the difference in the advanced amount and the actual expenses incurred must be paid to the College within 30 days of the date on which travel concludes. Board members are not eligible for additional advances or disbursements where money owed from a prior advance is outstanding or when the Expense Reimbursement Form is not executed within 30 days of the completion of travel.
  6. Meals – The meal per diem is $75 or the actual expense, whichever is less.
  7. Registration Fees – Registration fees for local and out-of-town conventions, conferences and workshops are reimbursable and/or payable by the College.
  8. Lodging – The maximum allowable rate for lodging payment and/or reimbursement is the single room occupancy (plus tax) cost or, if applicable, the published conference rate. Where available, "government rates" should be requested. Upgrades from single room occupancy are at the Trustee's expense, and therefore, are not reimbursable. The Board Services Office may authorize payment for hotel room charges for Trustees only. Other hotel charges for allowable expenses will be reimbursed separately. If a Trustee chooses to stay at a hotel other than the conference hotel and there is availability at the conference hotel, reimbursement will be paid at the single room occupancy rate for the conference hotel.
  9. Airport Parking – Payment and/or reimbursement for airport parking in the city of departure and/or destination city is based on actual cost.
  10. Ground Transportation in City of Departure – Taxicab, shuttle bus, toll road fares, etc. are payable and/or reimbursable based on actual cost.
  11. Ground Transportation in Destination City – Taxicab, car rental (subject to Item 12 below), shuttle bus, subway, toll road fares, etc. are payable and/or reimbursable based on actual cost. The least expensive of these modes of ground transportation should be used whenever possible.
  12. Car Rental – Payment and/or reimbursement for a full-size car rental is allowed based on actual cost.
  13. Mileage – Payment and/or reimbursement for mileage incurred as a result of use of a personal vehicle will be consistent with the IRS standard and paid at the IRS standard mileage reimbursement rate. See www.irs.gov.
  14. All receipts and requests for reimbursement shall be submitted to the manager of Board Services within 30 days of the completion of the travel. Receipts and requests for reimbursement submitted more than 30 days after the completion of the travel shall not be eligible for reimbursement.

F.1.C Method of Reimbursement

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



Method of Reimbursement

Reimbursement shall be made by one of the following methods, as determined by the Board:

  1. Reimbursement for use of personal car at the IRS standard mileage rate or the actual cost of commercial transportation, plus parking and taxi fares and expenses for lodging, meals, and other incidental expenses. Board members shall execute an Expense Reimbursement Form with the Office of Board Services and attach receipts documenting actual expenses for which reimbursement is requested.
  2. A set amount approved in advance for reasonable expenditures to be incurred on a particular trip, consistent with Section B.5 above. Board members shall file an Expense Reimbursement Form, with receipts, accounting for amounts actually expended. Any excess shall be refunded to the College, consistent with Section B.5 above within 30 days of completed travel.

F.1.D Approved Conventions, Conferences, Workshops

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



Approved Conventions, Conferences, Workshops

The Board has approved a list of activities that appear to meet the statutory requirement of being "necessary in the conduct of the College." This list includes conferences, seminars, retreats, workshops, and meetings of or sponsored by the following:

  1. American Association of Community Colleges
  2. Association of Community College Trustees
  3. Association of Governing Boards
  4. Board of Trustee Institute
  5. Community College Association of Texas Trustees
  6. National Association for Community College Entrepreneurship
  7. Texas Community College Trustees and Administrators
  8. Texas Higher Education Coordinating Board; and
  9. Texas Community College Trustee Association

Attendance by a Board member at any function other than those included on the approved list with the anticipation of reimbursement by the College must have prior Board approval at a regularly scheduled meeting.

Board members may receive reimbursement for the cost of travel and for the actual days of the conference plus travel time one day prior to the conference and one day following the conference. Additional travel days will be at the Trustee's expense and is not reimburseable.

Administrative and internal control procedures shall be developed by the Board Services Office for the implementation and monitoring of compliance with this policy. The Board shall have the final responsibility for determining compliance with this policy.

F.1.E In-District Travel

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



In-District Travel

Expenses for attendance at in-district functions which are of direct benefit to the College may be reimbursed. No lodging fees shall be paid or reimbursed to Board members for in-district travel; however actual parking fees and transportation costs may be reimbursed for attendance at functions in connection with College-related business.

F.1.F Reports on Board Travel

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



Reports on Board Travel

The Board Governance Committee will make a semi-annual report (based on the College's fiscal year) at the committee of the whole meeting indicating the amount, the event/travel and the requesting Trustee for each travel expenditure since the last report. A final report will be made at the end of each fiscal year.

F.1.G Emergency Situations

Responsible Department: Board Services

Date Approved/Amended: December 2, 2010



Emergency Situations

Emergency situations involving Trustees' travel will be handled on a case-by-case basis by the requesting Trustee contacting the Board Chair, the Chancellor or the Deputy Chancellor. Emergency travel expenditures will be ratified by the Board at the next regular board meeting.