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Professional Leave Travel Time Procedures
The purpose of Professional Leave / Travel Leave is to allow employees the opportunity and time to travel to and from work-related meetings, conferences, etc. that are held at a location outside the employee’s usual work site.

Guidelines for Reporting Professional Leave - All Employees

  • All employees with work-related travel that involves an overnight stay and/or long distance travel as part of Professional Development Leave must complete the Professional Leave Summary form.
       
  • Professional Leave Travel Summary form (Concur)
      
  • Also see the Business Office Travel page via the Collin College Intranet (CougarWeb): My Workplace => Intranet Links => Business Office => Travel
       
  • Travel reimbursement requests should be made on a Professional Leave and Travel Request Form, available from the department/division administrative assistant or via the Business Office home page via the Collin College Intranet (CougarWeb): My Workplace => Intranet Links => Business Office => Travel
       
  • Local Travel, such as work-related campus-to-campus travel and other work-related travel within the metroplex, i.e., Collin, Dallas, Tarrant, and Denton counties, is recorded on the Local Travel form

International Travel

  • International Travel Form - Use this form to submit all international travel proposals for approval. Reference Collin College's local Board Policy DEE-Compensation and Benefits Expense Reimbursement for more information.
       
  • Also see the Business Office home page via the Collin College Intranet (CougarWeb): My Workplace => Intranet Links => Business Office => Travel, where the Local Travel form is linked.
       
  • Non-exempt employees must record work/compensable hours on time sheets.  The following guidelines are for non-exempt employees.


Guidelines for Reporting Travel Time for Non-Exempt Employees

Whether travel time is considered work time and recorded on a time sheet as compensable time depends upon the type of travel involved.

Home-to-Work Travel and Travel during the Day

  • Travel from home to work is not compensable.  Work time begins when the employee reaches the first work site. 
       
  • Attendance at local meetings would be recorded on the time sheet from the time the employee arrived at the meeting not when they left their home to travel to the meeting.  However, if they first went to their office to work and then left for the meeting, the travel time from the office to the meeting would be work time and should be recorded on the time sheet. 
       
  • Travel from one campus to the other as part of the employee’s full-time position would also be work time, as it would be travel from one work site to another.

Out-of-Town Travel

  • A non-exempt employee who goes out of town for one day should not record the time spent traveling from home to airport. 
      
  • All other travel time, during normal work hours, except time spent eating, would be compensable. 
       
  • When employees travel overnight for business (i.e. more than one day), they should record and be paid for time spent in traveling (except meal periods) during their normal business hours when done on their non-working days, such as Saturday, Sunday, and holidays, as well as on their regular work days (Monday - Friday). 
      
  • Travel time as a passenger outside regular work hours is not considered work time (evening travel may be advantageous in minimizing overtime).
       
  • Any actual work done while traveling should be recorded as compensable work time. 
      
  • If an employee drives a car without being offered public conveyance, the driving time would also be considered work time.  Employees who are required to drive overnight are considered working all the time they are driving. 

Payroll Time Sheet Cut-off and Pay Dates

See the Business Office home page via the Collin College Intranet (CougarWeb): My Workplace => Intranet Links => Business Office => Payroll.

For questions about travel reimbursement, contact the Business Office.

If you need more information or have questions, contact Collin College HR at the Collin Higher Education Center (CHEC): Sherie Eadie at (972) 599-3158 or Mae Francis at (972) 548-6659.

  

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