Travel Authorization

Before traveling at District expense, the employee must have:

• An approved Helios travel form; and
• An approved purchase order for all applicable travel expenses.

These requirements apply to every trip, regardless of whether local, state, or federal funds are used. Covered expenses include registration, lodging, meals, mileage, airfare, and District vehicle requests.

Travel purchase orders will not be processed for payment unless the approved Helios travel form is on file for the trip. After-the-fact submissions may result in audit exceptions and delayed vendor payments. If an employee travels before both documents are approved, the payment request will be returned to the approving administrator for review before payment is released.

Principals, directors, and campus secretaries are responsible for confirming that the purchase order and Helios travel form are fully approved before the traveler departs. Staff should review all scheduled trips and promptly complete any missing forms in Helios.

Travelers—or their designated campus or department representatives—are responsible for making travel arrangements. These arrangements may include conference, workshop, or event registration; hotel and airfare reservations; and District vehicle reservations.

Privately Owned Vehicle Mileage Reimbursement

Effective July 1, 2026, the reimbursement rate for using a privately owned vehicle while conducting official District business is $0.76 per mile.

To calculate reimbursable mileage:

1. Open Google Maps.
2. Enter your campus or department address as the starting location.
3. Enter your destination as the ending location. For overnight travel, this is typically the hotel.
4. Add the return trip to your campus or department to calculate the total round-trip mileage.
5. Print or save the directions showing the mileage calculation.
6. Submit the documentation to your campus or department designee.

IMPAC/Mansfield Oil Fuel Card

District fuel cards may be used only at approved merchants. Please review the current list before purchasing fuel.

Please note: Buc-ee’s and HEB are not an approved fuel-card merchants.

Hotel Information

COCISD will pay reasonable lodging costs for approved overnight travel. Employees should stay at the designated host hotel when a conference, seminar, workshop, or other event is held at or associated with that hotel. An alternate hotel may be used when necessary.

Rooms must be reserved at the most economical available rate and without optional amenities or upgrades. Lodging costs may not exceed the applicable federal lodging rate established by the U.S. General Services Administration (GSA). Current rates are available on the GSA Travel website.

Reservations must be made directly with the host hotel or an alternate hotel recommended by the conference or event organizer. COCISD does not permit reservations through third-party travel websites such as Expedia, Priceline, or Travelocity.

If a spouse or other guest accompanies an employee, the employee is responsible for any additional lodging costs. Personal expenses—including movies, laundry, tips, room upgrades, and other optional charges—will not be reimbursed.

Valet parking may be reimbursed only when required by the hotel and no self-parking option is available.