As of July 1, 2025, the District will be processing all employee travel through Emburse Enterprise. 

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Before traveling on behalf of the District, please read LBCCD’s Administrative Procedure 7400 on Travel and Professional Conference Attendance. 

There are two parts to travel:

1. Pre-Approval Report: Submit a request through the Emburse Enterprise App at least 2 week prior to your travel dates. You are not authorized to travel until your Pre-Approval Report has been fully-approved.
2. Expense Report: Must be submitted within 5 business days after returning from your trip. No exceptions.

Note: Attending an online conference/webinar is not considered travel. No pre-approval is needed. Use the Online Conferences/Webinars/Courses Request for Payment Form or request reimbursement via the Revolving Cash Form.

 

Travel Pre-Approval Process

Step 1 - Collect supporting documentation/information and the account string(s) that will be funding the travel.
Step 2 – Using the Emburse Enterprises system, enter Pre-Approval Report for the estimated cost of each expense to be incurred during the travel and attach all required supporting documents.
Examples: 

• Detailed conference agenda
• Meeting communication (dates, location, costs, meal provisions)
• Estimated travel arrangements (airfare, hotel, car rental)
• Estimated reimbursable expenses (mileage, parking, shuttle, per diem)
• Funding account number

Step 3 – Submit the report for approval, and track its progress to ensure that it is fully approved in time for your travel. Fiscal Services  is the final approver. You will receive an email once the report approval is completed.

Once your travel has been approved:

• If you selected“Reimburse me later”: Email approval authorizes you to book your travel.
• If you selected “Emburse card”: You will receive a virtual credit card with a set dollar amount for approved expenses.

There are two options for travel arrangements

Option 1: Self-Pay

• Submit a Pre-Approval Report with the “Reimburse Me Later” option selected.
• One approved, make your own travel arrangements and pay upfront.
• Submit an Expense Report within 5 business days of returning from your trip.

Option 2 – District Pre-Payment (Emburse Card) 

• Submit a Pre-Approval Report with the “Emburse Card” option selected.
• One approved, make your own travel arrangements and pay upfront.
• Submit an Expense Report within 5 business days of returning from your trip.

Expenses that can be pre-paid by the District

1. Registration

• You must register yourself for the event.
• If the vendor does not accept credit cards, request a check by emailing fiscaltravel@lbcc.edu after your travel has been approved in Emburse.
• Required documents:
  • Registration confirmation
  • Conference agenda
  • Vendor name and mailing address

2. Airfare

• Must be tourist class, also called economy class.
• The District will not pay for:
  • Upgrades
  • Early boarding
  • Insurance
  • Business class
  • Preferred seating
• Use your legal name as shown on your California Driver’s License when booking.

3. Car Rental

• Use economy class
• Specify pickup location, pickup and return dates, and times

4. Lodging

• When booked using the Emburse card, request a Credit Card Authorization Form from the hotel
• Only authorized charges: room, taxes, and resort fees
• Ask the hotel to charge the card immediately to avoid issues at check-in

Note: A credit card authorization form allows a business to charge a customer’s card for goods and services when the physical card is not available or for a third party. The form can be an email link or a physical document. If you do not have access to a fax, you can use FaxZero.com.

Expense Report Instructions

Submit your Expense Report in Emburse within 5 business days of returning.

Include:

• Receipts for each expense:
  • Registration
  • Flight
  • Car rental
  • Hotel folio
• Attach:
  • Registration confirmation
  • Flight and rental receipts
  • Hotel folio

The Travel Accountant is the final approver. Allow up to 2 weeks for reimbursement processing after submission and approval.