Procedure: 5341P

Section: 5000 - Personnel

Title: Reimbursement for Travel Expenses

Status: Active

Adopted: January 02, 1985

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Procedure - Reimbursement for Travel Expenses

A. Travel Request Procedure

1. Travel requests must be approved by the staff member's immediate supervisor prior to submission to the executive director for business and support services. In some instances, a task leader for a district-wide project may be responsible for a special travel budget for the task group. The superintendent will notify the executive director for business and support services in this event.
2. Substitutes for staff who are traveling will be charged to the building/program budget unless signed authorization for district coverage is obtained in advance.
3. Travel costs for building administrators are generally not charged to the individual building budget. Such requests are to be submitted to the superintendent and, upon approval, charged to a district-wide account. Written permission is needed from the superintendent if administrative travel is charged to the building budget, excepting secondary administrative travel that is related and charged to the Associated Student Body (ASB) activities.
4. The travel request must include reason for the request, anticipated meals, lodging, transportation, registration costs, any other estimated expenses for which reimbursement will be requested and the budget category to which reimbursement is to be charged.
5. The travel request shall be coded such that at year-end, travel costs can be summarized by program, by activity, and location. The executive director for business and support services shall design appropriate account codes and disseminate same to all program administrators/directors.
6. Out-of-state travel must be preapproved by the board of directors. Requests with appropriate supportive documentation must be submitted to the superintendent at least forty (40) days prior to departure.

B. Air Travel

1. Air travel for all staff must be arranged by the secretary to the superintendent. Principals will work directly with the superintendent's office in behalf of any staff member seeking air travel.
2. Advance notice of at least 40 days must be given the secretary to the superintendent so that the lowest rates may be obtained on behalf of the district. Any exceptions are to be cleared with the superintendent.

C. Reimbursable Expenses

1. Lodging Actual reasonable expense per day. Itemized receipt required.
2. Meals
3. Up to $8.00 for breakfast, up to $9.00 for lunch, and up to $14.00 for dinner (excluding gratuity). Meals will not be reimbursed when travel does not require an overnight stay unless pre-approved by the executive director of business and support services. Any costs in excess of these amounts are the personal expense of the individual unless the executive director for business and support services or the superintendent approves a written request for an exception due to rare extenuating circumstances.
4. Meal allowances and reimbursements will be taxed in accordance with Internal Revenue Service (IRS) guidelines.
5. Airline, Train, Bus Fare Lowest possible rate. Canceled ticket serves as receipt.
6. Taxi or Limousine to or from Airport Actual reasonable expenses per day. Receipt required.
7. Parking Actual reasonable expense. Receipt required.
8. Ferry or Toll Actual reasonable expense. Receipt required.
9. Telephone Calls One telephone call per day to the employee's home when he/she is required to be away overnight. Business related calls while traveling on official business.
10. Gratuities Not to exceed fifteen (15) percent of the cost of meals as well as for reasonable amounts for such services as baggage handling when the costs are incurred while engaged in district business. Similarly, gratuities may be paid when the district is billed directly for such services.
11. District Vehicle Available

a. Staff members may use district vehicles for attendance at meetings, conferences, workshops, etc. when such vehicles are available and for whatever reason it is impractical to use their own personal vehicle.

b. Staff members attending the same activity will ride together. c. Mileage expenses will be charged to the budget that was supplied for the travel and charged to object 075.

      12. District Vehicle Not Available

a. If a district vehicle is not available, it is still expected that staff will carpool whenever feasible. When carpooling, the driver will be reimbursed at the allowable IRS rate.

b. If carpooling requires more than one vehicle (over four to six peopledepending on vehicle) each driver will be reimbursed at the allowable IRS rate.

c. If circumstances are such that carpooling is not feasible, as determined and given prior approval by the executive director of business and support services, each driver will be reimbursed at the allowable IRS rate.

d. Mileage expenses will be charged to the budget that is supplied for the travel.

      13. Mileage - Personal Car

a. Inside the District Reimbursement allowed only when approved in advance by the staff member's supervisor. When travel is a necessary part of performing one's work, the staff member may receive blanket approval for one year. Charge to object 802 of the appropriate program.

b. Outside the District Reimbursement will be allowed only in connection with an approved travel request. When official travel by personally owned vehicle has been authorized, mileage payment shall be made as outlined in administrative regulations, and compensated at the allowable Internal Revenue Service (IRS) rate. Charge to object 804 of the appropriate program. It is recognized there may be extenuating circumstances wherein an individual may need to use his/her own vehicle. In such cases, prior approval of the executive director of business and support services is required.

D. Reimbursement of Claims

1. The district accounts payable schedule requires that certified claims be submitted to the district business office at least two weeks prior to the regular board meeting at which it will be approved.
2. A mileage report is to be submitted each month for reimbursement of mileage in a personal vehicle inside the district. The report must show each point of departure and destination. The report must be signed by the staff member and the staff member's immediate supervisor.
3. A statement of expenses is to be submitted for each trip for which reimbursement is being requested. Claims shall be made by the employee who incurred them.

E. Non-Reimbursable Expenses

1. Alcoholic beverages, meals, or snacks other than regular meals.
2. Personal phone calls, postage, and memberships.
3. Mileage to and from home.
4. Mileage for school levy promotions and other non-official school functions.
5. Entertainment.

F. Travel Advances

1. A written request for travel advance must be submitted to the executive director for business and support services. Staff are to pay for lodging and registration by purchase order whenever possible.
2. Travel advances are paid in the form of a check payable to the staff member.
3. Fifty dollars ($50) is the minimum amount that may be requested.
4. A statement of expense must be submitted to the business office within fifteen days following completion of the travel. If the actual expenses are less than travel advance, the staff member shall reimburse the district for the difference at the time the statement of expense is submitted to the executive director for business and support services.

Adopted: 01.02.1985

Revised: 04.25.1985; 04.21.1988; 07.27.1989; 02.28.1991; 09.16.1992; 03.17.1997; 01.27.2000; 02.28.2003; 06.08.2004; 11.23.2005; 10.03.2008; 03.22.2010