The Charles County Board of Education Conference and T ravel Pr ocedures

Transcription

1 Type text] The Charles County Board of Education Conference and T ravel Pr ocedures Office of Fi scal Services Revised 1/ 01 / 2019

2 The Charles County Public Schools (CCPS) travel guidelines should facilitate travel arrangements; provide full reimbursement for all necessary expenses; and protect employees against the risk of loss, while simultaneously maintaining the necessary controls for accountability. 1. CONFERENCE/WORKSHOP REQUEST Obtain pre-approval of all conference expenses by the immediate supervisor and assistant superintendent. Complete the Conference/Workshop Request Form with the details of the conference and expenses that will be incurred. If the conference is conducted outside the Washington, D.C. Metropolitan Area or Maryland (in state travel), the superintendent also needs to sign the request. For the purpose of this document, the D.C. Metropolitan Area will be D.C., Alexandria, Arlington and Fairfax County. (See map) 2. TRAVEL APPROVAL Document all CCPS travel. Pre-approval is required for out-of-state travel (with the exception of the D.C. metropolitan area). All recruiting travel must be pre-approved by the individual s immediate supervisor (i.e., principals to Office of the Deputy Superintendent, vice-principals or teachers to the school principal, central office staff to their immediate supervisor or appropriate assistant superintendent). Required approvals may vary according to the travel destination and sources of funds as determined by each department. Travel related to staff development may have additional requirements or restrictions. Submit business travel and mileage on the Conference Travel & Per Diem form and reconcile within 30 days of the event. 3. RECEIPTS CCPS will reimburse staff for travel expenses based on properly prepared Monthly Report of Regular Travel Expenses and/or Conference Travel & Per Diem forms. The employee and supervisor must sign the statement before submission to the Accounts Payable Department. Employees must obtain original receipts for expenses (i.e., actual itemized hotel and car rental invoices, taxi receipts, etc.). CCPS will reimburse for actual meal and hotel expenses. (See page 4 for table of approved expenses.) 4. RESERVATIONS AND TICKETING Employees and travel arrangers should ensure that all arrangements are reasonable and appropriate and be alert to possibilities to obtain air, hotel and rental car services at the discount rates available to the CCPS system or department. Make bookings for travel well in advance, using the least expensive logical fare via the most direct route (or other reasonable routing that results in a lower fare). Use the least expensive practical itinerary. Do not use first-class airfare. Avoid full coach fares by obtaining discount fares. Employees should consult department supervisors governing travel purchases in advance of committing personal funds, to determine if the travel purchases are reimbursable. In the event of changed plans due to an unexpected emergency or a change was made for the convenience of the department, the department can pay cancellation fees and other penalties, in accordance with 1 P a g e

3 department established policies or procedures. Be sure to consider and fully understand the applicable restrictions, changes and cancellation penalties before accepting the itinerary. 5. HOTEL, MEAL, AND OTHER EXPENSE REIMBURSEMENT On CCPS business, a maximum allowance of $60.00 per day for meals is allowed, if the event requires overnight travel or is over 200 miles round trip. Payment of reimbursements must be within 60 days of the expense. For certain high cost cities (see page 5 for listing of high cost cities) the maximum per diem is $71 and must be approved in advance by the Office of Fiscal Services. In addition, please note the following: If actual meal expenses exceed the per diem allowance, the employee must pick up that portion as a personal expense. If actual expenditures are less than the per diem allowance, the employee retains the difference. This does not apply to regular business related luncheons or other meals that are subject to approval by a supervisor. You should pro rate the meal per diem for partial days ($10 breakfast, $20 lunch and $30 dinner). CCPS will pay per diem for a reasonable travel time to and from the conference. For instance, if you arrive home at 4 p.m., you should exclude the dinner portion from your per diem. If a meal was part of the conference agenda and the employee received a per diem for that meal, the employee should reimburse CCPS for the meal. The employee is not required to eat all meals provided at a conference unless they are included as part of the conference agenda (e.g. presentations and speakers at the meal). Receipts are not required for the per diem allowance and there is no restriction on the use of the per diem. For trips under 200-mile round trip, the supervisor may pre-approve reimbursement for a meal(s) while on business. Meal reimbursements will be within per diem limits and original receipts are required for reimbursement. All expenses for food, travel, hotel, etc. must be made while on official school business. Any additional expenses related to extended stays (personal leave) are not reimbursable. In addition, personal expenditures (laundry, toiletries, entertainment, etc.) are not reimbursable. In general, document your travel with an agenda from the conference, registration or some other written communication that includes the dates and place of the trip. This documentation must be included with your request for reimbursement or advance. Department heads have the authority to determine if special circumstances may warrant the issuance of travel advances. If an advance is made, it is the department supervisor s responsibility to provide the Accounts Payable Department, a completed Conference Travel & Per Diem form and a reconciliation of cash advances along with original receipts. 2 P a g e

4 6. USE OF DEPARTMENT AND PERSONAL VEHICLES CCBOE vehicles may be driven only by CCPS personnel and only when acting within the scope of their public duties and approval from the transportation department. Any employee or authorized personnel driving CCPS owned vehicles must have a valid driver's license, good driving record and proof of car insurance. Drivers must comply with all traffic laws, and obtain approval as required by CCPS s vehicle use procedures. Only CCPS employees should be allowed as passengers in a CCPS vehicle, unless there is a legitimate business reason to the contrary. Properly insured personal vehicles may be used for business travel within reasonable limits and with prior approval by supervisor. Employees should always use the least expensive mode of transportation. If a personal vehicle is used, the mileage reimbursement rate will be the current Internal Revenue Service rate or the equivalent of the least expensive alternative when travel complies with department procedures. Where a car rental is necessary, choose a reasonably priced car that will accommodate the trip s requirements. 7. MILEAGE REIMBURSEMENT Submit reimbursable CCPS mileage on a monthly basis. The mileage reimbursement rate will be adjusted annually to reflect the allowable rate determined by the Internal Revenue Service. Mileage for commuting miles driven to and from work will not be reimbursed. Mileage reimbursed will be calculated from the mileage chart provided to employees or documented by other means (e.g. MapQuest or Google Maps) if mileage destination is not on mileage chart. Deduct commuting miles from the total miles driven for school business. See section 5 above for additional guidelines and Mileage Travel Guidelines. 8. TRAVEL WITH FAMILY OR COMPANIONS When family members travel with department employees, but are not themselves serving as agents of the department, employees should maintain a record of individual expenses. For documentation of the room expense, at the time of check out obtain the written hotel s statement of room charge. Submit this statement along with the completed Conference Travel & Per Diem form as documentation of the expense. The department will not reimburse any expenses incurred on behalf of the family member, or traveling companion unless the approving authority makes a specific determination, in advance, that the companion s travel is on official business necessitated by the nature of the event. Likewise, airfare or any other travel expense billed to the department should not include expenses for the family member or companion. Disclose and obtain advanced supervisor approval when traveling with family or companions. 9. AUTHORITY AND RESPONSIBILITY Division management should ensure compliance with CCPS travel procedures and appropriate expense reimbursement. Questions regarding allowable expenses, interpretation of the procedures and requests for exceptions contact the Assistant Superintendent of Fiscal Services for approval. 3 P a g e

5 EXPENSE ALLOW EXPLANATION Airport Parking/Airport Shuttles Car Rental, Fuel, Collision Damage, Use of a CCPS owned vehicle Yes Yes Prior approval, shared when possible, least expensive alternative Excess Baggage Yes For CCPS equipment and supplies Gratuities/Tips Yes Reasonable Laundry/Valet Yes If travel extends beyond one week Mileage Yes IRS rates, reasonable distances Parking Yes Reasonable Passport/Visa Yes When required for official travel. Registration Fees Yes Conference form or Agenda needed Meals, Including Room Service Yes Allowable according to per diem Taxi Yes Reasonable, shared when possible Toll Charges (Highway) Yes Receipts required Telephone Yes Business related. Limited personal. Airline Advanced Booking Airline Seat Selection Charges Airline In flight Charges Airline/Hotel cancellation fees Alcoholic Beverages Unless approved by supervisor or medical emergency. Flight Insurance (personal life) Trip insurance is allowed In Room Movie or Cable TV Fees Personal Accident Insurance (PAI) Personal Effects Insurance (PEI) Use personal homeowners policy Honorariums, gifts above $25, or other individual compensation. Unless made as donations to the school system. Prior approval. 4 P a g e

6 2019 High Cost Cities For the following high cost cities, the maximum per-diem is $71.00 ($12 breakfast, $22 lunch, and $37 dinner). All other cities are at $60.00 ($10 breakfast, $20 lunch, $30 dinner). State Arizona California Colorado Florida Illinois Massachusetts New York Oregon Pennsylvania South Carolina Utah Washington City Sedona Los Angeles, Napa, Oakland, San Diego, San Francisco, Santa Barbara, Santa Monica, Sunnyvale/Palo Alto/San Jose, San Mateo/Foster City/Belmont Aspen, Vail, Telluride and Denver/Aurora Key West Chicago Boston/Cambridge, New York City (Bronx, Manhattan, Brooklyn, Staten Island, and Queens) Portland Philadelphia Charleston Moab Seattle, Vancouver 5 P a g e