Tomorrow River School District Administrative Procedure

Transcription

1 Tomorrow River School District Administrative Procedure Travel Authorization and Expense Reimbursement 1. Travel Request Procedures 1.) Student Travel requests for representatives and/or students must be approved by the Building Principal or Program Supervisor, and District Administrator in advance of the travel and allow sufficient time for School Board approval prior to the trip. (Board meetings held generally twice per month) 2.) Staff Travel Expense Request forms must be submitted and be approved by their immediate supervisor prior to submission to the District Administrator. 3.) Travel requests should include reason for request, anticipated benefit to the district, the length of time involved, and the estimated cost to the district. 4.) In extenuating circumstances, the District Administrator may approve travel and then inform the School Board at the next Board Meeting. Please note: If you choose to transport yourself when alternate transportation is provided, you will not be reimbursed mileage. Carpooling is strongly encouraged. 2. Reimbursement Reimbursement for all travel, except that funded by Club or Organizational funds, shall be made pursuant to the submission of a Staff Travel Expense Request form. The basis for reimbursement will be reasonable actual costs associated with the travel, except where attendance is requested by supervisor. Meals will be on a set per diem entitlement. There will be no reimbursement for entertainment or extraneous travel not directly associated with the conference or event. An individual is eligible for meal per diem and lodging reimbursement only if they are in travel status, outside of the Tomorrow River School District boundaries. Meals will be reimbursed for overnight travel only. All expenses, except meals, must be listed in complete detail, and where required, have receipts attached. Only those expenses incurred by the person submitting the request may be reimbursed. Meal reimbursements may be received in advance of travel with a minimum of 48 hour notice. Otherwise, all other reimbursements will be paid on the regular A/P cycle. Board Approved: February 9, 2009 Revised: November 23, 2009

2 A. Reimbursable Expenses: 1.) Lodging: Travel destinations located within a 50-mile radius of the Tomorrow River School District Office are not eligible for lodging reimbursement. If the travel destination is farther than 50 miles, actual reasonable expense per day will be paid. Itemized receipts are required. Lodging will reimbursed for District personnel only. If traveling with a spouse, the single room rate must be provided. 2.) Meals: An individual must be in travel status overnight to qualify for any meal per diem. In addition, the individual must be in travel status by 6:30 A.M. to qualify for breakfast per diem and in a travel status at 6:30 P.M. to qualify for dinner per diem. Lunch per diem will be allowed if the individual is in travel status over the normal lunch period. Reimbursement for meal expenses is not to be authorized when an employee does not incur expenses for meals because they are furnished, either by the host facility or as a part of the registration fee. Receipts are not required for meal per diem. 3.) Meal per diem rates are as follows: Meal Base Rate Metropolitan Areas Breakfast Lunch Dinner Any costs in excess of these amounts are at the personal expense of the individual. 4.) Airline, Train, Bus Fare: Coach rate-cancelled ticket serves as receipt. 5.) Taxi to or from Airport: Actual reasonable expenses per day-receipts are recommended. 6.) Parking: Actual reasonable expense-receipts are recommended. 7.) Ferry or Toll: Actual reasonable expense-receipts are required. 8.) Telephone Calls: District business-related calls only-documentation Required. 9.) Mileage-Personal vehicle: Use of a personal vehicle on school related functions will be paid at the IRS rate per mile. All mileage is subject to prior approval of District Administrator. B. Non-Reimbursable Expenses: 1.) Alcoholic beverages and meals or snacks other than regular meals. 2.) Personal phone calls and postage. 3.) Mileage to and from home. 4.) Mileage for school levy promotions and other non-official school functions. 5.) Entertainment 6.) Lodging within the 50-mile radius of the Tomorrow River School District Office. 7.) Tips and taxes (a tax-exemption form should be presented in advance)

3 Tomorrow River School District Administrative Procedure Staff Travel Expense Request Staff Participants Date(s) of Trip Destination Activity or Conference How will trip benefit you, students and/or district? How will you share this information with others? Expense Requested: A. Meals: Estimate of Meal Allowance (attach agenda or schedule) An individual must be in travel status overnight to qualify for any meal per diem. In addition, the individual must be in travel status by 6:30 A.M. to qualify for breakfast per diem and in a travel status at 6:30 P.M. to qualify for dinner per diem. Lunch per diem will be allowed if the individual is in travel status over the normal lunch period. Reimbursement for meal expenses is not to be authorized when an employee does not incur expenses for meals because they are furnished, either by the host facility or as a part of the registration fee. Receipts are not required for meal per diem. Quantity Meal Base/Diem Metro/Diem Total Breakfast Lunch Dinner B. Lodging: Estimate of Actual Lodging Costs If traveling with a spouse, the single room rate must be provided. Number of Rooms Price per night Number of nights Total C. Transportation: Estimate of actual costs including mileage, taxi, train, parking and airfare All mileage reimbursement is subject to approval of District Administrator Mileage: Estimate mileage x.545 per mile (or current IRS Rate)

4 D. Registration Fees: E. Substitute Pay: Substitute Teacher: days x 110 per day Non-Teaching Staff total hours x per hour F. Miscellaneous Fees: Total Budget Cost: This form must be submitted to the building principal at least two (2) weeks prior to the desired travel date. This form does not generate payment. A purchase order is required for each vendor. To receive meal reimbursements in advance, you must submit purchase order and a copy of this form no less than 48 hours in advance of travel. All other reimbursements will be paid on the regular A/P cycle. Principal Signature Approved Not Approved Date Comments: District Administrator Signature Approved Not Approved Date Comments:

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