Denver Public Schools Policy DK-R - A: Travel Expense Procedure

Transcription

1 Denver Public Schools Policy DK-R - A: Travel Expense Procedure The purpose of this document is to insure that there are consistent travel guidelines for District employees, Board members, or agents of the District that are in line with Policy DK and the strategic objectives of the Denver Public School District. The guidelines are to ensure that authorized expenditures are consistent for everyone by defining procedures for the approval through settlement of District business travel. Obtaining proper authorization prior to traveling away from home insures that the traveler is classified as in Duty Status while traveling. Mileage reimbursement for local or vicinity travel does not require pre-authorization and is processed differently than traveling away from home. This Procedural Statement sets forth District requirements for authorizing business travel, identifying travel related allowable charges, determining travel expenses eligible for reimbursement, and accomplishing the reimbursement process. The following rules and definitions apply to all travel paid with District funds and to all individuals engaged in such travel, whether employees, associates, affiliate fiscal staff, or other individuals (including students and immediate family members) traveling on official District business. Travel expenses paid by the District must be incurred for official District business. Unless approved by the Superintendent or his/her designee, and Director of Strategic Sourcing, there are no exceptions to this procedural statement. If more than one regulation, policy or guideline (i.e. Grants) applies to a particular transaction, the more restrictive one must be followed. Step by Step Actions for Travel away from Home: 1. Obtain a Travel Authorization Report from the DPS website. Report doc 2. Complete the Trip Request section of the Travel Authorization Report and obtain approval. 3. Insure your travel is approved prior to requesting any travel advance or encumbering funds. Request a travel advance, if desired, by completing the Per Diem Advance Request section of the Travel Authorization Report. See Advances for details. 4. Collect and retain original receipts for all expenses, excluding meals, while on travel status. 5. Complete the Trip Expense Reconciliation section of the Travel Authorization Report within 60 days of completing the trip. 6. Perform your recurring District Purchasing Card reconciliation and submit the completed Travel Authorization Report. 7. Approved reimbursable expenses will be refunded as part of your monthly payroll. 1

2 Travel Payment Methods: The District s preference is to charge Airfare, Lodging, Registration fees, Ground transportation and Vehicle Rental on the District s Purchasing Card. If this method is not chosen, the original receipts for these expenses will be forwarded, along with the other related reimbursable expenses, as part of the Trip Expense Reconciliation settlement process. Credit card statements cannot be substituted/used as original receipts. Reimbursement Claims: Claims for expenses incurred while on authorized travel must be submitted to Accounts Payable for payment within 60 days of the date of the return, complete with all required signatures and documentation attached. Failure to comply within the 60 day time period can result in disciplinary action and the District including this amount as taxable income in its reporting to the Internal Revenue Service in accordance with Publication 15 and 463. Reimbursement claim forms are found at the Denver Public School website: This website is regularly updated with the IRS established mileage rate, used by this District to reimburse employees. Procedural Statement: In addition to meeting all Tests of Propriety and other requirements of the District Propriety of Expenses procedure, travel expenses are reimbursable upon trip completion in accordance with the conditions described below and outlined in the following table. Furthermore, the District has the right to request additional documentation or approvals for an expenditure when, in the opinion of the District, a specific expenditure warrants additional support. Whenever procedures are created and implemented, instances will occur where benefits or savings would accrue to the District if one or more of the procedures were suspended for that occasion. If that situation occurs, the employee may be temporarily relieved from the restriction(s) by providing additional circumstantial information. The employee must request approval for the exception in an to the CFO, from their Department head or instructional supervisor, copying the COO or their cabinet-level Executive Director. The should include the specific circumstance, the benefit to accrue to the District, and the procedure that needs to be temporarily suspended. The approval will be included as supporting documentation to the expenditure. 2

3 Item Description 1. Accidents 2. Account - Object Class Conditions Contact the appropriate District Risk Management Office whether the accident occurs in a leased vehicle or private vehicle when an associate is on District business. Additionally, if the accident occurs in a rental vehicle charged on the District Purchasing Card, contact the vehicle rental agency as soon as reasonably possible to report the claim and request a claim form. If the claim form is not filed within the designated time period, the renter can be held personally responsible. See also Rental Vehicle Travel and Registration 9581 In State Travel 9582 Out of State Travel 9583 Mileage Reimbursement 3. Advances A request for an advance for per diem must be submitted on a Travel Authorization Report to Accounts Payable by the 5th of the month to be included on your end of month paycheck as a non-taxable reimbursement. This form must have the Trip Request and Per Diem Advance Request portions completely filled out including the approving signature, employee ID, and account number to be charged. 4. Air Travel a. Aircraft- Private, Charter, or Leased b. Airline Tickets Requires prior written approval from District Risk Management. All travel shall be completed using the most economical means available which will satisfactorily accomplish District business. Traveler should use the approved travel agency found at How To Travel VISA Procedures ( df) or go to the DPS website, choose Departments, then Accounts Payable to learn how to book tickets. Service fees are nonrefundable, even when the ticket is not used/credited to traveler. Value of cancelled ticket will generally be preserved as long as new ticket is booked (or, for some airlines, as long as new trip is completed) within one year of original ticket issue date. Cost of any upgrades (including extended leg-room upgrades) to Business Class, First Class or equivalent will be borne by the traveler. 3

4 If the Airline ticket is not purchased on the District Purchasing Card, the traveler can only request reimbursement for the most economical unenhanced means available. Supporting documentation would be a formal quote obtained at least 14 days prior to the first date of travel. Travelers who choose to purchase airline tickets on the internet must obtain a fully burdened internet fare quote (includes all additional taxes and fees, along with travel dates and times, flight numbers, and carrier), and a similar fully burdened fare from the District s approved travel agency. The traveler must submit both quotes, and the itemized receipt/proof of purchase with their Travel Authorization Report (TAR) when requesting reimbursement at trip completion. Only the lower cost means of travel will be reimbursed. 5. Alcoholic Beverages 6. Approved Travel Agency Not reimbursable. Traveler should use the approved travel agency found at How To Travel VISA Procedures f 7. Approving See Departmental Approver. Authority 8. ATM Fees When a personal credit/debit card is used for travel-related cash advances, the transaction charges paid by the traveler is a nonreimbursable expense. 9. Auto Usage vs. Traveler will be reimbursed for actual mileage (at the current IRS rate) Airfare District and other allowable travel expenses if vehicle travel is required due to Required nature of trip, items which must be transported during trip, or because multiple travelers make vehicle travel the lowest cost. If a rental vehicle is used in lieu of a personal vehicle, the cost of the rental vehicle will be 10. Auto Usage vs. Airfare Traveler s Option used (See Rental Vehicle). Traveler will be reimbursed for actual mileage up to actual total flight cost (transportation to/from DIA, airfare, and destination ground transportation). Calculation of airfare cost is based on lowest obtainable 14-day advance restricted fare. Traveler must declare annual leave for any additional days required as a result of alternative travel. 11. Baggage Fees Reimbursable if bags are required for official District business; valid business purpose must be noted on the Travel Authorization Report form. Itemized receipt and proof of payment required for these additional airline fees. Non-reimbursable expenses are fees and tips given to porters, baggage 4

5 carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries. These expenses are included in the travelers Per Diem. See GSA Per Diem allowances Changes and Cancellations 13. Conference or Event Registrations 14. Curbside Baggage Check-In 15. Currency Exchange fees 16. Departmental Approver 17. Gasoline-Rental Vehicles 18. GPS (Global Positioning System) Device Travelers incurring charges for changes and cancellations are only eligible for reimbursement if the nature of the cancellation is for the District s convenience and not the employee s. Any reimbursement for changes and cancellations must be pre-approved by a Department head. The preferred method of payment is the District Purchasing Card. Travelers who personally pay for a registration (in advance of the trip or while on-site at the event) use the Travel Authorization Report (TAR) to request reimbursement upon trip completion. (Attach registration form/proof of payment to the TAR.) If Dues or Membership fees are required as part of attending the Conference or Event, the preferred method of payment is the District Purchasing Card. Curb-side baggage check-in fees are non-reimbursable. These fees, and any tips on this service, are included in the Incidental Expense Per Diem amount and cannot be claimed separately. See also Baggage Fees. A fee charged in the process of converting U.S. dollars to a forge in currency (and back) is reimbursable and requires a receipt. Loss in purchasing power due to changes in exchange rates while traveling are not reimbursable. Approving Authority for the employee s travel should be a Principal or Department Head. Departmental Approver cannot be a subordinate of the traveler. Travelers cannot approve their own travel or travel reimbursements. Traveler should use the District Purchasing Card wherever accepted. Itemized receipts and proof of payment required regardless of dollar amount. (Gasoline is not reimbursable for personal vehicles.) Reimbursable rental if required due to complexity of official District business travel, e.g., driving to multiple sites in unfamiliar area. Business purpose need must clearly document such complexity on the Travel Authorization Report (TAR) form. 19. Group Travel Travel to the same location, for the same business purpose, by three or more employees or non-employees for official District business. For Group Travel protocols, See How To Travel VISA Procedures ( df). 20. Incidental Expense Incidental Expenses is a part of daily M&IE rate (Meals and Incidental Expenses) also known as Per Diem. See Per Diem. 5

6 21. Internet Charges Reimbursable during travel status if needed and used for official District business. 22. Intra-city Transportation costs (shuttles, buses, taxis, etc.) at traveler s destination, Transportation or between home/work location and airport, are reimbursable. Itemized 23. Laptops and PDAs receipt and proof of payment required. When traveling to or from another country with these items, keep in mind that they are subject to confiscation. These items are subject to export control and the law may require you have an export license to travel with these items, internationally. 24. Laundry Reimbursable if business trip lasts more than 5 days. (Receipts required.) 25. Lodging a. Business/ Commercial b. Staying with Friends 26. Meals and Meal Reimbursement 27. Mileage Reimbursement for Local (Vicinity) Travel Reimbursable to the extent of actual cost of reasonable accommodations. Single-room occupancy rate must be indicated on lodging receipt. Approving Authority shall determine reasonable costs of the lodging. The District Purchasing Card should be used to cover cost of lodging. Itemized receipts and proof of payment required. Travelers who arrange private lodging (staying with friends/family) do so at their own expense. Part of daily M&IE (Meals and Incidental Expenses) per diem. See Per Diem. Mileage reimbursement for the use of personal vehicles in order to conduct District business is allowed and is reimbursed at actual mileage at the current IRS rate. See Mileage Expense Reimbursement at the DPS website for complete instructions. Mileage reimbursement for local vicinity travel differs from Travel Away from Home in that the employee performs this mileage predominantly during normal work hours, so he/she does not need a separate authorization to be in Duty Status or require overnight lodging. Expenses related to driving a vehicle (i.e. parking) between duty locations are also reimbursable. Non-reimbursable expenses (i.e. parking tickets, fines, etc.) are similar to those addressed for regular travel and are listed throughout this procedure. Commuting expenses incurred while traveling between a Traveler s residence and regular work location are non-reimbursable. 6

7 27. Nested Tickets (Travel with Multiple Destinations) 28. Non-Employee Business Travel Two or more scheduled trips made without returning to traveler s home base. Reimbursable if total cost of nested tickets is less than total of individual round-trip tickets. Travel with multiple destinations must be purchased through the District s authorized travel agent. The approved travel agency found at How To Travel VISA Procedures ( df). Travel by District members, employees, students and other individuals is governed by these travel rules, except: Non-employees cannot receive advances. A sponsoring organizational unit is encouraged to take advantage of approved travel agencies; however, non-employees can make their own travel arrangements. Non-employees do not need quotes from approved travel agencies to purchase their own airline tickets. a. Immediate Family Members 29. Non-Exempt Employees Travel Time For this group of non-employees, the following additional conditions apply: Travel is only reimbursable for an immediate family member if the family member has been authorized to travel on official District business by the Superintendent or his/her designee. Immediate family member s reimbursable expenses should be included in the employee s Travel Authorization Report for reimbursement claims. Regularly-appointed (full-time) employees of the school district are classified either as exempt or nonexempt employees for purposes of overtime in keeping with federally-mandated laws and regulations. All nonexempt employees shall be paid at the appropriate overtime for all hours actually worked over 40 in one work week. For purposes of definition, each work week shall begin at 12:01 a.m. each Monday and end at midnight on Sunday. Overtime shall require previous authorization by the appropriate supervisory or administrative personnel and shall be paid only after the regular 40-hour work week has been completed. Calculating time worked for a non-exempt district employee while traveling (including examples) can be found in attachment Parking Reimbursable when it is a necessary part of the trip, e.g., parking at traveler s destination, parking at the airport. All parking, except for street metered parking, requires itemized receipt and proof of payment. When District employees park at airports such as Denver International, their reimbursement will be limited to the Economy rate. 31. Passport Costs Reimbursable if needed to enter a foreign country, with itemized receipt and proof of payment. 7

8 32. Per Diem The District will use the General Services Administration (GSA) rates by destination, see ( Also see Attachment 1 for details on calculating a traveler s total Per Diem reimbursement. Per Diem is made up of two parts; Meals and Incidental Expenses: 33. Personal Expenses Meals: Incorporates dollar limits for breakfast, lunch, and dinner, established by traveler s destination. The meal per diem represents the maximum reimbursement allowed for eligible meals the traveler needs to purchase during the course of a District business trip. Meal reimbursement is not allowed if adequate meals are included with lodging, as part of conference/registration fees, or otherwise provided to traveler at no cost. Amounts in excess of meal per diem are not reimbursable unless part of a required official function. (Tips on meals are included in these amounts and cannot be claimed separately.) No receipt required. Incidental Expenses: It is paid as part of each day s per diem for each day of travel up to the limits specific to the geographic location. No receipt is required. The Federal Travel Regulation ( Chapter 300, Part 300-3, under Per Diem Allowance, describes incidental expenses as: A. Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries. B. Transportation between places of lodging or business and places where meals are taken, if suitable meals cannot be obtained at the temporary duty site. Expenses incurred for traveler s personal benefit are not reimbursable. Examples include but are not limited to, alcoholic beverages, postage, memberships, mileage for school levy promotions, school district political process costs, nonofficial school function costs, fines for parking or traffic violations, trip life insurance, magazines, athletic club fees, movie rentals or other entertainment. Personal telephone calls are reimbursable up to $3.00 per day (no receipt required). 34. Personal Travel Personal travel is non-reimbursable for any traveler. 35. Personal Travel combined with Business Travel Combining personal travel with business travel is allowable, but should be avoided to reduce conflict with reimbursing only true business travel costs. Only business-related cost of travel will be reimbursed. 8

9 36. Registration When possible, use the District Purchasing Card. Travelers who personally pay for a registration (in advance of the trip or while on-site at the event) use the Travel Authorization Report (TAR) to request reimbursement upon trip completion. (Attach registration form/proof of payment to Travel Authorization Report.) 37. Rental Vehicle Use the District approved rental car agency for vehicle rental using the District Purchasing card for payment. This restriction is required due to the District insurance needs for Full Collision and Liability Coverage. Daily rates for all vehicles include unlimited mileage nationwide and insurance coverage. Please reserve your rental car in advance to ensure vehicle availability. To find the District s approved Rental Car Agency go to How To Travel VISA Procedures ( df) or go to the DPS website, choose Departments, then Accounts Payable. If a rental agency is used other than the District approved agency(s), the employee needs to purchase Full Collision and Liability Coverage. 38. Shared lodging among Employees 39.Supplies/Goods/ Services Each Travel Authorization Report (TAR) should be a record of one traveler s trip. If two employees in travel status share lodging, each should pay her or his own portion of lodging and submit separate reimbursement requests. If vendor cannot separate cost of shared lodging, one employee should pay total bill and request full reimbursement, indicating whose lodging is included on that bill. A traveler who is required to purchase supplies, goods, or services at the travel destination may request reimbursement on the Travel Authorization Report (TAR). The traveler should use the same judgment as depicted and explained in the DPS BoE Policy DK-R Propriety of Expenses. Reimbursable if for official District business. When using hotel services, these charges must be itemized. 40. Telephone/Fax Charges 41. Tips Travelers can be reimbursed for reasonable tips (up to a maximum of 20% of service charge) given to ground transportation (e.g., taxi, shuttle) personnel. Reasonable tips are allowed for courtesy ground transportation. Meal service tips are included in the Meal Per Diem amount and cannot be claimed separately. Maid, porter, and bellhop tips are included in the Incidental Expense Per Diem amount and cannot be claimed separately. 9

10 See Per Diem. 42. Toll Road Charges 43. Traffic Fines/Tickets 44. Travel Authorization Report 45. Travel Classifications Reimbursable (if not part of daily commute). Not reimbursable. The Travel Authorization Report (TAR) provides the forum for supervisor approval of the planned travel costs and reconciliation of expenses against that plan. It will need to be submitted with your District Purchasing Card reconciliation and any request for per diem. A copy of the TAR can be found at ( ort.pdf). a. In-State Travel Travel within State of Colorado and immediate area outside Colorado that is a necessary part of an otherwise in-state trip. Approval from Departmental Approver required. b. International Travel Travel to any destination not considered in-state or out-of-state. Approval from Departmental Approver required. c. Out-of-State Travel Travel other than in Colorado and that is within the 50 United States, including District of Columbia. Approval from Departmental Approver required. 46. Travel funded by an outside agency/entity Travel funded by an outside agency/entity must still be preapproved using District procedures to insure the traveler is categorized as in Duty Status. Occasionally, authorized travel is funded by an outside agency or entity. In these cases, the preferred method is to have the host directly fund the trip citing their own funds and agency procedures. District resources would be unaffected, and the traveler would file travel expenses using the host agency rules as provided. Regardless of the host s guidelines, the District traveler would use the same prudent judgment in spending the host funds as if they were district funds. The District Traveler cannot charge District funds or request reimbursement for expenses on the basis that the host s funds did not allow for that same expense. 47. Traveler s Checks Fees for traveler s checks are reimbursable. 48. Trip Insurance Not reimbursable. For rental car insurance, see Rental Vehicle. 10

11 49. Travel Visa Costs Reimbursable if needed to enter a foreign country, with itemized receipt and proof of payment. 50. Vaccinations Reimbursable if needed in order to enter a foreign country, with itemized receipt, proof of payment, and evidence of requirements for vaccine/medicine. Should be included as part of authorization process. Charge for doctor s office visit is not reimbursable. Many questions or clarifications may be answered by visiting the Frequently Asked Questions section at (website address being developed) within the DPS website. If the answer to your question is not specifically addressed in that section, you may your question to: financeprocedures@dpsk12.org Approved: June 20, 2013 Forms Travel Authorization Report ( Reimbursement Claim Form Additional References 1. How To Travel VISA Procedures ( 2. Board of Education Policy DK R-D Payroll/Deductions/Direct Deposit/Expense Reimbursement 3. Propriety of Expenses Procedure (DPS Policy DK-R) 5. GSA Per Diem allowances 6. Reimbursement claims for Local Vicinity Travel Mileage: 7. Board of Education Policy GDBC- Support Staff Supplementary Pay/Overtime 11

12 Attachment 1 Estimating Travel Expenses and Per Diem 1. Airfare and Lodging estimates can be obtained from the District s approved Travel Agency. 2. Rental Car estimates would be obtained from the District s approved Rental Agency. 3. Per Diem can be obtained from the General Services Administration (GSA) website ( Note: After you have selected the location you are traveling to, a new screen will appear with Meals and Incidental Expenses (M&IE) in the right hand column. Per Diem is provided at 75% on the first and last day of travel, with the full rate for each day in-between. Per Diem is estimated as follows: a. If travel is performed within one day, use 75 % of the daily rate. b. If travel is performed over a two day period, you get 75% of the daily rate for the departure date and 75% of the daily rate for the return date. c. If travel is three days or longer, you get 75% of the daily rate for the departure date, 75% of the daily rate for the return date, and the full rate for each day in-between. d. From the total, deduct any meals provided as part of a conference or registration fee, if applicable. The standard deduction for each meal can be found at the GSA website ( 12

13 Attachment 2 GUIDELINES for FLSA AND TRAVEL TIME FOR NON-EXEMPT EMPLOYEES & EXAMPLES I. GENERAL RULES a. Excluding normal commuting time, employees should be compensated for all travel unless it is: i. overnight; ii. outside of regular work hours; iii. on a common carrier; or iv. where no work is done. b. An employer may rearrange the work schedule within the work week (Sunday Saturday) to avoid additional compensation hours which may occur as a result of travel time or compensable commuting time as described below. Whenever possible, the employer and employee should discuss the possibility of rearranging the work schedule prior to departure. However, special rules apply to special situations. II. COMMUTE TIME: Generally, an employee is not at work until her or she reaches the work site and begins working. a. If the employee is required to report to a meeting place where he or she is to pick up materials, equipment, or other employees, or to receive instructions before traveling to the work site, time is compensable once the employee reaches the meeting place. b. If the employee drives a state vehicle, to and from work, he or she does not have to be compensated for that commuting time as long as: i. driving the vehicle between home and work is strictly voluntary and not a condition of employment; ii. the vehicle is a type normally used for commuting; iii. the employee incurs no costs for driving the employer s vehicle or parking it at home; and iv. the work sites are within normal commuting area of the employer s place of business. Unless, there is a contract, custom or practice providing that an employee s regular daily travel time between home and the workplace is compensable. If such contract, custom or practice exists, the time is compensable. III. TRAVEL DURING THE WORKDAY - GENERAL RULE: a. Travel as a part of the employer s principal activity must be counted as hours worked. If the travel is for the benefit of the employer, it is compensable. Example: the employee travels from job site to job site during the workday. 13

14 b. If the employee stops at a shop or the home office for his or her own convenience, the time traveling from the office to the site is not compensable. Example: the employee leaves home for the work site but stops at a shop for his or her own convenience. c. Time spent by the driver in picking up other passengers and transporting them to a specific location is work time and therefore compensable. d. Time spent by passengers traveling in a car outside the normal workday hours is not compensable. IV. OUT OF TOWN TRAVEL SPECIAL ONE-DAY ASSIGNMENT a. If the employee is assigned to work in another city for one day and the travel is performed for the employer s benefit and at its request, it is part of the principal activity of the employer and therefore is compensable. This is true even if the employee is traveling by common carrier since this is a special assignment and is not ordinary home to work travel. The assignment is performed for the employer s benefit and at the employer s special request to meet the needs of the particular and unusual assignment. b. However, in this special one-day assignment travel time between the employee s home and the airport or railway station is home to work travel time and therefore not compensable, if outside normal work hours. V. OVERNIGHT TRAVEL: Travel that keeps an employee away from home overnight is travel away from home. Travel away from home is clearly work time when it cuts across the employee s regular work day hours and is compensable. a. The time is not only hours worked on regular work days during normal working hours but also during corresponding hours on non-work days. If this travel occurs during normal work hours on non-work days (i.e. Saturday or Sunday for an employee who works Monday through Friday) the time is also compensable. b. Overnight travel that occurs outside of the employee s normal working hours is not compensable whether it is on a common carrier or as a passenger in a car. The driver of the vehicle must be compensated as driving is work time. Example: Employee drives to the airport to attend a seminar and has two co workers as passengers with him. If the trip is made before or after normal work hours, only the driver receives compensation as only the driver is working. If the trip is made during normal work hours, all three employees are compensated because travel during normal work time is compensable. c. Time spent at a motel with freedom to use time for the employee s own purposes is not compensable. d. Time Zone Changes If the time zone changes during the travel day, the hours should be calculated on the actual hours when calculating compensable time on travel days. A department may wish to use Mountain Standard Time (MST) for travel days to assist in determining work hours. Local time should be used for all other days of the travel. Example: Employee rode to the airport on a non- workday but within work hours and left at 10:00 a.m. MST and arrived at the hotel Noon Pacific Standard Time (PST) (which is 1:00 MST). Actual hours of travel are 3 hours (10 am to 1:00 MST). 14

15 Return flight the employee left at 10 a.m. PST (which is 11:00 MST) and returned to Denver at 2:00 p.m. MST (1:00 PST). Actual hours of travel are 3 hours. Examples of a Non-Exempt (paid hourly) Employee and Overnight Travel A. When the travel takes place outside the employee s normal work days; the employee is required to be compensated for the travel time if he/she is the driver to the airport or hotel. (Reference V. b) B. When the travel takes place outside the employee s normal work days but within his/her work hours, he/she is required to be compensated for the travel time. (Reference V. a) C. Passenger employees are not required to be compensated outside his/her work hours. (Reference V. b) D. The employee is compensated for all conference required events that involve training or a speaker. The employee is not compensated for social events, meals without speakers or meals when work is not being performed. (Reference I. a. iv) E. An employer may rearrange the work schedule within the work week to avoid additional compensation hours. (Reference I. c) F. When the travel falls during the employee s regular work day, the travel time is compensable. (Reference V.a) G. If the time zone changes during the travel day, you will need to count actual hours. To determine work hours on travel days use Central Time Zone for both days in order for the employee to not be advantaged or disadvantaged based on time changes. For non-travel days, use local time. (Reference V. d) Example 1 No Adjustments to Schedules For this example the employee s work schedule is Monday through Friday (defined as work days) 8 a.m. to 5 p.m. (defined as work hours) with a 1 hour lunch. The conference began Sunday night at 5:15 p.m. with a business meeting and ended on Wednesday at 12:10 p.m. The employee worked his/her normal schedule the days following the conference. No time zone differences. Sunday (not a normal scheduled work day but most of travel is within work hours - B) 9:40 am - 10:40 pm Employee drives to DIA (compensated A & B) 10:40 am - 11:40 pm Employee at airport (compensated - B) 11:40 am - 4:00 pm Plane flight (compensated B) 4:00 pm - 5:15 pm Arrived & took shuttle to hotel (partially compensated - B) 5:15 pm- 6:00 pm Opening Business Meeting (compensated - D) 6:00 pm - 9:00 pm Opening Reception (not compensated- D) 15

16 Total compensation for the day is 8.00 hours (Hours of 9:40 am to 5:00 pm {in normal work hours} and 5:15 pm-6 pm) Monday (normal scheduled work day) 8:30 am - Noon Conference Sessions (compensated - D) 12:30 pm - 4:30 pm Conference Sessions (compensated - D) Total compensation for the day is 8 hours. Tuesday (normal scheduled work day) 8:30 am - Noon Conference Sessions (compensated - D) 12:30 pm - 4:30 pm Conference Sessions (compensated - D) Total compensation for the day is 8 hours. Wednesday (normal scheduled work day and most of travel is within normal work hours - F) 8:30 am - Noon Conference Sessions (compensated - D) Noon 10:45 pm Employee leaves hotel/shuttle airport, flight, arrives (partially compensated F) 10:45 pm -11:45 pm Employee drives from DIA (compensated - A) Total compensation for the day is 9 hours. (8 hrs {normal work hours & work day} and 10:45-11:45) Thursday (normal scheduled work day) 8 am -Noon Worked (compensated) 1 pm -5 pm Worked (compensated) Total compensation for the day is 8 hours. Friday (normal scheduled work day) 8 am -Noon Worked (compensated) 1 pm -5 pm Worked (compensated) Total compensation for the day is 8 hours. Total compensation for the week is hours. Example 2 - Adjusted Work Schedules For this example the employee s work schedule for the work week has been adjusted (E). The employer has informed the employee that any hours incurred that may result in extra compensation will be adjusted in the remaining work week. The employer determined the employee should leave early on Thursday and not work on Friday. The conference began Sunday 16

17 night at 5:15 p.m. with a business meeting and ended on Wednesday at 12:10 p.m. No time zone differences. Sunday (not a normal scheduled work day but most of travel is within work hours - B) 9:40 am - 10:40 am Employee drives to DIA (compensated A & B) 10:40 am- 11:40 am Employee at airport (compensated - B) 11:40 am- 4:00 pm Plane flight (compensated B) 4:00 pm- 5:15 pm Arrived & took shuttle to hotel (partially compensated - B) 5:15 pm- 6:00 pm Opening Business Meeting (compensated - D) 6:00 pm - 9:00 pm Opening Reception (not compensated- D) Total compensation for the day is 8.00 hours (Hours of 9:40 am to 5:00 pm {in normal work hours} and 5:15 pm -6:00 pm) Monday (normal scheduled work day) 8:30 am Noon Conference Sessions (compensated - D) 12:30 pm - 4:30 pm Conference Sessions (compensated - D) Total compensation for the day is 8 hours. Tuesday (normal scheduled work day) 8:30 am Noon Conference Sessions (compensated - D) 12:30 pm - 4:30 pm Conference Sessions (compensated - D) Total compensation for the day is 8 hours. Wednesday (normal scheduled work day and most of travel is within normal work hours - F) 8:30 - Noon Conference Sessions (compensated - D) Noon 10:45 pm Employee leaves hotel/shuttle airport, flight, luggage (partially compensated F) 10:45 pm -11:45 pm Employee drives from DIA(compensated - A) Total compensation for the day is 9 hours. (8 hrs {normal work hours & work day} and 10:45-11:45) Thursday (normal scheduled work day) 8 am - Noon Worked (compensated) 1:00 pm 4:00 pm Worked (compensated) Total compensation for the day is 7 hours. Friday (Off work).. Total compensation for the week is hours. 17

18 Example 3 Time Zone Change For this example the employee s work schedule is Monday through Friday (defined as work days) 8 a.m. to 5 p.m. (defined as work hours) with a 1 hour lunch. The conference began Sunday night at 5:15 pm (PST) with a business meeting and ended on Tuesday at Noon (PST). The employee worked their normal schedule the days following the conference. The conference is located in California which is under PST which is 1 hours earlier. Sunday (not a normal scheduled work day but most of travel is within work hours B & G) Actual times shown are MST (PST is shown in brackets) 9:40 am - 10:40 Employee drives to DIA (compensated A & B) 10:40 am- 11:40 Employee at airport, Plane flight (compensated B) 4:00 pm - 5:15 pm [3:00-4:15] Arrived & took shuttle to hotel (partially compensated - B) 5:15 pm - 6:00 pm [4:15 5:00] Opening Business Meeting (compensated - D) 6:00 pm - 9:00 pm [5:00-8:00] Opening Reception (not compensated- D) Total compensation for the day is 8.00 hours (Hours of 9:40 MST to 6:00 MST {in normal workhours} and 4:15 MST - 5:00 MST) Monday (normal scheduled work day) Actual times shown are PST as local time 8:30-12:00 Conference Sessions (compensated - D) 12:30-4:30 Conference Sessions (compensated - D) Total compensation for the day is 8 hours. Tuesday (normal scheduled work day travel day so using CST F & G) Actual times shown are MST (PST is shown in brackets) 7:30 am 11:00 am [8:30-Noon] Conference Sessions (compensated - D) 11:00 am -9:45 pm. [Noon-8:45 pm] Checkouts, shuttle to airport, arrives (partially compensated F) 9:45 pm 10:45 pm Employee drives from DIA to Home (compensated - A) Total compensation for the day is 9 hours. (8 hrs {normal work hours & work day} and 9:45-10:45) If you have questions, please contact payroll customer service at PR&BUSSERV@DPSK12.ORG Reference: Policy GDBC- Support Staff Supplementary Pay/Overtime 18