TRAVEL REIMBURSEMENT Request to be Absent from District

Transcription

1 ADMINISTRATIVE REGULATION SANGER UNIFIED SCHOOL DISTRICT AR 3350 (a) TRAVEL REIMBURSEMENT Request to be Absent from District It is the intent of the administration to approve requests to be absent from the district for authorized meetings or conferences which relate specifically to the requester's job description and when attendance is of direct benefit to the district. All requests for expenses must be within the budgeted amount and within the appropriate budget designed for the travel of the individual requesting funds. Requests shall be directed to the immediate department administrator, director or school principal who will forward for approval or disapproval as follows: 1. Division heads - to the Superintendent 2. Educational Services a. Department heads - to the Associate Superintendent, Curriculum and Instruction 3. Human Resources Division - to the Associate Superintendent, Administrative Services 4. Business Services Division to the Associate Superintendent, Administrative Services 5. After approval is obtained a copy of the Request for Conference Attendance must be submitted to the Business Office, Accounts Payables, for proper reimbursement. All out-of-state travel must demonstrate direct, measurable benefit to the district. All out-of-state travel must have the Board approval. The Superintendent or designee is authorized to approve attendance at conferences or meetings and other travel when such activities relate to the employee s job assignment or will be of benefit to the district. Using the same criteria, the president of the Board shall act in place of the Superintendent to approve conference and other travel for the Superintendent and members of the Board. The clerk of the Board shall approve conference and other travel of the Board president. A monthly information report shall be provided to each Board member showing the current and year-to-date travel expenses incurred by each of the above named officials. Procedures Governing Travel Expenses and Advances 1. Local and Nonlocal Travel

2 AR 3350(b) a. Local travel is defined as travel within Fresno County when mileage and parking will be the only reimbursable expenses. These expenses are to be claimed on a monthly mileage form signed by the employee and his/her immediate supervisor. In lieu of filing a monthly mileage form, with the approval of the superintendent or designee, an employee may receive a monthly stipend as reimbursement for his/her local travel expenses. b. All other travel is deemed to be nonlocal and requires the use of the Travel/ Conference Approval and Expense Claim Form. 2. Approval Deadlines and Eligibility for Reimbursement a. The Travel/Conference Approval and Expense Claim Form, properly completed, shall be submitted through the immediate supervisor to the responsible Cabinet level administrator for approval no less than ten days before departure. b. Expenses may be reimbursed only if incurred while the employee is on "travel status," meaning that the travel has been properly approved pursuant to district policy and regulations. Reimbursement may not be claimed for additional expenses that arise from the coordination of employee vacation or sick leave with travel on district business. 3. Reimbursement of Travel Expenses a. Lodging (1) In case of conference travel, reimbursable lodging cost shall not exceed the single occupancy rate offered by the headquarter hotel or motel. In all other cases, lodging shall be reimbursed at the actual cost for single occupancy. (2) Original itemized receipts for lodging expenditures are required and must indicate any balance has been paid in full. b. Meals (1) Reimbursement for meals is allowable when travel precludes eating at home. (a) Meal reimbursement shall be limited to the lesser of actual cost or daily rate of: Daily $60 (b) All expenses must be supported by an original detailed receipt. c. Other Travel Allowances

3 AR 3350(c) (1) While traveling on official district business, the following expenses are also reimbursable at actual cost: (a) Necessary taxicab, airport limousine or bus fares (original receipt required). (b) Registration fees (original receipt, copy of conference agenda, registration form, and brochure required). (c) Car storage fees (original receipt required). (d) Telephone and communication charges in connection with business. district (e) Rental car charges (original receipt required). d. Transportation (f) Toll bridge fees. (g) Other justifiable expenses may be approved based on a review of special circumstances (original receipts required). (1) Travel will be by the most reasonable means available taking into consideration requirements for reimbursement for meals and lodging and employee time devoted to travel at the expense of performance of other duties. (a) Common Carrier (1) Payment for transportation by common carrier shall be made through the Business Services Office. (2) Air coach will be used for air travel unless otherwise specifically authorized (original ariline receipt/ itinerary required). (3) In all cases, itinerary changes (destination, time, routing, etc., made while in travel status) shall be documented in writing and submitted with the Travel/ Conference Approval and Request For Employee Reimbursement Form upon submittal for reimbursement. (b) Travel by Private Vehicle (1) Authorized travel will be reimbursed at a rate set by the Governing Board, not to exceed the current published IRS per mile rate.

4 e. Local Conferences AR 3350(d) (2) The cost of authorized travel will not exceed the cost of the air coach fare from Fresno to the destination. (3) When it has been established that travel by private vehicle is the most appropriate and economical means of transportation, reimbursement for actual mileage traveled by private vehicle will be approved. (4) Whenever possible, car pooling is encouraged. In such cases, only the employee whose automobile is used shall claim reimbursement. (1) Mileage, registration and meal expenses will be allowed to participants for conferences held in the local region. 4. Travel Advances a. Travel advances may be requested by furnishing the appropriate information at the time of initial approval of the Travel/Conference Approval and Expense Claim Form. b. Travel advances will be made upon approval of the administrator authorizing the travel when the anticipated expenses to be borne by the employee exceed $250. c. Travel advances will be limited to no more than 80% of the expenses anticipated to be borne by the employee. d. When an advance is requested, the properly approved Travel/Conference Approval and Expense Claim Form must be submitted to the Business Services office at least twenty (20) working days before the advance is required. 5. Responsibility of Persons Drawing Travel Advances a. Every person who draws a travel advance will furnish signed receipts and/or a claim form to account for their expenses against the advance, subject to guidelines AR b. Within five days an individual returning from a trip for which he/she has drawn an advance will furnish a Travel/Conference Approval and Expense Claim Form to the Business Services office. c. If the travel advance exceeds the actual reimbursable travel expenses, a check for the difference must accompany the Travel/Conference Approval and Expense Claim Form when it is returned to the Business Services office. Forms submitted without reimbursement shall be returned to the immediate supervisor.

5 AR 3350(e) 6. Promotional Items Received from Official Travel Transportation for official business shall not be arranged on a carrier solely to obtain points, free tickets or any other amenities or gifts. Officers and employees may not retain any benefit gained even in part from official travel. Officers and employees shall be required to account for gifts, gratuities or other benefits received from private sources such as airlines, car rental agencies or other public carriers. Promotional materials such as bonus flights, reduced fare coupons, cash merchandise, gifts, credits toward free or reduced costs of goods or services received in connection with official travel and based upon ticket purchases or rental car costs, shall be returned to the district. Free upgrade to first class, executive club membership and check-cashing privileges which could be used only by the officer or employee may be retained and shall not be turned over to the district. Unsolicited promotional materials of nominal intrinsic value (pens, pencils, note pads, calendars, etc.) may be retained by the officer or employee. All other items including, but not limited to, promotional items listed below must be turned in to the district for disposition: Airline mileage or trip accumulation programs Membership in airline travel clubs Tangible gifts, prizes, related incentives Penalty payments (failure to provide confirmed reserved spaces) 7. Authority to Override Limits or Restrictions The Superintendent by his/her signature on a memo attached to the request form has the authority to override any of the above limits and restrictions when special circumstances justify such action. 2002; 05/14; 05/17; 08/17