ADMINISTRATIVE TRAVEL GUIDELINES

Transcription

1 Donna Independent School District ADMINISTRATIVE TRAVEL GUIDELINES FOR DONNA I.S.D. EMPLOYEES Effective Date: January 1, 2014 Travel Policy for In-District and Out-of-District/Valley Travel Principals and directors have the following responsibilities prior to authorizing travel: 1. Ensure that funds are available prior to authorizing travel. 2. Ensure that the individual traveling is informed of this policy or reductions of the maximum rates approved by the Board. 3. Ensure that the Superintendent or his designee has approved the Travel Request for trips. 4. All Donna Independent School employees will travel on a reimbursement basis. Authorized Mode of Transportation for Donna I.S.D. Employees 1. Travel by commercial air will be the authorized mode of travel when such travel is cost effective than by privately-owned automobile. Costs to be considered are: A. The difference between the T.E.A. approved mileage reimbursement rate per mile and the cheapest air fare. B. Time lost away from job. C. Substitutes' pay required for teachers. D. The number of persons going to the same point at the same time. E. Taxi fares to and from airport, to hotel, and to point of duty at destination point. F. Other charges not listed above. 2. Directors, Supervisors, and principals will not direct employees to go by commercial air when fear of flying is involved. However, the most cost 1

2 effective means of travel must be selected. Travel by private automobile is authorized when approved by the Superintendent or designee.. Maximum Transportation for Donna I.S.D. Employees Air Fare The cost of tickets must be processed using the electronic requisition system. The Purchasing Office must be notified to ensure immediate processing of the Purchase Order. When using airlines as form of transportation, the employee must submit flight ticket to show proof of travel. If employee does not use the ticket and the ticket is non-refundable, the employee is required to reimburse the district. All documentation must be submitted within 5 working days. Private Automobile 1. The maximum mileage rate for use of privately-owned automobiles is the T.E.A. approved mileage reimbursement rate. District administrators, who receive a monthly mileage travel allowance, may submit mileage for out of Region I area authorized school business travel. All staff, other than administrators, may submit mileage for out-ofdistrict authorized school business travel. Gasoline receipts for privately-owned automobile travel will need to be submitted to receive reimbursement. 2. The latest official MAP QUEST is to be used in determining reimbursable mileage between points indicated on the map. Mileage between points not indicated shall be based on the shortest practical route between the point of origin and the destination via intermediate points at which official business is conducted. This shall include the use of farm-to-market roads. 3. If four or more employees are going to attend the same function, they must car-pool together. Mileage will be allowed on one car for each four (4) employees. The mileage rate allowable for one car can be divided between two or more employees when each of them drives a separate vehicle, provided prior approval is received from the responsible school official. 4. Employees or individuals with an approved travel request will be allowed to reserve rooms at the Conference Host Hotel. The district will honor host hotel rates provided that two employees of the same sex lodge in the same room. 5. Reimbursements for taxi fares are authorized at actual costs in conjunction with the use of public transportation. Receipts are required for all fares. Gratuity of any sorts will not be reimbursed. 2

3 6. Car rentals will be reimbursed at actual costs with approval from the Superintendent or designee prior to the actual rental. This rental must be cheaper than taxi fares or shuttle service. Mileage charges and car rentals will be paid for official school district business only. Mileage for personal travel is not authorized or payable. A detailed statement or justification explaining why other means of travel are not more economical than a car rental will need to be attached to the travel claim. Enterprise is the approved car rental vendor. 7. Charter buses may be secured as appropriate and according to cost effectiveness. Hotel Reservations Employees will be reimbursed at the rate of $85 per night per person. A check will be made to the order of the hotel. It must be confirmed with the requested hotel that they will accept district checks. Meal Allotment When traveling out of the district/valley and overnight accommodations are required, a traveler is entitled to claim an amount not to exceed $46 per day. Depending on departures time the following breakdown on meals is as follows: Breakfast-$12.00, Lunch-$17.00, Dinner-$ Receipts must be submitted to receive reimbursement. Breakfast Lunch Dinner when departure is before 6:00 a.m. when return is after 2:00 p.m. when return is after 7:00 p.m. Reimbursements All travel arrangements are expected to be processed in advance in adherence with district travel guidelines. In the event of an Authorized School Business emergency travel request, the superintendent s or designee approval is required to process a reimbursement after the event. Reimbursements will be processed based on the receipts of the actual amount spent not to exceed TEA allowable reimbursement rates. All Donna Independent School employees will travel on a reimbursement basis except for hotel accommodations. Student Travel (includes Extra-Curricular and Athletics) 3

4 Student meals, including overnight travel, will be advanced based on board approved per diem allotment per student: Breakfast - $7.00; Lunch - $7.00; Dinner - $7.00. For in valley travel, the Purchase Order method will apply. For out of the valley travel, the per diem advancement for students will be the responsibility of the guardian (coach, teacher, counselor, club sponsor or other school volunteer). Advanced per diems for coaches, teacher, counselor, club sponsor or other school volunteers (for U.I.L. events only) will be allowed at : Breakfast-$12.00, Lunch-$17.00, Dinner-$17.00 per meal based on the following: Breakfast Lunch Dinner when departure is before 6:00 a.m. when return is after 2:00 p.m. when return is after 7:00 p.m. The purchasing guidelines must be followed for each request, such as a requisition must be created with all documentation, including a list of the students traveling. Upon return, items to be turned in to the accounts payable dept. are as follows: a list of students checked off with the dollar amount provided and the signature of the student next to the amount as an indicator that he/she received the funds and students must turn in all receipts to the guardian and receipts must equal cash outlay. If more students attend than the list provided, it will be the responsibility of the guardian to provide meals to those students and the guardian will be reimbursed with proper documentation. If the guardian is to pay for the student meals, the guardian must turn in all receipts upon return and if any funds are left, the remaining cash must be returned with all receipts to accounts payable department. Failure to comply will result in calls from the account payable department and the guardian involve would be placed on HOLD which prevents any further checks from being processed. Then calls to your immediate supervisor and if that fails, the situation will be referred to the Deputy Superintendent for review. Other Student Expenses Lodging and Registration All expenses are paid if an approved travel request is on file. In-District Travel 4

5 1. Reimbursement will be made for mileage for in-district travel as approved by the Superintendent or designee at the T.E.A. approved mileage reimbursement rate per mile. 2. Each trip must be submitted and approved by immediate supervisor with supporting documentation. 3. Trips to training that are district approved and no overnight is required or allowed, expenses for meals are not reimbursable, unless they are out of their home base or headquarters for six consecutive hours, lunch is reimbursable. Meals would be considered part of their daily routine. Mileage is reimbursable if personal vehicle is used and authorized by immediate supervisor with supporting documentation. Travel Guidelines For Administrative Staff Position Out-of-District (Region One Area) Out-of-Valley Out-of-State Principals Directors 1 per month or 11 per year 1 per month or 11 per year Counselors 2 per year Nurse 2 per year Sp. Ed. Support Staff Other Adm. (Curriculum Specialist, Assistant Principal, Coordinator) Assistant Superintendent/ Administrator Assistant As needed by immediate supervisor, not to exceed 1 per month As needed by immediate supervisor approval, not to exceed 1 per month 1 per month or 12 per year or as approved by immediate supervisor Superintendent 2 per month 3 per year 2 per year 1 per year As approved by Board Note: Registration fees will be paid only according to membership rates. Any other travel needs deemed necessary by the immediate supervisor will be considered for approval then submitted to Superintendent for consideration. 5

6 Staff must prioritize travel needs according to area of assignment. Out of State Travel Reimbursement will be made in accordance with the current TEA "Out of State Travel Rate Plan. For further information contact: Superintendent of Schools at (956) or Deputy Superintendent at (956)