Leaves/Reimbursement Procedures

Transcription

1 Leaves/Reimbursement Prcedures Emplyee Request fr Prfessinal Leave Trips that are Overnight/Out-f-State/In excess f 150 miles f schl, must have 1 mnth in advance t get bard apprval Cnference/Trip infrmatin- please attach cnference handut/ Estimated Travel Cst-please use current district mileage rate/district mileage chart n district website Estimated Htel cst call htel t get estimate f rate fr state emplyees X # rms needed Sub required Yes r N Funding surce- Must have budget cde Requisitin frm fr Purchase Order Cmplete ne fr cnference registratin (Ex. KMEA) Cmplete ne fr htel yu wish t stay at (Ex. Galt Huse) Cmplete ne fr yurself if yu are t be reimbursed Mileage r meals *Central Office staff will prcess frms -When yu receive a cpy f the PO via yu can use the PO # t register yurself fr the cnference *Central Office staff will bk the htel rm -On Purchase requisitin frm include dates, lcatin, cnference name, name f htel, names f students attending, blck rate, # rms, etc. -After htel is bked, yu will be sent a cnfirmatin Travel Expense Invice fr Reimbursement after the trip Use date f trip and descriptin f the event Fr persnal aut - use district mileage chart and current reimbursement rate n district website (see link abve) Emplyee meals will be reimbursed nly if the emplyee is requested t stay vernight In-state travel rates are as fllws: -Breakfast $8.00 -Lunch $ Dinner $18.00 Cannt claim reimbursement fr meals prvided

2 PERSONNEL Emplyee Request fr Prfessinal Leave AP.21 Name Jane De Date 01/18/16 (Tday s Date) Psitin Schl/Department Teacher Mapletn I request prfessinal leave n the fllwing wrk days: 01/29/16 (Date f Leave-D Nt Have t Include Weekends) Nature: Lcatin: Prf Develpment (Need Mre Detail) Lexingtn, KY (Attach agenda r cnference infrmatin) Student Trips- Please Check One Bx In-State-Within 150 miles f schl (requires Principal & Superintendent/Designee apprval) Emplyee Only- Please Check One Bx In-State In-State Overnight (requires Superintendent/designee apprval) Out-f-State, vernight, r excess f 150 miles frm schl (requires Bard apprval) Out-f-State Out-f-State Overnight (requires Superintendent/designee apprval) Apprximate # f students attending: Bus Requested? Yes N Estimated Csts/Expense reimbursement requested (Plicies /03.225) Failure t cmplete expense request culd result in delay f apprval. Cnference Registratin Registratin f KMEA Cnference $ 100 Estimated Travel Cst: circle mde f travel and indicate mileage r ticket cst: $ Persnal Aut Passenger (n cst) Plane Schl Vehicle ($1/mi.) Schl Bus Other Lk Up Mileage Allwed X Current Rate Estimated Htel Cst: # f nights X rm rate(list split rate if sharing rm) $ Estimated Meal Per Diem (Meals cannt be reimbursed fr day trips.) $ List ther csts (e.g. parking fees, taxi fares, checked luggage) $ Substitute Required? Yes N (Estimate $100 per day) $ 100 Estimated Ttal Cst $ Funding Surce (circle all that apply): Schl Instructinal Funds Schl Activity Funds District Funds Funding Cde(s): Grant Name PD Other Jane De Emplyee Immediate Supervisr (if apprved) Signature f Superintendent/Designee All prfessinal leave must be apprved in advance by the Superintendent/Designee and/r Bard. The riginal cpy f the signed frm shuld be attached t the Service Reprt. RELATED PROCEDURES: AP.21; AP.22 Review/Revised:5/26/2015

3 PERSONNEL Emplyee Request fr Prfessinal Leave AP.21 Name Date Psitin Schl/Department I request prfessinal leave n the fllwing wrk days: Nature: Lcatin: (Attach agenda r cnference infrmatin) Student Trips- Please Check One Bx In-State-Within 150 miles f schl (requires Principal & Superintendent/Designee apprval) Emplyee Only- Please Check One Bx In-State In-State Overnight (requires Superintendent/designee apprval) Out-f-State, vernight, r excess f 150 miles frm schl (requires Bard apprval) Out-f-State Out-f-State Overnight (requires Superintendent/designee apprval) Apprximate # f students attending: Bus Requested? Yes N Estimated Csts/Expense reimbursement requested (Plicies /03.225) Failure t cmplete expense request culd result in delay f apprval. Cnference Registratin $ Estimated Travel Cst: circle mde f travel and indicate mileage r ticket cst: Persnal Aut Passenger (n cst) Plane Schl Vehicle ($1/mi.) Schl Bus Other Estimated Htel Cst: # f nights X rm rate(list split rate if sharing rm) $ Estimated Meal Per Diem (Meals cannt be reimbursed fr day trips.) $ List ther csts (e.g. parking fees, taxi fares, checked luggage) $ Substitute Required? Yes N (Estimate $100 per day) $ Estimated Ttal Cst $ Funding Surce (circle all that apply): Schl Instructinal Funds Schl Activity Funds District Funds Funding Cde(s): Grant Name Other Emplyee Immediate Supervisr (if apprved) Signature f Superintendent/Designee All prfessinal leave must be apprved in advance by the Superintendent/Designee and/r Bard. The riginal cpy f the signed frm shuld be attached t the Service Reprt. $ RELATED PROCEDURES: AP.21; AP.22 Review/Revised:5/26/2015

4 Cmpany/Vendr: Cmpany Phne # REQUISITION FORM FOR PURCHASE ORDER Date f Request: Requesting Emplyee: Cmpany Address: Emplyee Cntact #: Schl/Department: Funding Surce (Please Check): Purchase Type (Please Check): SBDM/SECTION 6 SCHOOL ACTIVITY GRANT MUNIS/OTHER DISTRICT ACTIVITY CODE(S): CKEC VENDOR KPC/KEDC VENDOR STATE CONTRACT TRAVEL REIMBURSEMENT OTHER QTY ITEM # ITEM DESCRIPTION UNIT COST TOTAL COST SHIPPING/HANDLING OFFICE USE ONLY TOTAL REQUEST Vendr# Purchase rder# Signature f Requesting Emplyee Authrized Signature (Admin/Supervisr) Superintendent/Designee

5 PERSONNEL Travel Expense Invice AP.21 Submit in Duplicate NAME OFFICE/SCHOOL TO THE OFFICE OF BUSINESS AFFAIRS: I hereby certify that the gds and services specified belw have been previusly authrized and request that this invice be therefre apprved fr payment. CERTIFIED CORRECT: Signature Date Submitted RELATED EXPENSES DATE MEETING DESCRIPTION/LOCATION ITEM EXPLANATION* (i.e. registratin, meals, ldging, fuel, etc.) AMOUNT Cde Signature f Principal/Designee EXPENDITURE RECEIPTS MUST BE ATTACHED TO THIS INVOICE FOR REQUESTED REIMBURSEMENTS! (Exceptin: Receipts are nt required fr meals unless additinal cst fr meals were preapprved.) * Be sure t list ttal miles traveled, number f meals, number f nights ldging, etc. Mileage is reimbursed at per mile. RELATED PROCEDURE: AP.2 (District prcurement cards) Review/Revised:9/27/11 Page 5 f 1

6 Regulatin n Travel Expense and Reimbursement COMMONWEALTH OF KENTUCKY FINANCE AND ADMINSTRATION CABINET OFFICE OF THE CONTROLLER 200 KAR 2:006 Infrmatin Cpy Revised 12/29/2015 The mileage reimbursement rate fr April 1 June 30, 2016 is 39 per mile Mileage Rate Histry Began Thrugh Rate per Mile July 1, 2016 September 30, 2016 Next Scheduled Review April 1, 2016 June 30, 2016 $0.39 January 1, 2016 March 31, 2016 $0.39 Octber 1, 2015 December 31, 2015 $0.40 July 1, 2015 September 30, 2015 $0.43 April 1, 2015 June 30, 2015 $0.41 January 1, 2015 March 31, 2015 $0.41 Octber 1, 2014 December 31, 2014 $0.46 July 1, 2014 September 30, 2014 $0.48 April 1, 2014 June 30, 2014 $0.46 January 1, 2014 March 31, 2014 $0.45 Octber 1, 2013 December 31, 2013 $0.46 July 1, 2013 September 30, 2013 $0.47 April 1, 2013 June 30, 2013 $0.47 January 1, 2013 March 31, 2013 $0.45 Octber 1, 2012 December 31, 2012 $0.48 The reimbursement rate is determined using the American Autmbile Assciatin (AAA) Daily Fuel Gauge Reprt fr Kentucky fr regular unleaded gasline. The gasline cst used fr the calculatin is lcated n the AAA website at htttp:// /kyavg.asp. The rate shall be adjusted n January 1, April 1, July 1, and Octber 1 each calendar year based n the average retail price f regular grade gasline fr the week beginning n the secnd Sunday f the prir mnth as fllws: Page 6 f 1 AAA. Average Weekly Fuel Cst Reimbursement Per Mile a. $.01 t $ cents per mile b. $1.50 t $ cents per mile c. $1.70 t $ cents per mile d. $1.90 t $ cents per mile e. $2.10 t $ cents per mile f. Greater than $ cents plus 1 cent fr every 20 cent increase Mileage fr in-state travel shall be based n the "Kentucky Official Highway Map", mileage sftware r MapQuest website. Out-f-state mileage shall be based n the mst recent editin f the "Rand McNally Rad Atlas", mileage sftware r MapQuest website. Sectin 4(a) and Sectin 8(2)(d) f the revised travel regulatins

7 Frm Destinatin Miles One Way Miles Rund Trip CO ME 3 6 CO MSE 3 6 CO MCIS 3 6 CO MCN 0 0 CO MCHS 0 0 CO CE 4 8 CO J VILLE 7 14 CO Early Learning Center 1 2 T All Schls 18.5 Adult Ed. Reginal Jail Mt. Sterling Lexingtn Mt. Sterling Frankfrt Mt. Sterling Luisville Mt. Sterling Richmnd Mt. Sterling Bwling Green Mt. Sterling Mrehead Mt. Sterling Gergetwn Mt. Sterling Highland Heights (NKU) Mt. Sterling Cincinnati Page 7 f 1

8 PERSONNEL CLASSIFIED PERSONNEL - Expense Reimbursement Prvided the Superintendent/designee has given prir apprval t incur necessary and apprpriate expenses, the Bard shall reimburse schl persnnel fr schl- related travel when such travel is a required part f the duties f the emplyee r fr schl-related activities apprved by the Superintendent and, when apprpriate, the Schl Cuncil. Travel expenses f schl-based persnnel in SBDM schls shall be paid frm Cuncil funds. In the case f expenses reimbursed frm internal accunts, the Principal shall be the authrity fr apprving reimbursement. Travel expenses fr guests f emplyees shall nt be reimbursed. The expense reimbursement prcess shall require dcumentatin f the funding surce/categry used t pay expenses fr all apprved trips. The Bard will be respnsible nly fr actual expenses. Allwable expenses are: MILEAGE Actual mileage between fficial wrk statins within the schl system and actual mileage fr trips utside the schl system which have been apprved by the Superintendent and the Cuncil in SBDM schls will be reimbursed at the mileage rate apprved by the Cmmnwealth f Kentucky Finance and Administratin Cabinet fr in-state travel and the General Services Administratin (GSA) rate fr ut-f-state travel when the emplyee uses his/her wn vehicle. GASOLINE Actual cst f gasline and il purchased and placed in a Bard-wned vehicle by an emplyee while engaged in schl-related travel. Purchase must be substantiated by a receipt shwing ttal gallns and ttal charges. TOLLS AND FEES All tlls and parking fees incurred in schl-related travel. Parking fees must be substantiated by a ticket r receipt. (Tlls are nt t be charged fr District vehicles being perated in state in an fficial capacity.) CAR RENTAL Car rental charges when apprved by the Superintendent and the Cuncil in SBDM schls. Charges must be substantiated by a receipt. COMMON CARRIERS All charges r fares fr necessary travel n cmmn carriers (plane, bus, train, subway, taxi, ferry, etc.). Sight-seeing and pleasure turs are nt reimbursable. OUT-OF-STATE TRAVEL Reimbursement fr ut-f-state travel by privately wned vehicles shall be made n the basis f airplane cach fare r mileage rate, whichever is the lesser amunt. Page 8 f 1

9 PERSONNEL (CONTINUED) FOOD Expense Reimbursement Meals will be reimbursed cnsistent with the guidelines used by the Cmmnwealth f Kentucky fr State Gvernment Emplyees fr in-state travel and GSA guidelines fr ut-f-state travel. In unusual circumstances, the Superintendent may apprve the cst f meals in excess f the maximum allwance. Emplyees meals will be reimbursed by the District nly if the emplyee is requested t stay vernight, r the meal is part f a cnference r wrkshp registratin fee. LODGING Htel r mtel charges (nt including fd r ther charges) incurred in schl-related travel. Charges must be substantiated by a receipt. EMERGENCY REPAIRS TO VEHICLES Reimbursement will be made fr emergency repairs r rad service t Bard-wned vehicles if incapacitated while ut f District. Drivers may nt bligate the Bard fr majr repairs withut the permissin f the Directr f Transprtatin r Superintendent. REIMBURSEMENT FORM Travel vuchers shall be submitted within ne (1) week f the travel. N requests fr travel reimbursement will be cnsidered unless filed n the prper frm and accmpanied by itemized receipts. Withut prper dcumentatin, individuals shall nt receive reimbursement, and, if it is determined that reimbursement was made based n incmplete r imprper dcumentatin, the individual may be required t reimburse the District. REFERENCES: 200 KAR 002:006 KRS , KRS , KRS OAG United States v. Crrell, 389 U.S. 299 (1967) Accunting Prcedures fr Kentucky Schl Activity Funds Adpted/Amended: 7/16/2013 Order #: :02 Page 9 f 1

10 Page 10 f KAR 2:006. Emplyees reimbursement fr travel. Sectin 7. Reimbursement Rates. (1) The fllwing persns shall be exempted frm the prvisins f this sectin: (a) Gvernr; (b) Gvernr s staff; (c) Lieutenant gvernr; (d) State emplyees traveling n assignment with the gvernr, lieutenant gvernr, elected cnstitutinal fficers, r cabinet secretaries; (e) Elected cnstitutinal fficers; (f) Cabinet secretaries; (g) State fficers and emplyees authrized t travel utside the United States; (h) Members f statutry bards and cmmissins; and (i) Others in the fficial service f the cmmnwealth. (2) Ldging. (a) Except as prvided in paragraph (b) f this subsectin, a state fficer r emplyee shall be reimbursed fr the actual cst f ldging if the: 1. Ldging is determined t be the mst ecnmical; and 2. State fficer r emplyee has prvided the htel, mtel, r ther establishment s receipt t be reimbursed fr the travel expenses. (b) Reimbursement fr ldging shall nt exceed the cst f a single rm rate, except that if emplyees share ldging, each emplyee shall be reimbursed the lesser f single rate r ne-half (1/2) the duble rate. (3) Subsistence and incidentals. (a) Breakfast and lunch. A state fficer r emplyee shall be eligible fr reimbursement fr subsistence fr breakfast and lunch expenses while traveling in Kentucky, if authrized wrk requires an vernight stay and absence during the mealtime hurs established by paragraph (d) r (e) f this subsectin. An emplyee shall be in travel status during the entire mealtime. Fr example, t be eligible fr breakfast reimbursement, an emplyee shall leave at r befre 6:30 a.m. and return at r after 9 a.m. This requirement shall apply t all meals. (b) Dinner expenses. A state fficer, r emplyee shall be eligible fr reimbursement fr dinner expenses while traveling in Kentucky, if authrized wrk requires an absence: 1. At a destinatin mre than frty (40) miles frm the individual's wrk statin and hme; and 2. During the mealtime hurs established by paragraph (d) r (e) f this subsectin.02 (c) A state fficer r emplyee shall be eligible fr reimbursement fr meals while n authrized travel utside Kentucky, but within the United States, its pssessins r Canada, at the reimbursement rates established in paragraphs (d) and (e) f this subsectin. An emplyee shall be in travel status during the entire mealtime. Fr example, t be eligible fr breakfast reimbursement, an emplyee shall leave at r befre 6:30 a.m. and return at r after 9 a.m. This requirement shall apply t all meals. (d) Reimbursement fr nn-high rate areas. 1. Breakfast: authrized travel 6:30 a.m. thrugh 9 a.m. - seven (7) dllars. 2. Lunch: authrized travel 11 a.m. thrugh 2 p.m. - eight (8) dllars. 3. Dinner: authrized travel 5 p.m. thrugh 9 p.m. - fifteen (15) dllars. (e) Reimbursement fr high rate areas. 1. Breakfast: authrized travel 6:30 a.m. thrugh 9 a.m. - eight (8) dllars. 2. Lunch: authrized travel 11 a.m. thrugh 2 p.m. - nine (9) dllars. 3. Dinner: authrized travel 5 p.m. thrugh 9 p.m. - nineteen (19) dllars. (f) A state fficer r emplyee authrized t travel utside the United States, its pssessins, r Canada shall be reimbursed fr their actual and necessary expenses fr subsistence. (g) A state fficer r an emplyee may, with prir apprval f the agency head r designee, be reimbursed fr the actual cst charged fr meals, if the individual is assigned t attend meetings and training sessins. (h) Gratuities may be reimbursed if: 1. The ttal payment f the meal and gratuity d nt exceed the limits established in paragraphs (d) r (e) f this subsectin; and 2. The gratuity des nt exceed twenty (20) percent f the cst f the meal. (i) Ldging receipts, r ther credible evidence, shall be attached t the Travel Payment Vucher (TP r TPI). (4) Transprtatin expenses. (a) Reimbursement fr authrized use f a privately-wned vehicle shall be: 1. At the rate f thirty-eight (38) cents per mile until Octber 1, 2005; 2. Adjusted based n the American Autmbile Assciatin (AAA) Daily Fuel Gauge Reprt fr Kentucky fr regular grade gasline. The rate shall be adjusted n January 1, April 1, July 1, and Octber 1 each calendar year based n the average retail price f regular grade gasline fr the week beginning n the secnd Sunday f the prir mnth as fllws: a. If the fuel cst is between ne (1) cent and ne dllar frty-nine and nine-tenths cents ($1.499), the emplyee shall be reimbursed thirty-six (36) cents per mile; b. If the fuel cst is between ne dllar fifty cents ($1.50) and ne dllar sixty-nine and nine-tenths cents ($1.699), the emplyee shall be reimbursed thirty-seven (37) cents per mile; c. If the fuel cst is between ne dllar seventy cents ($1.70) and ne dllar eighty-nine and nine-tenths cents ($1.899), the emplyee shall be reimbursed thirty-eight (38) cents per mile; d. If the fuel cst is between ne dllar ninety cents ($1.90) and tw dllars nine and nine-tenths cents ($2.099), the emplyee shall be reimbursed thirty-nine (39) cents per mile; e. If the fuel cst is between tw dllars ten cents ($2.10) and tw dllars twenty-nine and nine-tenths cents ($2.299), the emplyee shall be reimbursed frty (40) cents per mile; r f. If the fuel cst is greater than tw dllars twenty-nine and nine-tenths cents ($2.299), the amunt the emplyee is reimbursed shall increase ne (1) cent fr every twenty (20) cent increase in the rate; and 3. Nt exceed the cst f cmmercial cach rund-trip airfare. (b) Mileage fr in-state travel shall be based n the "Kentucky Official Highway Map", mileage sftware r MapQuest website.

11 200 KAR 2:006. Emplyees reimbursement fr travel. Out-f-state mileage shall be based n the mst recent editin f the "Rand McNally Rad Atlas", mileage sftware r MapQuest Web site. (c) Reimbursement fr the actual cst f cmmercial transprtatin shall be made upn submissin f receipts with the Travel Payment Vucher (TP r TPI). (d) Reimbursement fr use f privately-wned aircraft shall be made if, prir t use, written justificatin was submitted t and apprved by the agency head, r a designated representative. (e) A maximum f twenty (20) dllars per night fr parking r camping charges fr camping vehicles shall be reimbursed. (f) 1. Actual parking, bridge and highway tll charges shall be reimbursed. 2. A tll receipt fr authrized in-state travel by tw (2) axle vehicles shall nt be required. (g) Reimbursement shall be made fr reasnable incidental expenses fr: 1. Baggage handling; 2. Delivery f baggage t r frm a cmmn carrier, ldging r strage; and 3. Overweight baggage charges, if the charges relate t fficial business. (5)(a) Registratin fees required fr admittance t meetings shall be reimbursed. (b) If a registratin fee entitles the registrant t meals, claims fr thse meals shall be reduced accrdingly. (6)(a) Telephne and telegraph csts fr necessary fficial business shall be reimbursed. (b) Telephne calls t agency central ffices shall be made thrugh: 1. Agency 800 and 888 numbers, if available; 2. A state gvernment telephne credit card; r 3. Lwest available service. (7) Other incidental expenses may be allwed by the agency head r designee if they are determined t be necessary expenses f fficial travel. Page 11 f 1