School District of Okaloosa County. Travel Procedures

Transcription

1 School District of Okaloosa County Travel Procedures Revised

2 School District of Okaloosa County Travel Procedures TABLE OF CONTENTS DESCRIPTION PAGE # Temporary Duty Elsewhere 1 When to Claim 1 Approval Needed 1 Types of TDE 1 Instructions for Completion 1 Travel Guidelines 4 General Guidelines 4 Transportation Expense Options: Mileage Reimbursement In-County 4 Mileage Reimbursement Out-of-County 5 Rental Car Out-of-County 5 Airfare Out-of-County 5 Meals and/or Lodging Expense Options: Meals Not Allowed In-County 6 Option 1 Per Diem Out-of-County Overnight 6 Option 2 Meals & Lodging Out-of-County Overnight 6 Option 3 Meals Out-of-County Day Trip 6 Other Expenses: Registration Fee In-County 7 Registration Fee Out-of-County 7 Other Expenses In- & Out-of-County 7 Books and/or Supplies In- & Out-of-County 8 Travel Paid with Internal Funds: 8 Rental Vehicles 8 Student Hotel Rooms 8 Cost Center to Cost Center Mileage Chart 10 In-County Travel Reimbursement Form Instructions 11 Sample 15 Out-of-County Travel Reimbursement Form Instructions 17 Sample Situations 21 Blank MIS Forms The most current forms may be downloaded at

3 Temporary Duty Elsewhere (TDE)

4 School District of Okaloosa County Travel Procedures Revised 02/20/2008 TEMPORARY DUTY ELSEWHERE For payroll purposes, Temporary Duty Elsewhere (TDE) must be claimed by an employee if: (a) he/she is participating in a work-related event lasting at least two (2) hours, and (b) the event is not considered part of his/her usual job responsibilities. Should a substitute be required, TDE is definitely in order. Any time an employee claims TDE, whether in-county or out-of-county, a Temporary Duty Elsewhere (TDE) form (MIS 5085) must be completed. Backup documentation must be attached to the TDE, such as a memo, workshop/conference information, etc. The TDE must be approved prior to the activity. Approval must be obtained from the following individuals: Supervisor of Employee (Principal/Department Head) Supervisor of school/department paying travel expenses (if travel reimbursement is requested, and only if other than employee s school/department, such as ESE) Area Superintendent or Chief Officer (if travel reimbursement is requested) The original TDE form is to be kept by the school or department handling the employee s payroll unless travel reimbursement is requested. In the case of travel reimbursement, the original TDE form is submitted with Travel Reimbursement Form to Accounts Payable. Types of TDE include: In-County Field Trip/Conference/Workshop with Substitute (IS) In-County Field Trip/Conference/Workshop without Substitute (IN) Out-of-County Field Trip/Conference/Workshop with Substitute (OS) Out-of-County Field Trip/Conference/Workshop without Substitute (ON) Military Leave (ML) Jury Duty (JD) Administrative Assignment (AA) Professional Leave with Pay (PP) A blank TDE form is shown on the following page and should be completed as follows: (A) Name Employee s legal name according to personnel records (B) Social Security Number Self-explanatory (C) School/Department Self-explanatory (D) Purpose of TDE Request Name of activity being attended (E) Destination City and state of activity (F) Dates of Activity Dates of activity only; do not include travel days (G) Number of Days of Activity Self-explanatory (H) Number of Days for Travel Include if days in excess of activity are required (I) (J) Total Days TDE Add days in G and H Request Mark all reimbursement options which apply 1) No reimbursement of any kind 2) Transportation reimbursement; be sure to complete Estimated Cost of Trip 3) Reimbursement for meals and/or hotel; be sure to complete Estimated Cost of Trip 4) Reimbursement for a registration fee; be sure to complete Estimated Cost of Trip

5 School District of Okaloosa County Travel Procedures Revised 02/20/2008 (K) Estimated Cost of the Trip Complete applicable expenses (if reimbursement is requested) (L) Signature of Employee Applicant signs and dates prior to activity (M) Funding Source Obtain funding source codes from bookkeeper (if reimbursement is requested) (N) Curriculum Alignment (1) State the goal of the TDE as it relates to the PD plan of your school; (2) Give specifics to include format for sharing the information acquired during this TDE (O) Signature of Immediate Supervisory Principal/Department Head signs and dates prior to activity (P) Signature of Supervisory Providing Reimbursement Completed only if reimbursement is provided by another department such as ESE; authorized individual signs and dates prior to activity (Q) Signature of Deputy Superintendent/Chief Officer Must be signed and dated prior to activity if reimbursement is being requested (R) SEMS Job # - Teachers will complete this information (S) Substitute Name Complete if applicable, such as teachers, classroom assistants

6 School District of Okaloosa County TEMPORARY DUTY ELSEWHERE MIS 5085 REV. 02/08 NAME: (A) SOCIAL SECURITY #: (B) SCHOOL/DEPARTMENT: PURPOSE OF TDE REQUEST: DESTINATION: (C) (D) (E) DATES OF ACTIVITY: FROM: (F) TO: (F) (MM/DD/YYYY) (MM/DD/YYYY) NUMBER OF DAYS OF ACTIVITY: NUMBER OF DAYS FOR TRAVEL (IN EXCESS OF ACTIVITY, IF REQUIRED): TOTAL DAYS TDE, INCLUDING TIME FOR TRAVEL: (G) (H) (I) REIMBURSEMENT REQUEST (CHECK THE ITEMS BELOW THAT APPLY): 1. (J) I am requesting NO travel reimbursement and NO per diem. 2. (J) I am requesting transportation reimbursement. (See Estimated Cost of Trip) 3. (J) I am requesting meals and/or lodging reimbursement. (See Estimated Cost of Trip) 4. (J) I am requesting per diem in lieu of meals and lodging reimbursement. (See Estimated Cost of Trip) 5. (J) I am requesting reimbursement for a registration fee. (See Estimated Cost of Trip) ESTIMATED COST OF TRIP (Include expenses to be reimbursed and paid by District directly): Air Fare Lodging Meals Per Diem Car Rental Mileage Other TOTAL $ (K) $ (K) $ (K) $ (K) $ (K) $ (K) $ (K) $ (K) (L) Signature of Employee Date FUNDING SOURCE: FUND FUNCTION OBJECT PROJECT COST CENTER (M) (M) (M) (M) (M) CURRICULUM ALIGNMENT: Relationship of TDE Request to school PD plan: (N-1) Plan/Process to share with school, department, and/or OCSD staff: (N-2) Signature of principal confirms that attendance at this conference/activity will add value to the educational program for students. (O) Signature of Principal/Department Head (P) Signature of Supervisor Providing Reimbursement (If other than immediate supervisor) (Q) Signature of Deputy Superintendent/Chief Officer Date Date Date NOTE: If travel reimbursement is requested, the original TDE must be submitted with an Out-of-County Travel Reimbursement Form (MIS 3041), and a copy must be retained by school/department submitting payroll. If travel reimbursement is not requested, the original TDE must be retained by school/department submitting payroll. SUBSTITUTE INFORMATION: SEMS Job #: (R) Substitute Name: (S)

7 Travel Guidelines

8 School District of Okaloosa County Travel Procedures Revised 07/01/2006 TRAVEL GUIDELINES Travel is performed and reimbursed only as provided by Florida Statutes Section When signing an Out-of-County Travel Reimbursement Form (MIS 3041) or In-County Travel Reimbursement Form (MIS 3042), the traveler will be required to certify that expenses were personally incurred as necessary traveling expenses in the performance of official duties and conform in every respect with the requirements of Section Florida Statutes. The Florida Statutes establish the guidelines; however, it is the responsibility of each traveler to comply with these guidelines. This statute requires each traveler use the most economical means of travel. When deciding upon the most economical means, the following conditions should be taken into account: The nature of the business. The most effective and economical means of travel (considering time of the travel, cost of transportation, and per diem or subsistence required). The number of persons making the trip and the amount of equipment or material to be transported. Reimbursement for out-of-county travel expenses may be obtained by filing an Out-of-County Travel Reimbursement Form (MIS 3041) with Accounts Payable. A copy of the agenda and an original Temporary Duty Elsewhere Form (MIS 5085), approved by the individual s principal/department head and the area superintendent/chief officer, must be included. Instructions for completing the Out-of-County Travel Reimbursement Form may be found in the section entitled Travel Expense Reimbursement Out-of-County Travel. Further information in regard to TDEs may be found in the section entitled Temporary Duty Elsewhere. Reimbursement for in-county travel expenses may be obtained by filing an In-County Travel Reimbursement Form (MIS 3042) with Accounts Payable. Reimbursement may be requested when the total due is $25.00 or more. Should travel expense be less than $25.00, reimbursement may be requested to be paid in December or by the second Tuesday in June of each year. See section entitled Travel Expense Reimbursement In-County Travel for instructions on completing the form. All travel reimbursement forms and TDEs should be signed in blue ink in order to ensure that the District is in receipt of the original documents. Transportation Expense Options: Mileage Reimbursement (In-County Travel) When a traveler uses his/her personal automobile, he/she shall be reimbursed for gasoline and wear/tear of the vehicle when the travel has been directed by the principal/department head/approving authority and is for School District business. The rate of reimbursement shall equal the current standard mileage rate issued by the Internal Revenue Service. As the Internal Revenue Service adjusts its rate, so shall the School District. Each new rate will be effective for travel as of the date of the rate change. Mileage will be calculated as follows:

9 School District of Okaloosa County Travel Procedures Revised 07/01/2006 Cost Center to Cost Center Use the mileage chart provided with these instructions based on miles driven. All Other In-County Travel Use Internet sites ( or to calculate mileage and attach printout to the reimbursement form. Mileage Reimbursement (Out-of-County Travel) When a traveler uses his/her personal automobile, he/she shall be reimbursed for gasoline and wear/tear of the vehicle when the travel has been directed by the principal/department head/approving authority and is for School District business. The rate of reimbursement shall equal the current standard mileage rate issued by the Internal Revenue Service. As the Internal Revenue Service adjusts its rate, so shall the School District. Each new rate will be effective for travel as of the date of the rate change. Mileage will be paid City to City using Internet sites ( or to calculate mileage. The printout will need to be attached to the reimbursement form. Vicinity mileage is only allowable if necessary for conducting official business. Supporting documentation is required, including mileage calculation via Internet site as noted above. This mileage would need to be listed as a separate line item on the reimbursement form. Rental Car (Out-of-County Travel) The traveler should use the State of Florida contract whenever possible; the contract is with AVIS as of July Contact the Accounting Operations Department to obtain a rental card and the State contract number to make reservations. Travelers should request a Class B vehicle to provide maximum economics in the rental of automobiles. Additional supporting information must be attached when reimbursement is requested for rental cars which do no appear to meet the criteria of "the most economical means of travel". Car rental receipts are to be turned in with the Out-of-County Travel Reimbursement form. If the District rental card is used, the expense will be listed under the District column. Airfare (Out-of-County Travel) Airfare may be deemed appropriate when it is proven to be the most economical means of travel. A District VISA Purchasing card may be used to purchase airfare only for the individual to whom the card is issued. All other travelers must purchase airline tickets with cash, check, or personal credit card and request reimbursement on the Out-of-County Travel Reimbursement form. Original receipts are required for reimbursement. No reimbursements may be obtained until after travel is complete. Meals and/or Lodging Expense Options: NOTE: No allowance shall be made for meals when travel is In-County. Option 1 Per Diem (Out-of-County Overnight) Per diem covers both meals and lodging. Rate is $80.00 per day.

10 School District of Okaloosa County Travel Procedures Revised 07/01/2006 Travel of 24 hours or more will be calculated on the basis of 6-hour quarters beginning at midnight. o 1 st Quarter Midnight through 6:00 a.m. o 2 nd Quarter 6:00 a.m. through Noon o 3 rd Quarter Noon through 6:00 p.m. o 4 th Quarter 6:00 p.m. through Midnight Travel of less than 24 hours will be calculated on the basis of 6-hour quarters beginning at hour of departure from official headquarters. Should actual expenses exceed the per diem rate, Option 2 may be used. No receipts are necessary to claim this option. Option 2 Meal Allowance and/or Actual Lodging Expense (Out-of-County Overnight) Meal Allowances are as follows: o Breakfast - $6 when travel begins before 6:00 a.m. and extends beyond 8:00 a.m. o Lunch - $11 when travel begins before 12 noon and extends beyond 2:00 p.m. o Dinner - $19 when travel begins before 6:00 p.m. and extends beyond 8:00 p.m. o Meal receipts are not required. A copy of the agenda for the activity must be provided. When meals are included in the registration fee, the amount of the appropriate meal, as set forth in the meal allowance, shall be deducted from meal allowance. A continental breakfast is considered a meal. Lodging shall be reimbursed based on actual expenses at the single occupancy rate. Travelers should obtain a Tax Exempt Certificate prior to travel to present to the hotel upon arrival. If the hotel charges tax, it will be reimbursed as part of the hotel cost. A District VISA Purchasing card may be used to pay for lodging only for the individual to whom the card is issued. All other travelers must pay for lodging with cash, check, or personal credit card and request reimbursement on the Out-of-County Travel Reimbursement form. An itemized hotel bill must be provided. No reimbursement shall be made for personal phone calls, bar bills, room service, movies, tips, etc. No reimbursements may be obtained until after travel is complete. Option 3 Meal Allowance (Out-of-County Day Trip) Meal Allowances are as follows: o Breakfast - $6 when travel begins before 6:00 a.m. and extends beyond 8:00 a.m. o Lunch - $11 when travel begins before 12 noon and extends beyond 2:00 p.m. o Dinner - $19 when travel begins before 6:00 p.m. and extends beyond 8:00 p.m. o Meal receipts are not required. A copy of the agenda for the activity must be provided. When meals are included in the registration fee, the amount of the appropriate meal, as set forth in the meal allowance, shall be deducted from meal allowance. A continental breakfast is considered a meal.

11 School District of Okaloosa County Travel Procedures Revised 07/01/2006 Other Expenses: Registration Fees (In-County Travel) Registration fees for in-county travel are considered Dues & Fees Object 0730 rather than In-County Travel Object A District VISA Purchasing card may be used to pay registration fees only for the individual to whom the card is issued. A Purchase Order may be used to pay registration fees. Be sure to include the following items with the Purchase Order Request: o Copy of Registration approved by supervisor o Copy of TDE approved by supervisor and area superintendent/chief officer As a last resort, the traveler may pay the registration fee with cash, check, or personal credit card and be reimbursed after travel. o The bookkeeper would be required to complete an Employee Reimbursement Voucher (MIS 3473) and submit the form to Accounts Payable along with the original receipt. o A school may choose to reimburse the individual using its Petty Cash account in lieu of the Employee Reimbursement Voucher if the amount is less than $50. No reimbursements may be obtained until after travel is complete. Registration Fees (Out-of-County Travel) A District VISA Purchasing card may be used to pay registration fees only for the individual to whom the card is issued. A Purchase Order may be used to pay registration fees. Be sure to include the following items with the Purchase Order Request: o Copy of Registration approved by supervisor o Copy of TDE approved by supervisor and area superintendent/chief officer As a last resort, the traveler may pay the registration fee with cash, check, or personal credit card and be reimbursed after travel. o The registration fee will be listed on the Out-of-County Travel Reimbursement Form. No reimbursements may be obtained until after travel is complete. All Other Expenses (In-County and Out-of-County Travel) Any other travel expenses must have been incurred as a necessary travel expense in order to be reimbursed. The original receipt(s) must be filed with the reimbursement form. Allowable expenses include: o Taxi fares (Out-of-County) o Highway and bridge tolls (In-County and Out-of-County Travel) o Telephone and telegram expenses (business related) (Out-of-County Travel) Books and/or Supplies (In-County and Out-of-County Travel) Books and/or supplies for classroom use available at workshop/conferences should be purchased in the following manner: o Obtain item number, description, and price from vendor at the workshop/conference. o Return to the school/department to receive permission to purchase.

12 School District of Okaloosa County Travel Procedures Revised 07/01/2006 o Bookkeeper will then purchase the item using a District VISA Purchasing Card or Purchase Order. If the item is available only at the time of the workshop/conference, the individual may purchase the item (with prior approval from the principal/department head) and request to be reimbursed. o The bookkeeper would be required to complete an Employee Reimbursement Voucher (MIS 3473) and submit the form to Accounts Payable along with the original receipt. o A school may choose to reimburse the individual using its Petty Cash account in lieu of the Employee Reimbursement Voucher if the amount is less than $50. Travel Paid With Internal Funds: The same Travel Guidelines apply to all travel, even that being funded by internal funds. The TDE (District personnel only) and Travel Reimbursement Forms must be completed and kept at the school level rather than being submitted to the District Office. The Travel Reimbursement Form should be used a backup for the reimbursement check. If internal funds will be used to purchase meals for students on a field trip, the sponsor may receive an advance of these funds. He/she would then have students sign a form acknowledging receipt of the funds. This form would be returned to the bookkeeper to be used as backup for the check advance. County meal allowances would be followed. There are certain circumstances which allow the use of the District Car Rental Card and a District VISA Purchasing Card when using Internal Funds. These situations are illustrated below. Rental Vehicles A group may use the District Car Rental Card (AVIS as of July 2003) when traveling expenses will be paid using Internal Funds. When travel is complete, the sponsor must complete a Check Request to reimburse the District for the cost of the rental car. The bookkeeper will then send the check, Cash/Refund Transmittal Form (MIS 3218), and car rental receipt to Accounts Payable. Student Hotel Rooms Preferred Method: o The bookkeeper may use his/her VISA card to guarantee student room(s). This may also be accomplished by the sponsor with his/her personal credit card. o The sponsor should then ask the hotel to fax payment information to the school so as to request an Internal Funds check in advance. Alternate Method: o The bookkeeper may make a reservation for student hotel rooms using his/her District VISA Purchasing Card. o If payment is being made with this card, the hotel must call the bookkeeper to review the charges and receive authorization before actually charging the card. o After travel is complete, the sponsor must complete a Check Request to reimburse the District for the cost of the hotel.

13 School District of Okaloosa County Travel Procedures Revised 07/01/2006 o The bookkeeper will then send the check and Cash/Refund Transmittal Form (MIS 3218) to Accounts Payable. o When the appropriate VISA bill is paid, a copy of the Cash/Refund Transmittal Form (MIS 3218) should be submitted to Purchasing with the Purchase Order Request to verify that Internal Funds actually paid the charge.

14 COST CENTER TO COST CENTER MILEAGE CHART MILEAGE BAO CARVER HILL ANTIOCH BAKER BLUEWATER BOBSIKES BRUNER CHEROKEE CHOCTAW CRESTVIEW DAVIDSON DESTIN ELEM DESTIN MID EDGE EDWINS ELLIOTT PT FLOROSA FWHS KENWOOD LAUREL HILL LEWIS LONGWOOD MARY ESTHER MEIGS NEW HEIGHTS NICEVILLE NORTHWOOD OATC OAK HILL OCEAN CITY OWCC PLEW PRYOR RICHBOURG RUCKEL SHALIMAR SILVER SANDS SOUTHSIDE VALPARAISO WALKER WRIGHT DJJ BAO CARVER HILL ANTIOCH BAKER BLUEWATER BOB SIKES BRUNER CHEROKEE CHOCTAW CRESTVIEW DAVIDSON DESTIN ELEM DESTIN MID EDGE EDWINS ELLIOTT PT FLOROSA FWHS KENWOOD LAUREL HILL LEWIS LONGWOOD MARY ESTHER MEIGS NEW HEIGHTS NICEVILLE NORTHWOOD OATC OAK HILL OCEAN CITY OWCC PLEW PRYOR RICHBOURG RUCKEL SHALIMAR SILVER SANDS SOUTHSIDE VALPARAISO WALKER WRIGHT DJJ DO NOT USE SEE NEW CHART AS OF 3/1/12 10

15 In-County Travel Reimbursement Form

16 School District of Okaloosa County Travel Procedures Revised 07/01/2006 IN-COUNTY TRAVEL REIMBURSEMENT FORM Instructions for Completion Reimbursement for in-county travel expenses may be obtained by filing an In-County Travel Reimbursement Form (MIS 3042) with Accounts Payable. If a second page is required, In- County Travel Reimbursement Continuation Form (MIS 3042C) must be used. Please complete all forms using BLUE ink. Reimbursement may be requested when the total due is $25.00 or more. Should travel expense be less than $25.00, reimbursement may be requested to be paid in December or by the second Tuesday in June of each year. An In-County Travel Reimbursement Form and Continuation Form follow and should be completed as indicated by the letters (A, etc) below. A completed sample is also included for reference. See travel option details in section entitled Travel Guidelines. (A) PERSONAL INFORMATION: Complete all personal information at top of form. (B) TRIP INFORMATION: (B1) Enter date of trip (B2) Enter the beginning point of the trip (B3) Enter the destination (B4) Enter the purpose of the trip, such as conference, meeting, bank deposit, etc. (B5) Enter mileage based on: o Cost Center to Cost Center Use the mileage chart provided with the Travel Guidelines. o All Other In-County Travel Use Internet sites ( or to calculate mileage and attach printout to the reimbursement form. Enter return trip on a separate line (C) MILEAGE PAGE 1 Enter total of mileage for page 1. (D) MILEAGE CONTINUATION FORMS (D1) Enter number of continuation forms used, if applicable. (See instructions below for completing continuation forms.) (D2) Enter total of mileage for all continuation forms, (E) COMPLETING TOTALS (E1) Add mileage in (C) and (D2) and enter. (E2) Multiply mileage in (E1) by the current rate on the form and enter. (E3) Enter total of bridge tolls and attach receipts. (E4) Add mileage allowance (E2) and tolls (E3) and enter. 11

17 School District of Okaloosa County Travel Procedures Revised 07/01/2006 (F) SIGNATURES All travel reimbursement requests must be signed and dated by the Requestor and the Principal/Department Head before the travel voucher can be processed. (G) CHARGE TO: Funding information must be completed. USING THE CONTINUATION FORM: Use the Continuation Form if more than one page is needed to reach the $50.00 minimum for reimbursement. (H1) Complete personal information at top of form (H2) Enter date of trip (H3) Enter the beginning point of the trip (H4) Enter the destination (H5) Enter the purpose of the trip, such as conference, meeting, etc. (B5) Enter mileage based on: o Cost Center to Cost Center Use the mileage chart provided with the Travel Guidelines. o All Other In-County Travel Use Internet sites ( or to calculate mileage and attach printout to the reimbursement form. Enter return trip on a separate line (H7) Total each Continuation Form individually. 12

18 SCHOOL DISTRICT OF OKALOOSA COUNTY IN-COUNTY TRAVEL REIMBURSEMENT FORM (Please Print) MIS 3042 PAGE 1 OF 2 REV 07/2003 PAGE OF (A) (A) NAME SOCIAL SECURITY NUMBER MONTH(S) (A) HOME/MAILING ADDRESS (A) SCHOOL / DEPARTMENT (A) Are you an employee of the Okaloosa County School District? (Yes /No) (A) DATE POINT OF BEGINNING (FROM) DESTINATION (TO) (B1) (B2) (B3) PURPOSE (B4) MILES (B5) *CONTINUATION FORM (MIS 3042C) SHOULD BE USED FOR ANY ADDITIONAL PAGES. MILEAGE - PAGE 1 (C) NUMBER OF CONTINUATION FORMS ATTACHED: (D1) *MILEAGE - CONTINUATION FORMS + (D2) TOTAL MILEAGE - ALL PAGES = (E1) CHARGE TO: MILEAGE X $0.29 PER MILE (E2) FUND: (G) FUNCTION: (G) OBJECT: 0330 BRIDGE TOLLS (ATTACH RECEIPTS) + (E3) CENTER: (G) PROJECT: (G) REQ. NO. (G) TOTAL AMOUNT DUE (MILEAGE + TOLLS) = (E4) (10) Florida Statues (10) FRAUDULENT CLAIMS.--Claims submitted pursuant to this section shall not be required to be sworn to before a notary public or other officer authorized to administer oaths, but any claim authorized or required to be made under any provision of this section shall contain a statement that the expenses were actually incurred by the traveler as necessary travel expenses in the performance of official duties and shall be verified by a written declaration that it is true and correct as to every material matter; and any person who willfully makes and subscribes any such claim which he or she does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the the preparation or presentation under the provisions of this section of a claim which is fraudulent or is false as to any material matter, whether or not such falsity or fraud is with the knowledge or consent of the person authorized or required to present such claim, is guilty of a misdemeanor of the second degree, punishable as provided in s or s Whoever shall receive an allowance or reimbursement by means of a false claim shall be civilly liable in the amount of the overpayment for the reimbursement of the public fund from which the claim was paid. I HEREBY CERTIFY OR AFFIRM THAT THE ABOVE EXPENSES WERE ACTUALLY INCURRED BY ME AS NECESSARY TO TRAVELING EXPENSES IN THE PERFORMANCE OF MY OFFICIAL DUTIES, AND CONFORMS IN EVERY RESPECT WITH THE REQUIREMENTS OF SECTION FLORIDA STATUTES. (F) (F) APPROVED: PRINCIPAL/DEPARTMENT HEAD SIGNATURE DATE REQUESTOR'S SIGNATURE DATE 13

19 SCHOOL DISTRICT OF OKALOOSA COUNTY IN-COUNTY TRAVEL REIMBURSEMENT FORM - CONTINUATION FORM (Please Print) MIS 3042 PAGE 2 OF 2 REV 07/2003 PAGE OF (H1) (H1) NAME SOCIAL SECURITY NUMBER MONTH(S) (H1) DATE POINT OF BEGINNING (FROM) DESTINATION (TO) PURPOSE MILES (H2) (H3) (H4) (H5) (H6) ENTER TOTAL MILEAGE OF ALL CONTINUATION FORMS ON PAGE 1 WHERE INDICATED TOTAL MILEAGE THIS SHEET (H7) 14

20 SCHOOL DISTRICT OF OKALOOSA COUNTY IN-COUNTY TRAVEL REIMBURSEMENT FORM (Please Print) PAGE 1 OF 2 MIS 3042 PAGE 1 OF 2 REV 07/2003 Jane Doe August December 2003 NAME SOCIAL SECURITY NUMBER MONTH(S) 123 Main Street, Niceville, FL Valparaiso Elementary HOME/MAILING ADDRESS SCHOOL / DEPARTMENT Are you an employee of the Okaloosa County School District? (Yes /No) Yes DATE POINT OF BEGINNING (FROM) DESTINATION (TO) PURPOSE MILES 8/28/2003 Valparaiso Elementary Ruckel Middle Conference /28/2003 Ruckel Middle Valparaiso Elementary (Return) /31/2003 Valparaiso Elementary Ruckel Middle Conference /31/2003 Ruckel Middle Bluewater Elementary Conference /31/2003 Bluewater Elementary Valparaiso Elementary (Return) /7/2003 Valparaiso Elementary Bay Area Office Meeting /7/2003 Bay Area Office Valparaiso Elementary (Return) /29/2003 Valparaiso Elementary Carver Hill Meeting /29/2003 Carver Hill Valparaiso Elementary (Return) /5/2003 Valparaiso Elementary Bluewater Elementary Conference /5/2003 Bluewater Elementary Valparaiso Elementary (Return) /9/2003 Valparaiso Elementary Bluewater Elementary Conference /9/2003 Bluewater Elementary Valparaiso Elementary (Return) /10/2003 Valparaiso Elementary Ruckel Middle Student Hearing Aid Check /10/2003 Ruckel Middle Bluewater Elementary Student Hearing Aid Check /10/2003 Bluewater Elementary Valparaiso Elementary (Return) /17/2003 Valparaiso Elementary Ruckel Middle Student Hearing Aid Check /17/2003 Ruckel Middle Valparaiso Elementary (Return) /24/2003 Valparaiso Elementary Ruckel Middle Student Hearing Aid Check /24/2003 Ruckel Middle Valparaiso Elementary (Return) 3.00 *CONTINUATION FORM (MIS 3042C) SHOULD BE USED FOR ANY ADDITIONAL PAGES. MILEAGE - PAGE NUMBER OF CONTINUATION FORMS ATTACHED: 1 *MILEAGE - CONTINUATION FORMS TOTAL MILEAGE - ALL PAGES = CHARGE TO: MILEAGE X $0.29 PER MILE $ FUND: FUNCTION: OBJECT: 0330 BRIDGE TOLLS (ATTACH RECEIPTS) + $ - CENTER: PROJECT: REQ. NO. TOTAL AMOUNT DUE (MILEAGE + TOLLS) = $ (10) Florida Statues (10) FRAUDULENT CLAIMS.--Claims submitted pursuant to this section shall not be required to be sworn to before a notary public or other officer authorized to administer oaths, but any claim authorized or required to be made under any provision of this section shall contain a statement that the expenses were actually incurred by the traveler as necessary travel expenses in the performance of official duties and shall be verified by a written declaration that it is true and correct as to every material matter; and any person who willfully makes and subscribes any such claim which he or she does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the the preparation or presentation under the provisions of this section of a claim which is fraudulent or is false as to any material matter, whether or not such falsity or fraud is with the knowledge or consent of the person authorized or required to present such claim, is guilty of a misdemeanor of the second degree, punishable as provided in s or s Whoever shall receive an allowance or reimbursement by means of a false claim shall be civilly liable in the amount of the overpayment for the reimbursement of the public fund from which the claim was paid. I HEREBY CERTIFY OR AFFIRM THAT THE ABOVE EXPENSES WERE ACTUALLY INCURRED BY ME AS NECESSARY TO TRAVELING EXPENSES IN THE PERFORMANCE OF MY OFFICIAL DUTIES, AND CONFORMS IN EVERY RESPECT WITH THE REQUIREMENTS OF SECTION FLORIDA STATUTES. APPROVED: PRINCIPAL/DEPARTMENT HEAD SIGNATURE DATE REQUESTOR'S SIGNATURE DATE 15

21 SCHOOL DISTRICT OF OKALOOSA COUNTY IN-COUNTY TRAVEL REIMBURSEMENT FORM - CONTINUATION FORM (Please Print) PAGE 2 OF 2 MIS 3042 PAGE 2 OF 2 REV 07/2003 Jane Doe August December 2003 NAME SOCIAL SECURITY NUMBER MONTH(S) DATE POINT OF BEGINNING (FROM) DESTINATION (TO) PURPOSE MILES 11/17/2003 Valparaiso Elementary Bluewater Elementary Student Hearing Aid Check /17/2003 Bluewater Elementary Ruckel Middle Student Hearing Aid Check /17/2003 Ruckel Middle Valparaiso Elementary (Return) /5/2003 Valparaiso Elementary Bluewater Elementary Conference /5/2003 Bluewater Elementary Valparaiso Elementary (Return) 8.00 ENTER TOTAL MILEAGE OF ALL CONTINUATION FORMS ON PAGE 1 WHERE INDICATED TOTAL MILEAGE THIS SHEET

22 Out-of-County Travel Reimbursement Form

23 School District of Okaloosa County Travel Procedures Revised 07/01/2006 OUT-OF-COUNTY TRAVEL REIMBURSEMENT FORM Instructions for Completion Reimbursement for out-of-county travel expenses may be obtained by filing an Out-of-County Travel Reimbursement Form (MIS 3041) with Accounts Payable. Please complete all forms using BLUE ink. A copy of the agenda and an original Temporary Duty Elsewhere Form (MIS 5085), approved by the individual s principal/department head and the area superintendent/chief officer, must be included. Details in regard to the TDE form may be found in the section entitled Temporary Duty Elsewhere. All expenses relating to a trip must be listed on MIS 3041 Out-of-County Travel Reimbursement Form, including those paid directly by the District. Two columns are provided to easily tally the District s direct expenses and the individual s expenses requiring reimbursement. Please note Option 3 under Travel Expenses is listed separately as this item is paid through payroll. All expenses claimed for reimbursement must be substantiated with paid tickets or paid invoices. The only exceptions to this rule are the meal allowance and a claim for per diem. An Out-of-County Travel Reimbursement Form follows and should be completed as indicated by the letters (A, etc) below. Three sample situations and sample forms are also included for reference. See travel option details in section entitled Travel Guidelines. (A) PERSONAL INFORMATION: Complete all personal information at top of form. (B) DESTINATION AND PURPOSE OF TRIP: Complete as indicated, being sure to include date and time of departure and return. (C) LODGING INFORMATION: (C1) Complete as indicated (C2) Be sure to list names of public employees sharing room. (D) TRANSPORTATION: (D1) Air Fare o Enter the name of the company. o If paid personally, enter the ticket amount in the Individual column. o If paid using the District VISA Purchasing card, enter the amount in the District column. (D2) Rental vehicle o Enter the name of the rental company. o If paid personally, enter amount in Individual column. o If paid with District AVIS card, enter amount in District column. (D3) Passenger o The individual was a passenger in a car and is not claiming mileage. o List the name of the driver. 17

24 School District of Okaloosa County Travel Procedures Revised 07/01/2006 (D4) Auto o The individual drove his/her personal car. o The trip to the activity should be listed on one line, and the return trip should be entered on a separate line. Vicinity miles (official business only) must be listed separately. (For example: Valparaiso to Tallahassee, Tallahassee to Valparaiso, Vicinity Miles) o Enter date of departure, point of departure, destination, miles, and cost (multiply miles by the current rate on the form). Mileage will be paid City to City using Internet sites ( or to calculate mileage. The printout will need to be attached to the reimbursement form. o Enter date of return, point of departure, destination, miles, and cost (multiply miles by the current rate on the form). o Add total mileage and enter in Individual column. o Passenger(s) name(s) should be listed where indicated. (E) REGISTRATION FEE, PARKING FEE, TOLL, ETC.: Itemize each expense on line provided. Enter total of other expenses under appropriate column, depending on whether individual or District paid directly. MEALS AND/OR LODGING EXPENSES: (F) OPTION 1 PER DIEM (Out-of-County Overnight ONLY) Enter number of days per diem claimed to the nearest quarter day. Multiply by $50 and enter in Individual column. (G) OPTION 2 - MEALS AND LODGING (Out-of-County Overnight ONLY) (G1) Enter number of meals allowed per District policy. Multiply as indicated and enter amount in Individual column. (G2) Enter number of nights in hotel. (G3) If lodging paid personally, enter the amount in the Individual column. If lodging paid by District VISA Purchasing card, enter the amount in the District column. (H) TOTAL THE INDIVIDUAL EXPENSES TO BE REIMBURSED BY ACCOUNTS PAYABLE (T1). (I) OPTION 3 MEALS (Out-of-County Day Trip May NOT be used for In-County) (I) Enter number of meals allowed per District policy. Multiply as indicated and enter amount in Individual column. If Option 3 is chosen, this will be a separate total as indicated on the form. Reimbursement will be included in payroll check. (J) TOTAL THE INDIVIDUAL EXPENSES TO BE REIMBURSED (T1 + T2). (K) TOTAL THE EXPENSES PAID DIRECTLY BY THE DISTRICT (T3). (L) ADD ALL EXPENSES FOR TOTAL TRAVEL EXPENSE (T1 + T2 + T3). (M) CHARGE REIMBURSEMENT TO: 18

25 School District of Okaloosa County Travel Procedures Revised 07/01/2006 Funding information must be completed. As of this date, the Trip Number rule has not been instituted. (N) COMMENT TO CLARIFY THIS REQUEST: Complete as needed (O) TDE APPROVED BY: Enter name of Area Superintendent or Chief Officer who approved trip. (P) SIGNATURES All travel reimbursement requests must be signed and dated by the Requestor and the Principal/Department Head before the travel voucher can be processed. (See the following pages for sample situations.) 19

26 School District of Okaloosa County Travel Procedures Revised 07/01/2006 The following are sample out-of-county travel situations: SAMPLES #1 AND #2: Jane Doe and Cindy Bear are teachers at Valparaiso Elementary. They each completed TDEs requesting permission to attend the State Conference for Teachers of the Hearing Impaired in Tallahassee on September 22 and September 23, Both TDEs were approved by the Principal of Valparaiso Elementary and the Area Superintendent Central Zone. Jane and Cindy had registration fees of $ each which were paid ahead of time using a County Purchase Order. In order to travel by the most economical means, Jane Doe and Cindy Bear decided to travel and room together. Jane drove her personal car to Tallahassee (162 miles), leaving Niceville on September 22 at 7:00 a.m. Jane and Cindy checked in to the Fairfield Inn, presenting the District s Tax Exempt Certificate. They attended the conference on September 22 and September 23. The conference provided no meals. When they checked out, Jane paid the $75.00 hotel bill with her personal credit card. They returned to Niceville at 7:00 p.m. on September 23, Sample #1 - Out-of-County Travel Overnight, Lodging & Transportation Expenses The sample Out-of-County Travel Reimbursement Form for Jane Doe follows. Please note the following: Jane included the times of her departure and return; this information is necessary when calculating meal allowance. Jane noted that she both rode and roomed with Cindy Bear; when Cindy Bear completes her form, she will note the same. This serves as a cross-reference and helps provide the true cost of the travel. Transportation - She marked Auto and lists the trip to Tallahassee and the return trip to Niceville on separate lines. Registration Fee, etc. - The Registration Fee which was paid with a PO is included on the form note it is listed under the District s column. Meals and/or Lodging - Jane was able to use Option 2 because her expenses for meals and lodging were greater than the $50.00 per diem offered in Option 1. o Her meal allowance is based on time of departure and return; in addition, she provided an agenda to verify no meals were included in her conference. Meals are figured as follows: 9/22/03 Breakfast No (left after 6:00 a.m.) Lunch Yes Dinner Yes 9/23/03 Breakfast Yes Lunch Yes Dinner No (returned before 8:00 p.m.) o The number of meals are entered on the form and the meal allowance is figured accordingly (Breakfast - $3.00, Lunch - $6.00, Dinner - $12.00). o She notes the number of nights she spent in the hotel and the cost of the hotel under the Individual column as she paid for the room with her personal credit card. 20

27 School District of Okaloosa County Travel Procedures Revised 07/01/2006 All items in the Individual column are added to achieve the figure T1 Total to be Reimbursed to Individual via Accounts Payable. Her total is $ (Mileage - $93.96, Meals - $27.00, Lodging - $75.00). Note Option 3 is not included in this total; this option is strictly for day trip meals and is paid through Payroll. T1 and T2 (not applicable in this case) are added and entered in Total Expenses to be Reimbursed to Individual. The Total Expenses Paid Directly by District (T3) are added and entered (Registration - $100.00). The Total Travel Expense is then figured by adding T1, T2, and T3 ($295.96). Sample #2 - Out-of-County Travel Overnight, No Lodging & Transportation Expenses The sample Out-of-County Travel Reimbursement Form for Cindy Bear follows. Please note the following: Cindy included the times of her departure and return; this information is necessary when calculating meal allowance. Cindy noted that she both rode and roomed with Jane Doe; when Jane Doe completes her form, she will note the same. This serves as a cross-reference and helps provide the true cost of the travel. Transportation - She marked Passenger and lists Jane Doe as the driver. Registration Fee, etc. - The Registration Fee which was paid with a PO is included on the form note it is listed under the District s column. Meals and/or Lodging - Cindy could not use Option 1 as she had no lodging expense; therefore, she had to use Option 2 to claim her meal allowance. She cannot use Option 3 Meals because Option 3 is only for day trips. o Her meal allowance is based on time of departure and return; in addition, she provided an agenda to verify no meals were included in her conference. Meals are figured as follows: 9/22/03 Breakfast No (left after 6:00 a.m.) Lunch Yes Dinner Yes 9/23/03 Breakfast Yes Lunch Yes Dinner No (returned before 8:00 p.m.) o The number of meals are entered on the form and the meal allowance is figured accordingly (Breakfast - $3.00, Lunch - $6.00, Dinner - $12.00). o She does not list the lodging expense as this information is on Jane Doe s form. All items in the Individual column are added to achieve the figure T1 Total to be Reimbursed to Individual via Accounts Payable. Her total is $27.00 (Meals - $27.00). Note Option 3 is not included in this total; this option is strictly for day trip meals and is paid through Payroll. T1 and T2 (not applicable in this case) are added and entered in Total Expenses to be Reimbursed to Individual. The Total Expenses Paid Directly by District (T3) are added and entered (Registration - $100.00). The Total Travel Expense is then figured by adding T1, T2, and T3 ($127.00). 21

28 School District of Okaloosa County Travel Procedures Revised 07/01/2006 SAMPLE #3: Joe Cool is a reading teacher at Valparaiso Elementary. He completed a TDE requesting permission to attend a Reading Workshop in Pensacola on September 22, The TDE was approved by the Principal of Valparaiso Elementary and the Area Superintendent Central Zone. Joe paid a $50.00 registration fee at the conference. He left Niceville at 7:00 a.m. the morning of September 22, and drove his own car the 65 miles to Pensacola. The conference did not provide lunch. He returned to Niceville at 6:00 p.m. on the same day Sample #3 - Out-of-County Travel Day Trip The sample Out-of-County Travel Reimbursement Form for Joe Cool follows. Please note the following: Joe included the times of his departure and return; this information is necessary when calculating meal allowance. Transportation - He marked Auto and lists the trip to Pensacola and the return trip to Niceville on separate lines. Registration Fee, etc. - The Registration Fee was paid by Joe personally at the conference; therefore, it is listed in the Individual column for reimbursement. Of course, Joe remembered to ask for a receipt. Meals and/or Lodging - Joe could not use either Option 1 or Option 2 as he did not travel overnight. Option 3 Meals is the only option which may be used for day trips. o His meal allowance is based on time of departure and return; in addition, he provided an agenda to verify no meals were included in his conference. Meals are figured as follows: 9/22/03 Breakfast No (left after 6:00 a.m.) Lunch Yes Dinner No (returned before 8:00 p.m.) o The number of meals are entered on the form and the meal allowance is figured accordingly (Breakfast - $3.00, Lunch - $6.00, Dinner - $12.00). All items in the Individual column are added to achieve the figure T1 Total to be Reimbursed to Individual via Accounts Payable. His total is $87.70 (Mileage - $37.70, Registration - $50.00). Option 3 is a separate total (T2) as this amount is paid by Payroll. T1 and T2 are added and entered in Total Expenses to be Reimbursed to Individual. The Total Expenses Paid Directly by District (T3) are added and entered, in this case zero. The Total Travel Expense is then figured by adding T1, T2, and T3 ($93.70). 22