Levelland I.S.D. Travel Manual

Levelland I.S.D. Travel Manual Levelland Independent District 704 11th Street Levelland, TX 79336 806-894-9628 806-894-2583 Fax www.levellandisd.net

Employee Travel Table of Contents 1. Employee Travel... 3 2. Transportation... 4 3. Use of Personal Vehicle for Homebound Services... 5 4. Rental of Vehicle.. 6 5. Meal Allowances.. 6 6. Registration.. 7 7. Lodging 7 8. Spouse/Children Accompanying Traveler 8 9. Parking. 9 10. Other Incidental Expenses 9 Student Travel 1. Student Travel General Instruction.. 10 2. Transportation. 10 3. Vehicle Rental for Student Travel to Competition. 11 4. Meal Allowance.. 12 5. Registration/Dues/Conference Fees 12 6. Lodging.. 12 7. Parking 13 8. Other Incidental Expenses.. 13 9. Reimbursement to Employee.. 13 10. Reimbursement to Levelland.. 14 Addendum 1. Out of State Travel Policy... 16 2

Levelland Independent District Business Procedures Manual Section 1 Employee Travel 1. Employee Travel 1.1. All Levelland ISD Employee travel must be in compliance with District Policy DEE (Local) and DMD (Local). 1.2. Traveler initiates travel by completing the Employee Travel Request Form located on the LISD Business Office webpage under Travel Forms. Please complete the entire form for all the estimated travel expenses including meals, registration, lodging, parking, etc. If employee has already registered for conference, etc., please notate that on form. 1.2.1 Traveler must provide top 3 hotel choices with phone numbers. 1.3. Employee Travel Request Form and documentation must be received by the Business Office no later than (3 weeks) 15 business days prior to the travel date or conference registration deadline, whichever is earlier. 1.4. Employees using budgeted funds, grant funds or activity funds for attendance to a convention/conference should forward the completed Employee Travel Request Form to the appropriate administrator (Principal/Director) for approval, who then forwards the request to the Business Office for final approval and processing. 1.5. Principals should forward their Travel Request Form to the Business Office for final approval and processing. 1.6. Travel using funds other than budgeted funds or activity funds (i.e. grants/special revenue funds), must have the approval of the administrator with jurisdiction over those funds prior to forwarding to the Business Office for final approval and processing. 1.7. It is NECESSARY to provide proof of fees prior to travel (registration, parking, hotel, etc). You will be responsible for providing original receipts for all expenses while conducting school business along with an itinerary of conference/training upon return of travel. These receipts will need to be attached to a completed Travel Expense Report within (five) 5 business days of travel. (Meal receipts are not required.) 3

2. Transportation 2.1. To request a school vehicle go, to the Levelland ISD Business Office webpage and download vehicle request form. Once completed, submit to the Director of Personnel & Administration for approval. Vehicle request must be submitted (3 weeks) 15 business days prior to departure date. If you have any questions or concerns about vehicle request, contact the transportation office. 2.2. The mode of transportation is the one in the district s best interest. It should be the most cost effective mode. 2.3. Carpooling is required if multiple employees are traveling to the same location. 2.4. The rate of reimbursement for the employee s personally owned motor vehicle is based on the state-approved rate, if a school vehicle is not available for use. 2.5. If a school vehicle is available for use and you choose to conduct school business using your personal vehicle, you will be reimbursed for your mileage at a rate of $0.54/mile ONLY IF prior approval has been obtained from the business office. If multiple employees are in one vehicle, only the driver will be reimbursed mileage. 2.6. MapQuest is used for computing miles traveled by automobile along with the cost of the most economical airline ticket. 2.6.1 Whichever is more cost effective for the district will be implemented. 2.7. Business Office will make all airline reservations. Employee must provide a copy of their current driver's license in order for the Business Office to make airline reservations. 2.8. The maximum allowable for travel on official school business may not exceed the amount of the standard airline fare to that location. 2.9. Reservations through the internet are NOT acceptable. 2.10. The cost of airport parking incurred while on official business or parking fees required for transaction of school business is allowed, no additional expense incidental to the operation of such motor vehicles shall be allowed. 2.11. Receipts are required for monies expended for railroad, tolls, air, taxi, parking fees, etc. 4

3. Use of Personal Vehicle for Homebound Services 3.1. The Miscellaneous Mileage Reimbursement must be completed by employees to claim approved mileage reimbursement. This information comes from MapQuest. 3.1.1. All mileage reported should be based on MapQuest. 3.1.2. Never report miles driven to and from home to your primary work location. 3.1.3. If you begin your workday at your primary work location, begin reporting miles from that point using MapQuest. 3.1.4. If you begin your workday at a temporary work location, you may report miles from your home to that location or miles from your primary work location to that location, whichever results in the shortest travel distance reported. 3.1.5. Record the miles from each work location to the next using MapQuest. 3.1.6. If you end your workday at a temporary work location, you may report miles from your location to your primary work location or to your home, whichever results in the shortest travel distance reported. 3.1.7. The signature of the supervisor on the Homebound Irregular Pay/Travel Expense Form indicates that the report has been verified for the validity of the activity and that payment is authorized. 3.1.8. The intent of the mileage reimbursement is to reimburse for all actual business miles driven in excess of the commuting miles from your home to your primary work location and back. If there are no miles driven in excess of normal commuting miles, no reimbursement is due. 3.2. When an employee uses his/her personal vehicle and is reimbursed for mileage, reimbursement is not made for gasoline since it is already included in the mileage rate allotted. Mileage is calculated using MapQuest / or actual odometer readings. 3.3. When a Levelland ISD employee drives his/her personally owned vehicle, no matter how many passengers, the primary policy of coverage will be his/her own auto policy. The employee s personal auto policy will be fully utilized for any and all comprehensive, collision, or liability claims. If a lawsuit is brought against the employee and/or the school district, the employee s personal auto policy will settle and/or defend all parties involved. The Texas Tort Law limits the amount of employee s liability to $100,000. 5

4. Rental of Vehicle for Levelland ISD Business 4.1. Levelland ISD is exempt from paying state sales tax in Texas when renting a vehicle for business purposes. Motor Vehicle Tax Exemption Certificate is available on LISD Webpage. 4.2. Gasoline expense is reimbursable when using a rental car. A receipt is required for reimbursement. 4.3. The Levelland ISD Automobile Insurance Policy (AP) will cover all liability and physical damage if the Levelland ISD driver is at fault. If the other driver is at fault, then his/her auto policy should be primary. 5. Meal Allowances 4.3.1. The Levelland ISD AP does not cover other physical damage caused by national disaster, vandalism or theft. The additional coverage offered by the rental company would pay for those damages. 4.3.2. You will be responsible for all vehicle rentals after approved. 5.1. The number of meals to be rendered will depend on the date and times of departure. The allowance for meals is based on the current M&IE state-approved per diem meal rate in effect at the time of the trip, this is subject to change. Breakfast will be paid on the day of departure if departing before 7:00 a.m. Dinner will be paid on the returning day if arriving after 7:00 p.m. 5.1.1. Meal money for students is $8.00 per student per meal. 5.1.2. Meal money for LISD employee sponsor, Non-LISD employee sponsor, & bus drivers is $12.00 per meal per sponsor/bus driver. 5.1.3. When requesting meal money for out of town trips include meal money for the bus driver. Include the bus driver if you charge meals as well. Bus driver meals do not come out of your budget. 5.1.4. A Travel Expense Form is attached to all meal money checks involving students/sponsors/bus drivers. Each individual upon receiving meal money must sign the Travel Expense Form and the form must be turned in after each trip. 5.2. Meals for day trips will not be reimbursed for employees when traveling without students. 5.3. Once the Employee Travel Request Form is approved by the Business Office, meal check is processed and ready to be picked up 2 to 3 days prior to the departure date by the designated traveler as indicated on the form. 5.4. District, State and Federal Funds: 6

6. Registration 7. Lodging 5.4.1. If a meal is provided at a function being attended, such as a banquet included in the conference registration, that meal will not be eligible for reimbursement. 5.4.2. Reimbursement for alcoholic beverages is strictly prohibited. 6.1. Submit the completed Employee Travel Request Form approved by the principal/director along with the documentation showing the amount of the registration fee to the Business Office for approval. Registration form and check will be distributed as marked on the travel request. 6.1.1. If the employee has personally paid for the conference/workshop, request for registration reimbursement must be submitted on a Travel Expense Report along with original paid receipt, and proof of attendance. 6.1.2. If the original paid receipt is not provided, a copy of the front and back of the employee s cancelled personal check, a copy of the conference flyer (which shows the registration fee) and proof of attendance must be provided. 6.1.3. Or, if the original paid receipt is not provided and the payment was made by credit card or debit card, a copy of the employee s credit/debit statement showing the expense incurred by the traveler, a copy of the conference flyer (which shows the registration fee), and proof of attendance must be provided. 6.1.4. Registration through the Internet will need the same documentation as 6.1.3 above. 7.1. District, State and Federal Funds: 7.1.1. Hotel rates vary, and every effort should be made to obtain the most economical and practical accommodations available considering the purpose of the meeting. Higher hotel rates may be considered at the conference host hotel if there is a safety concern or if it proves to be an economical advantage for the district. Prior approval is required before traveling. This is not to accommodate for late deadlines. 7.1.2. Lodging rates allowable are found by going to the U.S. General Services Administration s (GSA) website at www.gsa.gov. The district will attempt to reserve lodging for an employee's travel cost up to the allowable maximum if possible. If the destination is in Texas and is not listed on the GSA site, the posted allowable rates on the Comptroller s website are to be used. 7

7.1.3. Double occupancy is encouraged when possible. 7.1.4. Original, itemized receipts are required. 7.1.5. Obtain a zero balance receipt when departing the hotel. 7.1.6. Amounts in excess of the above limits are the responsibility of the employee. 7.2. In Texas, a Hotel Tax Exemption Certificate must accompany payment to the hotel to avoid paying state taxes. This certificate will be included with your hotel payment or may be located on our school website under travel forms. 7.2.1. When checking into the hotel, provide the clerk with the Hotel Tax Exemption Certificate. 7.2.2. Upon checkout, review the billing to ensure that state sales tax was not charged. 7.2.3. Levelland ISD will not provide reimbursement for state sales tax (unless traveling outside of Texas). 7.2.4. County and municipal hotel occupancy taxes may be reimbursed. 7.3. If internet service will be needed to perform school duties while out of town, you must attempt to stay at a hotel that provides internet service at no charge to the district. If this cannot be done, you must submit the estimated charge on your Travel Request Form and submit documentation of fee and get the necessary approvals prior to travel. If this is not done, you will not be reimbursed for the internet charges. 8. Spouse/Children Accompanying Traveler 8.1. In cases where the spouse/children, who are not on official school business, accompany the school official or employee, no expenses for the spouse/children may be included. 8.1.1. Only single standard room rates are to be included in the request for reimbursement. For example, if a double room costs $85.00 per night, and a single room costs $75.00 per night, the employee will be liable for the difference. 8.2. It is not permissible to charge any expenses for the spouse/children to Levelland ISD and later reimburse the district. 8

9. Parking 9.1. Valet parking will be allowed if there are safety concerns, if the size of the vehicle prohibits parking in the garage, or if valet parking & self parking fees are equal, otherwise self parking should be used. 10. Other Incidental Expenses 10.1. Estimate all other applicable expenses including rental, baggage handling etc., that are often associated with conducting official school business. Receipts are required. 10.2. Miscellaneous expenses for incidentals, amusements, non-business telephone calls, or any other unauthorized expense will not be approved. 9

Levelland Independent District Business Procedures Manual Section 2 Student Travel 1.0 Student Travel - General Instructions 1.1 All Levelland ISD student travel should be in compliance with District Policies. 1.2 Traveler initiates travel by completing the Student Travel Request Form located on the Levelland ISD Business Office webpage under Travel Forms. Please complete the entire form for all the estimated travel expenses including meals, registration, lodging, parking, etc. 1.3 Student Travel Request Form and documentation must be received by the Business office no later than (3 weeks) 15 business days prior to the travel date. 1.4 Sponsor/coaches should obtain proper original receipts for the above items and submit them to Business Office with Completed Travel Expense Report within five (5) days of completion of trip. Receipts are not required for meals UNLESS paying for a meal as a group. 1.5 All individuals and groups representing the Levelland ISD in competition requiring an overnight trip must receive written approval from the school principal. 1.6 Each student and parent/guardian will be required to sign the supporting documents that will include a liability waiver, comments regarding conduct requirements, adequacy of chaperones, and other appropriate data. 1.7 The principal/director s office should be provided with a list of all students, teacher/sponsors, parents etc. as well as the itinerary. 1.8 Student Travel paid from campus budgets or activity funds require a principal/director approval. 2.0 Transportation 2.1 Student travel should be in a school owned vehicle for liability purposes. Do not transport students in a personal vehicle if at all possible. 10

2.1.1 To request a school vehicle go, to the Levelland ISD Business Office webpage and download vehicle request form. Once completed, submit to the Director of Personnel & Administration for approval. Vehicle request must be submitted (3 weeks) 15 business days prior to departure date. If you have any questions or concerns about vehicle request, contact the transportation office. 2.2 Toll road fees may only be reimbursed in the instance that the toll road is the most cost effective or efficient route. Official toll road receipts and written justification must be provided as support for the reimbursement. 2.3 When a Levelland ISD employee drives his/her personally owned vehicle, no matter how many passengers, the primary policy of coverage will be his/her own auto policy. The employee s personal auto policy will be fully utilized for any and all comprehensive, collision, or liability claims. If a lawsuit is brought against the employee and/or the school district, the employee s personal auto policy will settle and/or defend all parties involved. The Texas Tort Law limits the amount of employee s liability up to $100,000. 2.4 Contact the business office before making airline reservations. 3.0 Vehicle Rental for Student Travel to Competitions 3.1 For information regarding rentals, contact the business office. 3.2 Contact the business office for bid information for charter bus service for nonschool bus travel. 3.3 Levelland ISD is exempt from the Texas state sales tax, sometimes referred to as motor vehicle tax; however, out-of-state tax is not exempt. 3.4 Levelland ISD is not exempt from property rental tax. 3.5 The Levelland ISD Auto Insurance Policy (AP) will cover all liability and physical damage if the Levelland ISD driver is at fault. If the other driver is at fault, then his/her auto policy should be primary. 3.5.1 The Levelland ISD AP does not cover other physical damage caused by national disaster, vandalism or theft. The additional coverage offered by the rental company would pay for those damages. However, if renting a vehicle out-of-state, please buy the additional coverage offered by the rental company to avoid any problems. 3.5.2 All vehicle rentals should be approved through the Business Office 11

4.0 Meal Allowance for Student Related Trips 4.1 The number of meals to be rendered will depend on the date and times of departure. The allowance for meals is based on the per diem meal rates established by the district in effect at the time of the trip, this is subject to change. Breakfast will be paid on the day of departure if departing before 7:00 a.m. Dinner will be paid on the returning day if arriving after 7:00 p.m. Receipts are not necessary if students are given their allotted monies. If sponsor holds on to money and pays for meal(s) in a group setting then a receipt is required and money not used is to be returned to Business Office with a completed Expense Report within five (5) days of completion of travel. 4.2 Document number of attendees on Student Travel Request Form along with number of meals needed. 4.3 The meals check will be made payable to the Sponsor/Coach submitting the Student Travel Request Form and will be available for pick up 2 to 3 days prior to the departure date by the designated traveler as indicated on the form. 4.4 If the event includes a meal in the registration price, do not include that meal. 4.5 If the hotel that you are staying in provides a breakfast, do not include that meal. 5.0 Registration/Dues/Conference Fees 5.1 Documentation showing the amount of registration/dues/conference fees should accompany the Student Travel Request Form. 5.2 Registration Check will be processed as indicated on the Travel Form (example: send check to me, mail to address) 6.0 Lodging 6.1 Lodging will be paid if the activity involves multiple-day activities. 6.2 Allowable lodging rates are found by going to the U.S. General Services Administration s (GSA) website. If the destination is not on the list, then the standard rate applies for all locations without specified rates. 6.3 In Texas, a Hotel Tax Exemption Certificate must accompany payment to the hotel to avoid paying state taxes. This certificate may be obtained from the business office or may be located on our school website under travel forms. 6.3.1 When checking into the hotel, provide the clerk with the Hotel Tax Exemption Certificate. 6.3.2 Upon checkout, review the billing to ensure that state sales tax was not charged. 12

6.3.3 Levelland ISD will not provide reimbursement for state sales tax (unless traveling outside of Texas). 6.3.4 County and municipal hotel occupancy taxes may be reimbursed. 6.4 Lodging can be held/reserved with a credit card. However, a check will be issued in most cases. 6.5 The lodging check will be made payable to the hotel and will be sent to the requestor. 6.6 Minimum Triple occupancy applies to student travel. 7.0 Parking 7.1 Valet parking will be allowed if there are safety concerns, if the size of the vehicle prohibits parking in the garage, or if valet parking & self parking fees are equal, otherwise self parking should be used. 8.0 Other Incidental Expenses 8.1 Estimate all other applicable expenses including rentals, etc. 9.0 Reimbursement to Employee from Student Travel 9.1 After the completion of travel, submit a Travel Expense Report to include, original receipts for lodging, fees, car rental, gasoline and other miscellaneous expenses as backup documentation for money previously. Forward the documentation along with the expense report to the Business Office within five (5) days of trip completion. Meal receipts are required if paying for a meal as a group. This form should reflect ACTUAL expenses. 9.2 If the sponsor/coach had expenses exceeding the amount of the, a Travel Expense Report must accompany the above documentation for the sponsor/coach to be issued a reimbursement. Principal/Director approval is required for additional expenses. 9.3 Itemized receipts are required along with proof of payment. 9.3.1 If paid by personal check, then a copy of the check will need to be provided. 9.3.2 If paid by personal credit/debit card and it is not reflected on the original receipt, then a copy of employee s credit/debit statement showing the expense incurred will need to be provided. 13

10.0 Reimbursement to Levelland ISD from Student Travel 10.1 After the competition of travel, submit a Travel Expense Report to include, original receipts for lodging, fees, car rental, gasoline, parking and other miscellaneous expenses as backup documentation for money previously. Meal receipts are required IF paying for a meal as a group. This form should reflect ACTUAL expenses. 10.2 If the expenses were less than the money previously, either cash or a personal check from the employee payable to Levelland ISD must accompany the above documentation. Hand Deliver the documentation along with the expense report to the Business Office within five (5) days of trip completion. Do NOT send money thru school mail. 14

Out of State Travel Policy Students participating in non-competitive events will have the opportunity to attend national events, but will be required to pay travel expenses through fundraising or booster club funding. Students who qualify to compete at a national level through a competitive-based process may request funds from the district. Travel costs will include only the total of the per diem rate established by the district plus registration fees. Chapter, booster club or other non-district funds may be required if the expense is greater than the total district approved per diem. district funds may not be used for entertainment or enrichment activities while on the trip. Chapter or non-district funds may be used for such purposes. The district will pay for advisor(s) and needed chaperone(s) travel. The number of adults will be based upon the number/sex of students traveling. If boys and girls are traveling, both a male and female chaperone will be present. The overall adult/student ratio will be one adult to 13 students. If the organization s national policy requires a smaller ratio, Chapter or non-district funds may be used. All out of state travel should be estimated and a budget request submitted for the following school year to the campus principal by the established deadline. (FEB.) The principal should submit such requests to the Business Office for consideration. Out of state travel requires Superintendent approval. Students can only attend national events if they are passing all classes and have not had more than 3 unexcused absences during the school year. Teachers and students will not share rooms. The advisor is expected to work out room arrangements with other chapters to arrange efficient room reservations. LISD travel guidelines recommend 3 or 4 students per room, depending on the circumstances. The sponsor is encouraged to work closely with the LISD Business Office when making travel arrangement. 15

August 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 PAYROLL 7 8 1st Year Teacher Academy 9 New Staff Development Day 10 CHANGES TO DEDUCTIONS New Staff Development Day 11 Staff Development Day 12 Teacher Work Day 13 14 15 Staff Development Day 21 22 First Day Of Half Day (L.A.B.C. Only) 16 Staff Development Day 23 Half Day (L.A.B.C. Only) 17 Staff Development Day 24 Half Day (L.A.B.C. Only) 18 Staff Development Day 25 PAYDAY 19 Teacher Work Day 2015-2016 20 26 27 28 29 30 31 2016-2017

September 2016 Sun Mon Tue Wed Thu Fri Sat 1 2015-2016 2 2016-2017 3 4 5 6 PAYROLL 7 8 9 CHANGES TO DEDUCTIONS 2016-2017 10 11 12 13 14 15 2016-2017 16 17 18 19 20 21 22 23 PAYDAY 24 25 26 27 28 29 30

October 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 PAYROLL 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS Staff Development Day 11 12 13 14 15 16 17 Half Day (L.M.S., L.I.S., Capitol, South Only) 23 24 25 18 Half Day (L.M.S., L.I.S., Capitol, South Only) PAYDAY 19 20 21 26 27 28 Half Day 22 29 30 31 PAYROLL

November 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS 11 Staff Development Day 12 13 14 15 16 17 18 19 20 21 PAYDAY 22 Half Day 23 24 25 26 27 28 29 30

December 2016 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 PAYROLL 6 7 8 9 CHANGES TO DEDUCTIONS 10 11 12 13 14 15 16 17 PAYDAY Half Day 18 19 20 21 22 23 24 25 26 27 28 29 30 31

January 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 Teacher Work Day 3 PAYROLL 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PAYDAY 29 30 31

February 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 PAYROLL 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 15 19 20 16 17 21 22 23 24 Staff Development Day PAYDAY 18 25 26 27 28

March 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 PAYROLL 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 15 16 17 18 19 20 21 22 23 24 PAYDAY 25 26 27 28 29 30 31

April 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 3 PAYROLL 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 Designated Bad Weather Day 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PAYDAY 30

May 2017 Sun Mon Tue Wed Thu Fri Sat 1 PAYROLL 2 3 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 15 16 Half Day (L.M.S., L.I.S., Capitol, South Only) 21 22 23 24 17 18 19 25 Designated Bad Weather Day 26 20 27 PAYDAY Half Day Teacher Work Day 28 29 30 31

June 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 PAYROLL 6 7 8 9 CHANGES TO DEDUCTIONS 10 11 12 13 14 15 16 17 18 19 20 21 22 23 PAYDAY 24 25 26 27 28 29 30

July 2017 Sun Mon Tue Wed Thu Fri Sat 1 2 3 PAYROLL 4 5 6 7 8 9 10 CHANGES TO DEDUCTIONS 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PAYDAY 30 31