Purpose The purpose of this policy is to establish procedures for authorization of travel by district employees or officials who may be required to travel in fulfilling their official duties or in attending seminars, conferences or other professional or educational activities benefitting the district. General Reimbursement A. Prior Approval: 1. All out-of-state employee travel on district business, whether reimbursed by the district or not, must be approved 45 days in advance by the Board of Education through the district Employee Travel Authorization Request form. 2. All in-state overnight employee travel on district business, whether reimbursed by the district or not, must be approved 30 days in advanced by the Superintendent or designee through the district Employee Travel Authorization Request form. 3. All in-state same day employee travel on district business must be approved by the employee s Principal/Supervisor. B. Reimbursable costs: It is the general intent to reimburse travelers for actual costs associated with travel required for district business. C. Reimbursement: Requests for reimbursement must be accompanied by original receipts for all expenses except those for which flat allowance amounts are established (i.e., per diem or mileage). Reimbursements must be submitted no later than 30 days after the conclusion of the conference. Advances A. Travel advances are available no more than ten business days in advance of travel. B. Travel advances may be made for approved travel costs. C. An advance allowance is available with the Travel Reimbursement Request form and proper travel authorization. D. Any travel advance overpayment must be remitted back to the district within 30 days of the completion of the travel. E. Final reimbursement request for any expense in excess of the advance must be submitted within 30 days of travel completion. Reimbursement Procedures A. Form: Submit a Travel Reimbursement Request form. The form must have the traveler s signature, required receipts and proper authorization. 1 of 7
B. Documentation: Attach the following documentation to the completed Travel Reimbursement Request form. Attach only items that apply to the specific trip: Lodging bill. If more than one person is included on the bill, indicate the cost for the person requesting the reimbursement. Rental car bill Airfare invoice Conference registration receipt Parking receipts Receipts for individual taxi or public transportation charges Reimbursement Meals Per Diem Rates: The per diem rates listed below include tax, tips, etc. associated with the meals. Per diem will not be paid when complimentary meals are part of hotel costs or registration fees. The complimentary meals are deducted from the per diem amount. Meals provided on airlines do not reduce the meal allowance. In-state Travel: The basic meal allowance for a 24-hour period of travel is $35 and is computed as follows: Meals Rate Breakfast $ 7 Lunch 10 Dinner 18 Total $35 Out-of-state Travel: The basic meal allowance for a 24-hour period of travel is $40 and is computed as follows: Meals Rate Breakfast $ 8 Lunch 12 Dinner 20 Total $40 Premium Cities: The basic meal allowance for a 24-hour period of travel for premium cities is the daily rate plus $10. The premium cities are Arlington, Atlanta, Baltimore, Boston, Chicago, Los Angeles, New York, Orlando, San Diego, San Francisco and Washington, D.C. 2 of 7
Allowance Computation: The meal reimbursement calculation is comprised of three parts: A. The Day the Travel Begins: The meal reimbursement the traveler is entitled to is determined by the time of day they leave their home-base. B. The Days at the Location: The traveler is entitled to the total meal allowance but is reduced by any complimentary meals or meals included in the function registration costs. C. The Day the Travel Ends: The meal reimbursement the traveler is entitled to is determined by the time of day they return to their home-base. Reimbursement Lodging 12:01a.m. 7:00 a.m. 7:01 a.m. noon 12:01p.m. 7:00 p.m. 7:01 p.m. - midnight *BLD *LD *D No meals In-state $35 $28 $18 0 Out-ofstate $40 $32 $20 0 B=Breakfast, L=Lunch, D=Dinner 12:01 a.m. 7:00 a.m. 7:01a.m. noon 12:01p.m. 7:00 p.m. 7:01 p.m. - midnight No meals *B *BL *BLD In-state 0 $7 $17 $35 Out-ofstate 0 $8 $20 $40 B=Breakfast, L=Lunch, D=Dinner A. Lodging must be paid in advance on a district check or district travel credit card. Only employees authorized by the Business Administrator and approved by the Superintendent shall book travel arrangements for district employees. B. Reimbursement Rates: District employees who travel on district business may be eligible for a lodging reimbursement. 1. For stays at a conference hotel, the district will reimburse the actual cost for both in-state and out-of-state travel, provided the cost of the conference hotel is comparable to neighboring hotels or no other options exist. 2. For lodging at a non-conference hotel, the district will reimburse the actual cost of the lodging. Comparison price quotes need to be obtained to ensure reasonableness of lodging expense. Every effort should be made to obtain the state government rate for in-state lodging. 3 of 7
3. The district will pay the actual cost per night for in-state or out-of-state lodging. 4. Lodging is reimbursed for single occupancy only. C. Lodging Receipt: Receipts for lodging accommodations must accompany each request for reimbursement. D. Lodging at Other Than a Motel/Hotel: Travelers may elect to use their personal campers/trailers instead of staying in a motel/hotel. The traveler will be reimbursed the actual cost up to $40 per night with a receipt from a facility such as a campground or trailer park. Reimbursement Incidentals A. Ground Transportation Reimbursement: Receipts must be included with the reimbursement request for all business use of taxi, bus, and other ground transportation. B. Parking Expense Reimbursement: The maximum reimbursement for parking, whether you park at the airport or away from the airport, is the airport long-term parking rate. The parking receipt must be included with the reimbursement request. C. Registration: Registration shall be paid in advance on a district check, district travel credit card or purchase order. Only employees authorized by the Business Administrator and approved by the Superintendent shall book travel arrangements for district employees. Reimbursements Transportation A. Commercial Transportation shall be paid in advance on a district check or district travel credit card. Only employees authorized by the Business Administrator and approved by the Superintendent shall book travel arrangements for district employees. B. Commercial Airlines 1. Reservations a. Reservations: Airfare rates should be the least expensive airfare available. Employees may not alter travel arrangements to take advantage of frequent flyer credits when the overall cost to the district is higher. The traveler should consider the following in reservation plans: Make reservations far enough in advance to qualify for discount fares. Plan to fly during off-peak times of the week. Travelers may stay at their destination over a weekend if it reduces the total cost of the trip (i.e., the ticket savings is greater than the cost of lodging and per diem). 4 of 7
b. Change Fees: Change fees will be reimbursed only with an explanation and approval. c. Tickets: For travel within the United States, if an electronic ticket is used, no paper ticket will be provided. If a paper ticket is requested from the airlines, any fee charged will not be reimbursed. 2. Reimbursement/Documentation Airport Travel and Parking: Travelers may be reimbursed for Mileage to and from the airport and long-term parking or away-from-the-airport parking (Park & Jet, etc.). The maximum reimbursement for parking, whether at the airport or away from the airport, is the airport long-term parking rate. The parking receipt must be included with the Travel Reimbursement Request form. or Mileage to and from the airport for someone to drop off and pick up the traveler (two trips). Reimbursement for this option cannot exceed the cost of driving and parking under the first option. B. Private Vehicles 1. Use of a private vehicle a. Personnel should coordinate travel to reduce the number of vehicles traveling to the same destination. b. Reimbursement Rate: Private vehicle use is reimbursed at the current IRS per mile rate. c. Mileage Computation: Mileage should be computed from the latest road maps and will be limited to the most economical, usually traveled routes. d. Mileage reimbursement forms must be completed within 30 days of return from travel. e. Parking: If the traveler uses a private vehicle on district business and is reimbursed for mileage, parking charges may be reimbursed with a receipt. f. Damage to Vehicle: Damage to a traveler s personal auto is the responsibility of that individual or their insurance company. The mileage reimbursement rate includes an amount for the cost of insurance of a personal auto. 2. Driving a Private Vehicle Instead of Flying 5 of 7
a. Approval: A traveler may choose to drive instead of fly with prior approval. b. Reimbursement: District Vehicle: If the traveler drives a district vehicle, the traveler may be reimbursed for meals and lodging for a reasonable amount of travel time; however, the total cost of the trip must not exceed the equivalent cost of the airline trip. The traveler may also be reimbursed for incidental expenses such as toll fees, parking fees, etc. Private Vehicle: If the traveler drives a privately-owned vehicle, reimbursement will be at the current IRS per mile rate or the airplane fare, whichever is less. The traveler may be reimbursed for meals and lodging for a reasonable amount of travel time; however, the total cost of the trip must not exceed the equivalent cost of the airline trip. c. Documentation: Traveler must submit a schedule comparing the cost of driving with the cost of flying. The schedule should show that the total cost of the trip driving was less than or equal to the total cost of the trip flying. d. Airline Cost Calculation: The lowest airfare within 30 days prior to the departure date, airport parking, and the cost of a shuttle or taxi or the cost of a rental vehicle will be used when calculating the cost of travel for comparison to private vehicle cost. C. Rental Vehicles a. Approval: Use of rental vehicles must be approved in writing in advance. Any exception to advance approval of the use of rental vehicles must be explained in writing with the request for reimbursement and must be approved. A written explanation is required if a rental vehicle is requested for a traveler staying at a conference hotel. b. Reservations: Reservations for rental vehicles should include cost comparisons. c. Rent in Traveler s Name: Employees should rent vehicles to be used for district business in their own names. d. Insurance: Rental of a vehicle requires additional insurance be purchased on the rental vehicle. The insurance will be reimbursed. e. Reimbursement: The traveler will be reimbursed the actual rate charged by the rental agency. Upgrades in size or model made when picking up the rental vehicle will not be reimbursed. 6 of 7
f. The traveler must have approval for a rental car, as described above, in order to be reimbursed for rental car parking. All employees are expected to follow local cultural standards when traveling. More importantly, employees, contractors and consultants should remember they are conducting business on behalf of Wasatch School District and; therefore, are ambassadors of Wasatch School District. Conduct should be professional and courteous at all times. 7 of 7