FACULTY TRAVEL GUIDELINES This document outlines the forms required, guidelines and procedures for all district travel. If expenses that are reimbursable are turned in without the necessary receipts, those expenses will not be reimbursed. All expenses must be turned in for reimbursement. REQUEST FOR DISTRICT WORKSHOP / CONFERENCE FUNDS All certified personnel must follow these procedures to secure approval to attend educational and professional meetings which depart from their assigned duties whether within or outside the District boundaries. Approval of travel and reimbursement for expenses is contingent upon provisions for this professional travel in the respective building or District budget. All requests will be considered by the Chief Academic Officer and may not be approved or fully funded. Requests will be considered in the order of priority listed below: 1. School Improvement Plans 2. Strategic Plan & Goals 3. Current Curriculum Coordinating Council (CCC) priorities 4. Individual projects related to curriculum enhancement, improvement of instruction, or school improvement plans. 1. THIRTY (30) DAYS BEFORE: Complete the REQUEST FOR DISTRICT WORKSHOP/CONFERENCE FUNDS form (Exhibit A). Multiple staff from one building can submit one form; all attendees must be listed at the top of the form. Expenses and substitute requests should be included for all attendees listed at the top of the form. Complete all information requested and attach all registration forms for the workshop/conference. No registrations should be made (including prepayments) until this form is approved. 2. The form MUST be signed by your Principal. If a staff member is assigned to multiple buildings, each Principal is to sign the form. Signature of Principal indicates approval of attendance and estimated expenses. Personnel not assigned to a building shall secure approval from their immediate supervisor. Reimbursement will not exceed approved budgeted amounts for travel. 1
3. An ELECTRONIC PURCHASE REQUISITION (Exhibit B) file should be prepared for the expense of the workshop/conference. If for multiple staff, the amount requested should cover all individuals. This file should be sent to the School Secretary along with a scanned copy of the approved REQUEST FOR DISTRICT WORKSHOP/CONFERENCE FUNDS form and any applicable registration forms for entry into the Infinite Visions system. The School Secretary will enter the Purchase Requisition into Infinite Visions and submit for the proper approvals. Requisitions must be entered into the Infinite Visions system a minimum of 21 days prior to due date so that registration forms and checks can meet deadlines. Transportation 1. An employee may use the mode of transportation he/she prefers but will be reimbursed on the basis of the following paragraphs of this section. Ordinarily, round-trip tickets must be purchased, but going by one mode of transportation and returning by another is allowed if schedules so dictate, or if there is some other advantage to the District. 2. Mode of travel must be approved by the Chief Academic Officer and shall be that which is in the best interest of the District. Reimbursement shall be limited to tourist or economy fares when such service is available. 3. When an employee chooses to drive a private car rather than travel in the manner recommended/approved, reimbursement shall be limited to the most economical method of travel and no reimbursement will be made for lodging, meals or other expenses incurred en route or for parking charges at the destination. 4. On trips where several employees are attending the same meeting and private transportation is to be used, it is understood the District will encourage carpooling to be formed so that the least amount of transportation expense is incurred for the District. 5. Reimbursement for use of a privately owned automobile shall be computed at the IRS rate. Mileage is calculated from the employee s home school or home address, whichever is less. Parking fees and bridge tolls are reimbursed only with receipt. Road tolls will be reimbursed without receipt. 6. District Vehicle: Ground travel associated with the conference will be reimbursed. Receipts for gasoline, parking fees and bridge tolls are required and the District shall make reimbursement to the employee. Road tolls will be reimbursed without receipt. 7. Automobile Rental Vehicle: There will be no rental car costs reimbursed without prior approval from the Chief Academic Officer / Chief Operating Officer. When more economical, other forms of public transportation: bus, train, taxi should be used. If a rental vehicle is approved, the employee will be reimbursed and receipts are required. Employees are expected to rent the most economical vehicle and to ensure that no extra fuel or insurance costs are incurred. 8. Public Transportation: When possible, the most economical mode of travel should be used for travel within cities. When using a taxi, bus, or train, receipts are required. 2
9. Air Travel: All employees planning to use air travel must request pre-approval no later than 60 days before the travel from the Chief Academic Officer. The employee will be reimbursed at the coach class rate. Employees will be reimbursed for one checked bag only. The District will not pay for any luggage surcharge for extra baggage unless the employee is bringing materials for a presentation or meeting, in which case proof of that need will be required. Shuttle services to and from the airport are reimbursable with receipts. Lodging 1. Prior approval is required before any reservations should be made. This is accomplished with the Request for District Workshop/Conference Funds form. 2. Employees should not make reservations directly themselves. The District Office will handle making the reservations so that the payment for the reservation is handled on District credit cards. 3. If the reservation cannot be made by the District Office, lodging shall be reimbursed at the representative rate per person for the geographic area in which the meeting is held. Itemized receipts must be submitted with the reimbursement claim after the conference is attended. Reimbursement will not occur until after the Employee has attended the conference. 4. The original detailed receipt must be submitted with the reimbursement claim. Receipts required are the hotel itemized bill and charge slip. Additional days at a hotel before the night before the conference and after the last day of the conference will not be reimbursed. 5. Reimbursement for lodging shall be limited to the minimum number of nights required. If a conference, for example, opens on Sunday evening and closes Thursday at noon, reimbursement for Sunday through Wednesday nights would be allowed. If an employee chooses to arrive earlier or stay later, the additional lodging and other expenses related to this decision are the employee s responsibility. Meals 1. Employees will be reimbursed for the actual cost of the meals not to exceed $35.00 per day, including tips, with the exception of major metropolitan restaurants (i.e.: Chicago, New York, Denver, Orlando, Washington DC) where meals may be reimbursed up to $50 per day. Tips should be limited to the standard 18% of the bill. The rate per day can be spent on one, two or three meals provided the per diem rate is not exceeded. Meals directly associated with the convention activities e.g., banquets, are covered as part of the per diem limit. 2. Itemized receipts must be submitted for each meal reimbursement. The District does not reimburse for any alcohol. 3. When traveling with another District 115 staff member, either pay separately and request separate receipts or have one person pay and request reimbursement for all. If one person is paying, document who is included on the receipt. Per diem limits still apply per person. 3
Non Reimbursable Items 1. Expenses for spouse. If the employee travels with individuals not from the District, the expense reimbursement by the District will be on the basis of the individual traveling alone. As an example of the treatment of joint expenses, if a hotel room would normally cost $90.00 for single occupancy, but with a second party in the room, it would cost $100.00, the District will reimburse the employee only $90.00. The same rule applies to meals and transportation. Only the employee s individual expenses will be reimbursed with receipts. 2. Valet cleaning services. 3. Personal telephone calls. 4. Bills for alcoholic beverages. 5. Room Service or in-room honor bar. 6. Recreational activities that may be associated with the conference as well as the travel expense to and from those activities. 7. Valet services for parking when there is an option to self-park. Miscellaneous Any extraordinary travel requests not provided for in these guidelines must be submitted to the Chief Academic Officer. Adjustments will be made as deemed appropriate. Also, Student meals for overnight activities and athletic trips will be reimbursed at a per diem of $22.00. Meal limitations below will still be in effect for individual meal reimbursement. Breakfast $ 5.00 Lunch $ 7.00 Dinner $10.00 4
REQUEST FOR CONFERENCE TRAVEL REIMBURSEMENT After travel has occurred, travel expenses which include items beyond mileage (i.e. meals, hotel, taxi, etc.) must use the REQUEST FOR CONFERENCE TRAVEL REIMBURSEMENT form (Exhibit C). If reimbursement is only for mileage, tolls, and/or parking fees, see section below on completing the DAILY MILEAGE REIMBURSEMENT form. 1. All travel expenses must be itemized on the REQUEST FOR CONFERENCE TRAVEL REIMBURSEMENT form. Original RECEIPTS FOR ALL ITEMS MUST BE ATTACHED. On the receipts, circle the total which will match the amount itemized on the reimbursement form. All receipts must be authentic itemized receipts issued by the respective vendor/service. PAYMENT OF EXPENSES MAY BE DENIED IF RECEIPTS ARE NOT ATTACHED. The REQUEST FOR CONFERENCE TRAVEL REIMBURSEMENT form and receipts should be scanned as a pdf document. 2. An ELECTRONIC PURCHASE REQUISITION file should be prepared and sent to the School Secretary along with the pdf file containing the REQUEST FOR CONFERENCE TRAVEL REIMBURSEMENT form and all receipts. The School Secretary will then enter a Purchase Requisition into the Infinite Visions system for reimbursement to the employee. The Business Office will verify that all submitted claims and receipts comply with the abovestated guidelines and will be processed for payment at the next available meeting of the Board of Education. 3. Expenses must be submitted WITHIN TWO WEEKS AFTER RETURNING FROM A TRIP. Reimbursement requests that are filed after two weeks of an approved travel request may be denied for payment. REQUEST FOR DAILY MILEAGE REIMBURSEMENT When travel reimbursement is for mileage, tolls and/or parking fees, a DAILY MILEAGE REIMBURSEMENT form (Exhibit D) should be used. 1. Automobile mileage will be reimbursed at the IRS mileage rate unless a District vehicle is used. Mileage is calculated from the employee s home school or home, whichever is less. 2. Parking fees and bridge tolls are reimbursed only with receipt. Road tolls are reimbursable without receipts. All receipts must be authentic receipts issued by the respective vendor/service. 3. The purpose of the travel must be noted in the From / To column and the number of miles calculated, using MapQuest. MapQuest printouts need to be attached for any out-ofdistrict mileage. Mileage for travel between schools is on Page 2 of the DAILY MILEAGE REIMBURSEMENT form; MapQuest documentation is not required for indistrict travel. 5
4. PAYMENT OF EXPENSES MAY BE DENIED IF RECEIPTS ARE NOT ATTACHED. The DAILY MILEAGE REIMBURSEMENT form, MapQuest printouts and any receipts should be scanned as a pdf document. 5. An ELECTRONIC PURCHASE REQUISITION file should be prepared and sent to the School Secretary along with the pdf file containing the DAILY MILEAGE REIMBURSEMENT form, MapQuest printouts and all receipts. The School Secretary will then enter a Purchase Requisition into the Infinite Visions system for reimbursement to the employee. The Business Office will verify that all submitted claims and receipts comply with the above-stated guidelines and will be processed for payment at the next available meeting of the Board of Education. 6. All mileage reimbursements, including travel between buildings, should be submitted within one month after the travel has occurred. Failure to submit for reimbursement within a timing manner could result in the payment being denied. 6