Humble Independent School District Travel Guidelines Effective 03/01/2016 i Introduction Individuals authorized to travel on behalf of the Humble Independent School District (HISD) shall be reimbursed for allowable travel related expenses according to established District rates. The District travel guidelines have been developed on the premise that individuals will use good judgment and discretion when expending District funds for travel. All travelers, as well as approving Budget Managers, are responsible for complying with established regulations. District personnel are expected to select the most economical and practical accommodations based upon the overall travel needs. Any travel costs incurred that do not meet the written guidelines will not be paid or reimbursed from the District. Please note that individuals planning to fund travel with Federal or State grants should refer specifically to the latest Federal and State Grant Travel Guidelines located on the website. Original itemized receipts are required for reimbursement of the following travel related expenses: registration fees, lodging, airline tickets (or boarding pass for e-tickets), and parking related to overnight travel. Credit card charge slips or copies of checks are not considered original receipts. Advanced payment requests must follow the check run guidelines to ensure the check is ready prior to the date needed. Travel No Overnight Stay 1) Only mileage will be reimbursed. 2) The District will not reimburse for meals during non-overnight stays. 3) Employees receiving a travel stipend will not be reimbursed for mileage. 4) The Budget Manager must approve requests for mileage only reimbursement. 5) Mileage reimbursement requests must be submitted on the District Mileage Reimbursement Form along with a printout of the directions from a mapping website such as MapQuest or Google Maps. The employee s normal work location must be used as the starting location and the preapproved destination should be used as the endpoint. 6) The mileage reimbursement rate will be the posted Federal rate or local policy, whichever is less. 7) Mileage reimbursement requests must be submitted to the Accounts Payable Department at least monthly. i Last revised: 01/05/2017 1
Travel Includes Overnight Stay General Procedures 1) Individual requisitions should be entered, as necessary, for all travel: Hotel Vendor Event Vendor (e.g., registration fees) Airfare Vendor (National Travel Systems) Rental Vehicle Vendor Employee Vendor (e.g., meals, parking) 2) The entire top section of the Travel Request Form should be completed including departure/return dates and times. 3) The entire left section of the Travel Request Form should be completed using an accurate estimate of all expenses. The approved amount of reimbursement will be based on the estimate. Be sure to include all vendor and purchase order (PO) numbers. Please see the additional detailed instructions below regarding lodging and meals. 4) Once the PO is created and prior to travel, the Travel Request Form must be emailed to travel@humbleisd.net. 5) Advance payments may only be requested for registration fees and lodging. Advance payments must follow the check run guidelines to ensure the check is delivered to your campus/department in a timely manner. 6) Prior to leaving, be sure to print a copy of the Hotel Occupancy Tax Exemption Form from the HISD intranet. This form must be presented with your check to the hotel at check-in. 7) Please print and take a copy of the Texas Sales and Use Tax Exemption Certificate from the HISD intranet. This form must be presented to avoid being charged sales tax on supplies and/or services such as parking. 8) Within ten days of returning from travel, the right side of the previously submitted Travel Request Form should be completed and all supporting documentation gathered and submitted to travel@humbleisd.net. Reminders 1) The Budget Manager may require submission of the HISD Professional Development & Travel Request Assessment Tool in advance of approving the travel request. 2) When an employee travels to a conference or for District business earlier than necessary or stays beyond the end of a conference for personal reasons, the District will only reimburse the costs of travel directly associated with the purpose of the trip. Any costs incurred by the employee and related to personal travel will be the responsibility of the employee. Registration Fees 1) Registration fees for conferences, workshops, or other activities will be paid with approval of the Budget Manager. 2) Individual dues or membership fees not directly related to the professional development or those resulting in direct personal benefit (e.g., professional liability insurance) will not be paid by the District. 2
3) Registration fees should be coded to object code 6411. The exception is registration fees to an Education Service Center (e.g., Region IV) which should be coded to 6239. 4) When several individuals are attending the same workshop and are coded to the same budgetary account, please combine and encumber on one District purchase order. 5) If an advance check is required, a receiving record must be entered in Munis and a copy of the registration form must be forwarded to Accounts Payable at accounts.payable@humble.k12.tx.us. Please remain cognizant of the check run schedule to ensure the check is printed and delivered timely. 6) If an advance check is not required, the receiving record should be entered after returning from travel. A copy of the registration form is not needed as the vendor will send us an invoice. 7) If requesting personal reimbursement, a registration receipt must accompany registration fees paid by the individual. 8) Evidence of attendance should be substantiated by submitting a certificate of completion, conference/training agenda, name badge or a memo from the Supervisor confirming attendance with the reconciliation of the actual costs on the Travel Request Form. Lodging 1) The District does not reimburse lodging (overnight stays) within the Houston metropolitan area. 2) The District Purchasing Card may only be used for payment of lodging costs as long as the following conditions are met: 1) The employee may only present his or her P-card for payment upon check-in, 2) The hotel must be an approved vendor, and 3) The P-card must have been authorized for travel use. 3) Lodging will be paid / reimbursed at the actual single room rate not to exceed $170 per night, exclusive of applicable taxes. Please note that this is different from HISD Federal and State Grant travel guidelines. The amount exceeding the $170 per night (exclusive of applicable taxes) must be encumbered and paid by a Local budget code that has budget funds for travel available. 4) Sharing of rooms is recommended whenever possible and all additional occupants should be indicated on the Travel Request Form. If sharing a room, the rate would be $100 per night per occupant (exclusive of applicable taxes). 5) Individuals responsible for making reservations must first check the Texas Hotel Directory at https://portal.cpa.state.tx.us/hotel/hotel_directory for appropriate lodging close to the destination. If hotels listed in the directory are not within a reasonable proximity to the destination, the individual should obtain lodging from other appropriate hotels within a reasonable distance. Rates from above still apply. 6) Travelers staying at a hotel within the state must obtain a Hotel Occupancy Tax Exemption form prior to departure to be submitted at check-in. This form is available on the district website. 7) Always be sure to request the government rate or lowest rate available and the applicable hotel occupancy tax amount when making reservations. We will not reimburse for any Texas State tax. 8) After travel is completed, forward the detailed Hotel Folio (receipt) to the Accounts Payable department with the applicable reimbursement documentation. 3
Airfare 1) All airfare must be approved by Dr. Fagen. 2) Due to travel agency invoicing and payment requirements, the District is currently using the following vendor for booking airfare: National Travel System (800) 814-3336 2) National Travel Systems should be contacted for flight reservations and related costs to include airfare and agency service charges. 3) Once quote is received from National Travel, the PO must be converted within 24 hours in order to lock in the quoted rate. 4) Every effort should be made to confirm airfare at least 21 days prior to the scheduled departure date. 5) Airfare will be reimbursed at the lowest available airfare. 6) In accordance with Section 7.07 B.4 of the Texas Travel Allowance Guide, excess baggage charges for personal belongings are NOT reimbursable expenses. The District will pay the charge for the first personal bag checked. Additional checked baggage fees may be reimbursable if they are incurred for checking District-owned equipment needed for the workshop (e.g., a travel bag with a projector and handouts). 7) The airline ticket stub or boarding pass for e-tickets must be submitted with the reconciliation of the actual costs on the Travel Request Form. Personal Vehicle 1) Employees may be reimbursed for travel related mileage when driving a personal vehicle. 2) Reimbursement will be made according to the posted Federal mileage rate or local policy, whichever is less. 3) The employee s normal work location must be used as the starting location and the preapproved destination should be used as the endpoint. 4) A purchase order must be created in order to encumber the estimated costs. 5) After travel is complete, receive on the purchase order and forward the documentation supporting the mileage (e.g., printout of mapping software such as MapQuest or Google Maps) to travel@humbleisd.net. District Vehicle 1) A District vehicle may be available for use on your trip. If desired, contact Transportation to inquire about this option. 2) No purchase order is needed as it will be charged to your account based on the posted Federal mileage rate or local policy, whichever is less. 3) A fuel card should be checked out to you by the Transportation department at no additional costs when using a District vehicle. Rental Vehicle 1) A vehicle may be rented in lieu of a personal or district vehicle. 2) A purchase order must be entered prior to travel. 3) Accommodations should be made through Enterprise Holdings at (866) 398-5080. 4) After travel has completed, submit receive on the PO and submit supporting documentation to Accounts Payable. 4
5) A fuel card should be checked out from the Transportation department for fuel costs. The actual cost of fuel will be charged to the account code you provide to Transportation. Parking Expenses 1) Parking expenses (including airport parking) will be reimbursed per actual costs. Original receipts must be submitted with the reconciliation of the actual costs on the Travel Request Form. 2) Hotel valet parking will not be reimbursed unless it is the only option for parking. Original receipts must be submitted with the reconciliation of the actual costs on the Travel Request Form. 3) Please print and take a copy of the Texas Sales and Use Tax Exemption Certificate from the HISD intranet. 4) Gratuities and taxes will not be reimbursed. Employee Meals 1) Meals for non-overnight travel will not be reimbursed. 2) Meals will be reimbursed at actual costs not to exceed $36 per day. 3) Incidentals (i.e., sales tax, reasonable gratuity) may be included in meal reimbursement however total reimbursement may not exceed $36 per day. 4) Reimbursement of meals for partial days related to overnight travel will be prorated as follows: Breakfast $ 7 Lunch $12 Dinner $17 For example: Individuals leaving prior to 7:00 a.m. may receive reimbursement for breakfast up to $7.00 and those returning after 7:00 p.m. may receive reimbursement for dinner up to $17.00. 5) If a meal is included as part of a conference/workshop registration fee, the traveler will not be reimbursed for that particular meal at an outside facility. The traveler s supervisor is responsible for ensuring that these prorated reductions are made prior to the approval of the travel request. 6) Tickets for luncheons and/or dinners, which are a required part of a conference and/or meeting, will follow the same reimbursement rate rules, regardless of the price of the ticket. 7) When requesting reimbursement for meals, the traveler must sign and date the travel form (or equivalent certification) after the trip has been taken certifying the amount spent for food and meal incidentals. 8) Meals for bus drivers must be encumbered and will not be paid for in advance. 5
Student Meals 1) Advance payment for student meals may be requested based on the following amounts: Breakfast $ 4 Lunch $ 6 Dinner $10 2) Either receipts or a completed Student Funds Sign Out Sheet MUST be submitted with the reconciliation of the actual costs on the Travel Request Form. Other Expenses 1) Telephone and/or Internet charges will only be reimbursed if directly applicable to District business. 2) Taxi transportation should only be used if shuttle service is not available. 3) Toll road charges will be reimbursed only with receipts. 4) Instructional and/or other materials purchased at a conference will not be reimbursed unless an estimate is encumbered prior to the trip. 5) Actual receipts are required for reimbursement and must be submitted with the reconciliation of the actual costs on the Travel Request Form. 6) Grants will not provide reimbursement for expenses such as movies, conference shirts, entertainment, alcoholic beverages, valet services, telephone calls unrelated to grant purposes, or other unauthorized expenses. 6