BP
TRAVEL POLICY
Employees of the school system who are regularly expected to meet commitments in more than one building or have duties which demand that the employee travel from place to place shall be reimbursed at the current rate as established by the Internal Revenue Service. Mileage will be figured with the home school as a base or from the employee’s home if that is shorter.
Employees who have been approved by the Superintendent to receive this compensation shall present monthly reports (on a form implemented by the Treasurer) to the Superintendent who will send those approved to the Treasurer for payment.
This policy authorizes the Superintendent to approve the following types of mileage:
Within the District
1. Mileage to and from administrators’ meetings.
2. Mileage for travel to buildings and other sites of all Central Office personnel (certified and classified) who travel to buildings and other sites in relation to their job responsibilities and/or special teacher personnel such as speech and hearing, physical education, art, music, band, psychologists, and social workers, athletic director, and head coaches, and committee chairpersons, etc.
3. Mileage for travel to job sites and other sites in relation to the job responsibilities of teacher, aide, and administrator personnel and special teacher home visits.
Out of the District
1. All school related and job related activities for district personnel who travel to other school districts and to required athletic events and meetings, case conferences, regarding students in other districts, and other required or necessary meetings.
2. Mileage to and from county, State, and regional meetings.
3. Mileage reimbursement for special purposes related to their job functions as approved.
4. Mileage for personnel for out of district travel as approved.
The Board Treasurer shall implement a uniform travel reimbursement form to be utilized by all District personnel. Additionally, the Treasurer shall develop guidelines for travel reimbursements, which will be reviewed annually.
Each employee, approved by the Board of Education to travel with an overnight stay, shall be reimbursed lodging costs not to exceed $135.00 per day (including all applicable taxes), receipts are required.
For attendance at any conference less than 120 miles, the district hotel accommodations will begin the night of the first day of the conference and end the last day of the conference.
For attendance at any conference exceeding 120 miles, Board paid hotel accommodations will begin the night before the first day of the conference and end the last day of the conference.
The daily reimbursement rates for meals consumed by District personnel, except for that provided by Policies AM and AMA, shall be up to $40.00 per day for personnel traveling outside the District with an overnight stay, itemized receipts are required.
Legal Refs.: ORC 3313.12; 3313.20; 3315.15
Adopted: 4/3/79
Revised: 9/22/94
8/20/98
8/26/99
6/13/06
2/8/10
Travel Policy BP GENERAL GuidelinES Rev. 1/1/13
In order to better serve the district, the Treasurer’s Office requires the following for all reimbursements:
4 Prior approval
4 Itemized receipts are required.
4 Attach a map or MapQuest indicating mileage
4 Tip amounts will not be reimbursed.
4 Completed expense report which includes coding and appropriate signatures of approval
4 Reimbursement requests must be made no more than 90 days after the expenditure to be honored.
4 Reimbursement checks will be issued twice a month at the same time as payroll is scheduled. Generally, approved reimbursements received in the Treasurer’s office by the Monday before payroll, will be paid on the next payroll date.
Hotels
4 Reimbursement for lodging costs will not exceed $135 per day (including all applicable taxes), receipts are required.
4 If attending a conference less than 120 miles, the district hotel accommodations will begin the night of the first day of the conference and end the last day of the conference. For attendance at a conference exceeding 120 miles, Board-paid hotel accommodations will begin the night before the first day of the conference and end the last day of the conference.
Meals
4 The district will reimburse up to $40.00 per day for meals consumed by district personnel when traveling outside the District with an overnight stay.
4 Alcohol is not reimbursable; therefore, any alcohol purchases must be put on receipts separate from those turned in for reimbursement.
Rental Cars
In cases where a car is necessary, the district will provide the most-cost effective means. The district will determine if a rental car, shuttle bus, or other means of transportation would be more cost efficient. District employees attending the same conference are required to share a rental car when directed. In cases where a rental car is needed, gas will only be reimbursed for required, work-related travel.
Air Travel/Flights
In cases where air transportation is necessary, the district will provide the most-cost effective means and will have the final determination of airline/flight information including departure/arrival times and dates.
What form do i need to complete?
Release Time Forms (Green)
Use when an individual is going to be out of his/her classroom/workstation/building for professional reasons, but will remain in district (i.e. writing IEP’s, curriculum mapping, student events such as setting up for events, blood mobile, etc.) Additionally, this form is used when an individual is attending local meetings/training such as LNOCA, ESC, OSC or LEEMC meetings, etc. Do not submit this form if you are taking students, you need to submit a field trip form.
There are no costs (i.e. no registration fee, hotel or meals) associated with Release Time except mileage. Reimbursement for mileage is acceptable and should be submitted on an expense form.
Completed forms are to be forwarded to the Curriculum Office. After approval, signed forms will be forwarded via email to the individual(s) requesting release time as well as the principal. Personnel and Records will also receive a copy.
Professional Trip Forms (White) - Needs Board approval prior to your travel!
Used when an individual is going to be out of the district (i.e. ODE, BASA, OSBA various training/professional development seminars, etc.) and there are costs (i.e. registration fee, lodging, travel, and meals) associated with the trip.
The request should accompany all the forms, and the registration should be done by the highest level person initiating the request. This request, which includes estimated costs, should be submitted to the Curriculum Office. Upon recommendation from the Superintendent and approval from the BOE, the individual requesting the trip as well as their principal will receive an approved/signed copy via interoffice mail. Personnel and Records will receive a copy.
Remember: **Submit forms in ample time so registration dates can be met – allow for approval time**
**Reimbursement for mileage will be at the rate of .565 cents per mile effective 1/1/13
**Submit expenses on an Expense Form** ** Registration should be done by the building principal/supervisor**