Travel Reimbursement Information Sheet
Obtain a Travel Authorization/Reimbursement Voucher and complete all pre-approval fields. This includes the Superintendent’s signature prior to district travel. This form is required for reimbursement when one of the following occurs:
1. Attendance at a conference, convention, seminar, workshop, or similar meeting is sought.
2. Another entity will be reimbursing your expenses.
When travel is complete, fill out the following fields and attach a detailed agenda:
Actual dates and time travelled
For travel, depart time is the actual time that travel status starts, ie..you leave the school district to arrive at your scheduled conference. Return time is time you arrive back at the school district from your scheduled conference. If you decide to have a personal excursion, you will not be reimbursed for more than the time it would take to travel back to the school district.]
Location
If you stay at more than one location please notate the time you arrived and departed each location. For example, you left the district at 3pm to go to the Airport. You spend the night in Spokane the first night, your location would be Spokane for the first day, then on the second day it would be the destination location, such as Dallas. If you spend multiple nights at the same place, you would put in 12am to 12pm in the same location, and all of your meals, unless they are furnished would be eligible for reimbursement.
Meal Reimbursement
If a meal is provided by the event sponsor or hotel during your hotel stay, you will not be reimbursed for that meal.
Eligibility to reimburse for meals has two rules:
1. You have to be in travel status over 12 hours.
2. After the 12 hour rule is met, then specific times of the day need to be met.
· For breakfast, you have to be in travel status before 6:00 AM.
· For lunch, you have to be in travel status before 12:00 Noon.
· For dinner, you have to leave before 6:00 PM, or return from travel status after 7:00 PM. --the actual time that travel status ends.
Meals are taxable if a single day travel is incurred with no overnight rest period. See above for eligibility requirements. This per diem pay will be paid through your payroll check.
Miscellaneous Expenses
Save all detailed receipts for which you seek reimbursement. For example, baggage fees, shuttle, taxi and parking. Credit card receipts are not acceptable.
Automobile mileage is based on point to point mileage.
Air travel and hotel accommodation will be furnished for you by the district office. YOU MUST ASK FOR AN INVOICE FROM THE HOTEL YOU ARE STAYING AT. PLEASE ATTACH THIS INVOICE TO YOUR TRAVEL REIMBURSEMENT REQUEST. You will not be paid per diem until the district office receives this invoice.
If you are travelling on Grant funds, the students travel may have different per diem rules. Make sure you understand these rules prior to departing on travel status.