P6213-1 Procedures Page 1 of 3 Reimbursement for Travel Expenses

4350 users shared this document! click

P6213-1 Procedures Page 1 of 3 Reimbursement for Travel Expenses
Travel Request

Travel requests for regional travel must be approved by the staff members immediate
supervisor prior to travel. Regional travel includes the State of Washington, the
Portland, Oregon area, and British Columbia.

Out-of-State travel requests must be submitted to the Superintendents Office for Board
approval at least eight (8) weeks in advance of traveling and must be approved by the
staff members immediate supervisor.

The travel request must show meals, lodging, transportation, registration, and any other
estimated expenses for which reimbursement shall be requested upon completion of
travel and the budget category to which reimbursement is to be charged.

Reimbursement of Claims

Certified claims must be submitted to the district business office at least seven (7) days
prior to the regular board meeting.

A mileage report is to be submitted each month for reimbursement of mileage in a
personal vehicle inside the district. The report must show each point of departure and
destination.

A statement of expenses is to be submitted for each trip for which reimbursement is being
requested.

Reimbursable Expenses

Lodging Reasonable Rates Itemized receipt required
Meals Reasonable Rates Itemized receipt required Up to $40 per day, per person
Meals reimbursed for in-district travel are restricted to situations authorized directly by
the superintendent or board. These must be related to circumstances where district
business is being conducted or the district is deriving direct benefit.

The superintendent and board may use the district credit card to pay for meals for both in-
district and out-of-district travel, when use of a credit card is the most efficient payment
method. P6213-1 Page 2 of 3
Airline, train, bus fare Tourist Rate Cancelled ticket serves as Receipt

Taxi, parking, toll Receipt required
Mileage--personal car:

Inside the District: Reimbursement allowed only when approved in advance by the staff
members supervisor. When travel is a necessary part of performing ones work, the staff
member may receive blanket approval for the year.

Outside the District: Reimbursement allowed only in connection with an approved travel
request and when there is evidence that a district vehicle was not available for use on the
day of travel. Reimbursement shall be at the rate paid to state staff.

Hotel and Motel Expenses: Individual receipts are required from each staff member who
obtains reimbursement from the district. When two or more people share a room, the
room shall be registered to all of the occupants. Each person shall obtain and pay a bill
for the share of the room charge when possible. If the hotel or motel will not provide that
service, the person paying the bill and requesting reimbursement shall note on the receipt
all other staff members who shared the room. Hotel or motel charges are not to be billed
directly to the district.

Airline Tickets: Airline tickets (coach rate) may be charged to the district through a local
travel agency for any approved travel.

Rental Cars: Rental cars may be used if it is advantageous to the district and more
economical than other conveyances and necessary district business cannot be
accomplished otherwise. Use of rental cars must be approved in advance by the
superintendent through issuance of travel request. Employees should recognize that the
use of rental cars makes it difficult to segregate charges between official and personal use
and should take appropriate precautions internally to guard against abuse.

Prospective Administrative Employee: The district may reimburse a prospective
administrative employee (superintendent or other executive level employee) the
necessary travel expense in connection with interviewing or examining said prospect. It
is the responsibility of the superintendent to determine that frugality is exercised. The
district will reimburse said travel expenses after the prospective employee submits an
itemized statement of expenses.



P6213-1 Page 3 of 3
Travel Advances

A. A written request for a travel advance must be submitted to the district fiscal officer.

B. Travel advances are paid in the form of a check payable to the staff member.
C. A statement of expense must be submitted to the district fiscal officer within ten days following completion of the travel. If the actual expenses are less than travel advance, the staff member shall reimburse the district for the difference.
D. The Advance Travel Revolving Fund should not be used for payment of airline tickets, pre-registration fees or for reimbursements to staff or officers for travel expenses already incurred.
Non-reimbursable Expenses

A. Alcoholic beverages, meals or snacks other than regular meals.
B. Personal telephone calls, postage, and memberships.
C. Mileage to and from home.
D. Mileage for school levy promotions and other non-official school functions.
E. Entertainment.

F. Expenses for travel extending beyond the time required for the meeting or business, unless it is in the districts financial interest to extend the travel over a Saturday night or such other rate advantages.
G. Expenses incurred by non-employees traveling with the staff member, including room surcharges.

Comments