EMPLOYEE COMPENSATION AND BENEFITS: EXPENSE REIMBURSEMENT DEE (REGULATION)
by Webmaster Webmaster
June 26, 2008
TRAVEL AUTHORIZATION AND PLANNING Each District employee who is
authorized to travel assumes, with the acceptance of that
authorization, a responsibility to limit travel expense claims to
those actually incurred on travel that is clearly for the purpose
of discharging essential official business of the District. Travel
planning should take into consideration the most economical means
of accomplishing the authorized task.
Administrators who are responsible for making travel assignments
and for approving travel plans have the additional responsibility
of limiting travel plans to those trips that are clearly in
accordance with Board policy, the District improvement plan, or
official Board action.
Employees must secure written approval for travel on the
appropriate District form.
TRAVEL EXPENSE REIMBURSEMENT Employee expenses associated with
authorized trips will be reimbursed in accordance with the
following allowances:
HOTEL
1. The full cost of the hotel room will be reimbursed to a maximum
of $80.00 a day, provided the traveler's reimbursement claim is
submitted with an attached "paid" bill or receipt from a commercial
hotel, motel, or other commercial lodging establishment. The
District will not pay for room service, movies, personal telephone
calls, or other types of personal service.
MEALS
2. An employee will receive reimbursement for meals only to the
maximum amounts established below:
a. Breakfast $5.00
b. Lunch $7.00
c. Dinner $8.00
To be eligible for a meal reimbursement, the traveler must be away
from the District a minimum of 12 hours.
REGISTRATION FEES
Registration fees paid by the employee will be reimbursed if the
employee submits a "paid" bill or receipt from the meeting sponsor.
Reimbursement will not include membership fees in a professional
organization.
PUBLIC TRANSPORTATION
Actual costs for public transportation will be reimbursed.
Employees, when traveling by commercial airline, must travel
tourist/economy class when such space is available. Receipts for
public transportation must be attached to the traveler's request
for reimbursement.
Taxi cab expenses will be reimbursed at actual cost. To the extent
possible, employee must attach receipts for any taxi expenses.
Car rentals will be reimbursed at actual cost. Receipts for car
rental costs must be attached to the traveler's request for
reimbursement. A detailed justification for the car rental must be
attached to the request for reimbursement.
PRIVATE TRANSPORTATION
Travel outside of the District in the employee's private vehicle
will be reimbursed at .485 cents per mile. Mileage claims will be
based on the shortest practical route between the District and the
destination via intermediate points at which official business is
conducted, as well as documented incidental travel in the
destination city.
The maximum reimbursement for the use of personally owned vehicles
will be the amount that the employee would have incurred by using
the lowest available airline fare.
When two or more employees of the District travel with the same
itinerary on the same dates, only one may claim a travel
reimbursement for mileage in a personal vehicle. An exception may
be made if more than four employees use more than one vehicle to
attend a meeting or conference. Mileage reimbursement will be
allowed for one vehicle for each four employees and for any
fraction in excess of a multiple of four employees. If, in any
instance, it is not feasible for these employees to travel in the
same vehicle, they may request prior approval for reimbursement for
travel for each person authorized to use his or her personal
vehicle in such travel. Travel to San Antonio is not eligible for
reimbursement. When an employee travels for District business in a
private vehicle, he or she may be asked to furnish evidence of
insurance to the District.
PARKING COSTS
An employee who drives a vehicle to a meeting and is required to
pay a parking fee will be reimbursed, provided a receipt is
submitted with the reimbursement request form.
MISCELLANEOUS EXPENSES
The District will make reimbursement for other miscellaneous
expenses, such as tips, tolls, and the like, when the employee
documents those expenses and presents receipts, to the extent
feasible.
REIMBURSEMENT DEADLINE The District will make reimbursement for
properly documented expenses only if the request for reimbursement
is submitted to the business office on the appropriate forms, with
any necessary receipts attached, no later than 5 days after the
trip.
ADVANCED TRAVEL FUNDS If an employee needs travel funds issued in
advance, the following procedures will apply:
1. The employee must submit a purchase requisition, approved by the
immediate supervisor, to the business office 10 days before the
funds are needed.
2. Not later than 5 days after the trip, the employee must attach
all bills and receipts to the travel reimbursement request and
submit the form, with any unexpended funds, to the administrator
who approved the advance. Failure to file timely travel reports may
require the employee to repay the entire cash advance to the
District.
3. Administrators will immediately review the travel report, sign
the travel reimbursement form, and forward the report to the
Superintendent or designee.
DATE ISSUED: 06/18/2004
UPDATE 22
DEE(REGULATION)-RRM
Copyright 2003 by TASB, Inc. All rights reserved.
