Number:

627

Section:

Finance

Title:

Travel and Expense Reimbursement

Date Adopted:

October 26, 2004

Date Reviewed:

  
   

Purpose
To establish procedures that manage and regulate travel of district personnel and members of the Board of School Directors.

Authority
      I. Overview

A. The process outlined in this document regulates business-related pre-approved travel. These procedures will also be utilized for reimbursement of meals and other expenses.
B Incidental or regular travel that occurs in the usual operation of the district such as school visits, meeting attendance, conferences, etc. shall be managed through the normal administrative process, and expenses related to such will be reimbursed using the Daily Travel Expenses form or Statement of Daily Travel Expenses.
C. All expenses related to authorized district business and travel will be paid in accordance with established guidelines. Such expenses must be reasonable, necessary and authorized. In some circumstances, arrangements may be made to share some portion of the expenses.
D. The coordination of scheduling and financial aspects will be carried out by the Business Manager or his designee.
E. Normally, all such arrangements will be made in advance.
F.

Personal expenses included in conjunction with approved travel will not be reimbursed. These include but are not limited to:

  1. Personal travel before and/or after the approved period
  2. Expenses incurred by others (i.e., family members) who travel with district personnel
  3. Entertainment
  4. Flight or accident insurance
  5. Traffic, parking or other fines
  6. Personal telephone calls
  7. Alcoholic beverages
G. Expenses incurred by the district for others traveling with district personnel will be reimbursed to the district as soon as possible, but no later than prior to the trip.
H.

Upon return from an approved trip, the individual must:

  1. Complete a Statement of Expenses form to account for all travel expenses within two weeks of the approved trip.
  2. File a travel summary report with their supervisor within two weeks.
  3. Provide proof of expenditures, including receipts that detail and substantiate costs.
  4. Finalize all financial details related to any cash advances and expenses within 120 days of the date of issue to prevent the amount of the advance from being automatically added to the payroll income of the employee.

NOTE: All travel and expense reimbursement requests must be submitted within 90 days of occurrence or the reimbursement will not be paid by the District.

      II. Approval

A. All conference related travel requires prior approval in order to be eligible for reimbursement.
B. Presentations at such events are not in themselves reason for approval for such requests.
C. No travel will be approved without the source of funds identified and verified. Such expenditures may not exceed the budgetary constraints of the fund from which they are paid.
D. The process for approval requires the completion of the appropriate forms and submission through the channels indicated in the approval section of the specific form used (either Statement of Expenses Form or Daily Travel Expense Form).
E. The approval of a request authorizes related expenses.
F. Employees are still required to follow regular procedures related to reporting absences, preparing for coverage of duties and recording attendance.

 

      III. Expense Guidelines

A. Individuals who fail to adhere to established procedures relating to district travel and/or financial guidelines are personally liable for expenses incurred.
B. Cancellation expenses are the personal responsibility of that individual.
C.

Transportation:

  1. Economy or coach accommodations will be used unless economy class is not available and/or the purpose of the travel is crucial.
  2. If the individual elects to drive his/her automobile on an approved event, and the cost for mileage reimbursement exceeds the economy or coach accommodations for normal travel for the conference, they will be reimbursed for the cost of the least expensive method of transportation.
  3. When an individual combines a personal vacation with his/her approved district travel, the employee is responsible for any additional expenses which are in excess of the normal transportation expenses to attend the conference.
  4. The use of an automobile rental requires prior approval and must be included on the request form.
D.

Lodging:

  1. The cost for lodging will be reimbursed at the single occupancy room rate which will include all taxes, etc.
  2. If a relative attends the event and shares the employee’s room, the District will only reimburse the employee for the single occupancy room rate. In these circumstances, the individual is responsible for securing adequate documentation of the exact cost of the single occupancy room, plus applicable taxes, etc., from the hotel, and this information should be attached to the Statement of Expenses form.
  3. A detailed vendor receipt or invoice is required for all lodging expenses according to the State of Pennsylvania guidelines.
  4. All travel expenses which are listed on a hotel or motel invoice in addition to the charge for lodging must have a detailed explanation to receive reimbursement. Telephone calls and meals, etc. are examples of the expenses which must be detailed on the Statement of Expenses form.
  5. An official receipt or cancelled check is required for reimbursement of all registration and other fees which are not paid directly by the Business Office.

      IV. Meals

A. The maximum allowance per day for meals will be the usual and customary amount for the location plus tax and tip. Receipts are required for all meals and the employee should record the daily expenses on the Statement of Expenses form. Travelers will be reimbursed at the actual cost for meals plus tax and tips.
B.

No one will be reimbursed for alcoholic beverages or entertainment.

  1. If an approved trip does not involve a full day, individual meals will be reimbursed according.
In addition to the meal, an employee will be reimbursed for documented taxes and a maximum tip allowance up to 20%. Receipts should be attached to reimbursement document for individual meals.
C. Meal reimbursement for more than one person must be listed on the reimbursement form (the specific names should be listed) and justified.
D. The only exception to this policy involves special functions at conferences. An individual must specifically list, request and receive prior approval of these special meal functions on the request form. An individual may only exceed the maximum allowance under these circumstances as long as they do not exceed the other meal allowances during the day of the specific function.

      V. Other Travel Expenses

A. No personal telephone calls will be reimbursed.
B. Tolls, parking fees, taxi fees, limousine service, bus, subway, and tips are reimbursable. Receipts are required where feasible, and each of the expenses should be listed separately on the Statement of Expenses form in the appropriate boxes.

Responsibility
The Business Manager is responsible to manage the travel program. The procedures will comply with local, state and federal regulations, maintain accurate records, utilize district resources in an efficient manner, require appropriate administrative approval and establish written guidelines that are communicated to all staff.