Travel Expenses Reimbursement

Before any travel expenses are incurred by an employee, the employee’s supervisor must give approval. For approved travel, employees will be reimbursed for mileage and other travel expenditures according to the current rate schedule established by the District. Employees must submit receipts, to the extent possible, to be reimbursed for allowable expenses other than mileage. Administration has given a blanket approval for all UIL, sports, and other travel that is usual and customary that is scheduled on the district calendar.

Travel Authorization

Professional employees wishing to travel on school business must submit a Time-Off request through Skyward using the appropriate time-off code, reason code, and comment that describes the travel event. The Request for Travel Advance is used to request money for lodging and registrations. After approval by the campus principal or director, the Superintendent may approve or deny any request to travel.  All travel costs must be covered by the traveler’s budget, and must be reasonable and allowable. Within three days of return from the trip, the employee must submit the Travel Expense Report form with all original detailed receipts in paper form to the Business Office. The principal or director must approve this prior to submitting the form to the Business Office. The Business Manager may determine appropriate reimbursement. District policy concerning travel is located in Policy DEE Local. 

Travel from Special Revenue Funds or Activity Funds 

When employees travel on funds provided by grants and special revenue funds, the reimbursement rates for those funds will apply if they are lower than the District rate. When students and sponsors travel on Student Activity Fund money, the District travel guidelines and rates apply without exception. Lodging rates allowable are found by going to the U.S. General Services Administration’s (GSA) website at http://www.gsa.gov/portal/category/100120 and the Travel Reimbursement rates at https://fm/tavel/travelrates.php. 

Federal Guidelines (EDGAR): ·

All travel expenses paid with federal grant funds (typically funds 2XX) shall meet the new EDGAR requirements (200.474) such as: 1) all travel costs must be reasonable and necessary; 2) all travel costs must be consistent with the district’s travel policy; 3) all travel costs must be directly related to the grant award; and 4) all travel costs must meet the obligation of expenses rules.

• In addition, all federally-funded travel expenses must meet the TEA’s Current Travel & Mileage Reimbursement Rates (as published in the most recent TEA Correspondence). 

• Out-of-State Travel is an unallowable cost from federal funds with the exception of Head Start Funds-Fund 205 unless prior approval from granting agency is obtained. Lodging Employees traveling on school business will be reimbursed reasonable lodging expense. All employees should choose lodging that offers the best value to the District.

Advances to hotels will be made only when necessary. Advances will not be issued to “guarantee” reservations. Reservations must be guaranteed by the traveler’s personal credit card or a District credit card. Employees are responsible for making their own reservations at reasonably priced locations.

The District will reimburse the employee for lodging plus local hotel tax. State tax is not reimbursable if the employee failed to utilize the exemption form. The employee will bear the cost of any hotel expenses such as movies and room service surcharges. 

Receipts are required for lodging expenses, whether or not an advance check was issued.

Tips made at hotels for bellhops, baggage handlers, valets, room service, movie rental, and other services are at the cost of the traveler and will not be reimbursed by the District. Regular parking will be reimbursed with a parking ticket receipt. Valet parking will not be reimbursed unless it is the only option. 

Costs of entertainment such as movies, theme parks, and other attractions not related to the purpose of the travel will not be reimburse

Staff Meals for Overnight Travel 

Daily meal expense reimbursements are capped at $40.00 per day. Each day is limited to $40.00. This reimbursement limit applies without a carry-over from one day to another. If continental breakfast or lunch is provided by the hotel or conference that will not be considered a reimbursable expense.   For example if the conference provides lunch to all participants or the hotel provides breakfast the District will not reimburse the employee for those meals.

• Meal costs will not be advanced to employees traveling on District business, unless approved by Superintendent. Meals will be reimbursed to a maximum of $40.00 ($8 breakfast, $12 lunch, and $20 dinner) per day as noted on the Travel Expense Report form. When traveling original detailed receipts must be provided with the Travel Expense Report form. This is an actual expense maximum, and is not a per diem allowance. Tips and tax are an unallowable cost for reimbursement from all funds, with one exception of large student groups that require an automatic gratuity. Alcoholic beverages are not reimbursable by state law. Costs of between-meal snacks such as candy, soft drinks, ice cream, etc., are not reimbursable as meal expenses. Meal expenses not supported by detailed receipts will not be reimbursed. 

Staff Meals for Day Trips 

In the event that an Electra Independent School District employee travels on school business for less than overnight, the District will not reimburse for meal expenses. The Internal Revenue Service considers these payments taxable income. 

Student Meals

Employees traveling with student groups will receive a check for meal advances when necessary. Receipts should be obtained if available. If receipts for student meals are not available, a list of students and the amount of their meals must be submitted with the travel report. In many cases, student meals may be charged at restaurants in our area, making the meal advance unnecessary. All student travel requests must include a list of students that participated in the event/travel. Tips are an allowable cost for reimbursement for large student groups that require an automatic gratuity. 

Mileage 

Upon prior approval, when an employee is required to use a personal vehicle, mileage will be reimbursed for city-to-city travel at the current rate. The current reimbursement rate is listed In some cases, travel by air may be more economical than travel by automobile. In such cases, the District may approve air travel. Air travel is not reimbursable if other employees are attending the same convention or meeting at the same time and are traveling by vehicle. The Superintendent must approve all airfare in advance. 

Travel Expense Report 

All travel expenses must be documented on the Travel Expense Report. Expenses must be supported by original detailed receipts. Receipts are to be attached to the travel expense report along with a copy of the event registration/flyer and all submitted in paper form to the Business Office. The report is due to the Business Office within three days after the employee returns from the travel. Failure to provide receipts within the allotted time will negate the use of District credit cards or reimbursement and the employee may be responsible for reimbursing the District for charges incurred on the District credit card.