1. A copy of the Travel Request form must be submitted with the Travel Claim form and sent to Fiscal Services. If registration is pre-paid by the District, submit the original registration form with a copy of the travel request for payment.
2. Personal dues, membership payments, payments for tours, or payments for supplemental entertainment activities such as golf tournaments or theme park admission offered in conjunction with the conference are not reimbursable.
3. An original receipt or a registration form with a copy of a canceled check, bank statement or credit card statement showing payment must be submitted to obtain reimbursement. The receipt must show the name of the conference, the name of the individual attending, and the amount paid.
4. If for any reason, the conference cannot be attended after submitting the request, it is the employee's responsibility to notify the organization and Fiscal Services immediately. Any charges incurred for cancellation or failure to attend will be charged to the school or department.
1. The District will generally pay the lesser of the mileage or airfare to an event.
2. Travel by a non-employee is allowable if part of Board-approved grant.
3. Employee authorized to travel must make own arrangements directly with own travel agent or District-authorized travel agency. The agency will bill the district directly. Travel tickets will be forwarded to employee directly.
4. When the trip has been completed, the canceled portion of the ticket must be submitted to Fiscal Services.
5. Anyone losing a ticket will be required to reimburse the District for the face value of the ticket.
6. Except under special circumstance approved by the Superintendent, round-trip travel of 300 miles or less is to be accomplished by ground travel.
7. If a District car is requested, GUHSD Form 13330, ÒRequest - Use of District Vehicle,Ó should be completed. (Completion instructions, including descriptions of allowable reimbursable charges, are outlined on the reverse side of the form.) Upon completion of trip, employee must sign and record mileage on Form 13330, and return vehicle to the District.
8. Mileage will be reimbursed for miles traveled from the employee's usual/daily work site to the meeting location or from the employee's home to the meeting location, whichever distance is shorter. Only the driver of the vehicle may claim reimbursement for mileage costs.
9. Mileage will be reimbursed at the IRS rate.
1. Actual expense for lodging is reimbursed with an itemized hotel bill. An itemized hotel bill indicating payment must be submitted for reimbursement. Personal credit card receipts or canceled checks are not acceptable unless accompanied by the itemized hotel bill.
2. It is the conference attendee's responsibility to acquire the most economical room rate possible given the area and circumstances. This includes that the attendee inquires with the hotel regarding the waiver of the Transient Occupancy Tax for school agencies. Where alternatives are available, expenses are expected to be reasonable with provision that accommodations may be in conference headquarter hotels.
3. Receipts ARE required for reimbursement for the following expenses: car rental, parking, lodging, airfare, registration, and all taxi/bus/limousine/shuttle service.
4. If accommodations are shared with a spouse/guest, expenses attributed to the spouse/guest are not reimbursable by the District.
1. Meal allowance is at the IRS rater per day. This rate is also in effect for high-cost areas. Receipts are not required for meal reimbursements. Meal costs exceeding the daily maximum amount will not be reimbursed.
2. Guidelines for meal allowances (which include gratuities) are outlined by the IRS. A memo will be sent out every October by the Internal Auditor with the meal allowance breakdown.
3. It is prohibited for the District to spend any public funds on the purchase of alcoholic beverages.
4. Breakfast and dinner expenses are only allowed for conferences held outside of San Diego County.
5. Meals associated with special events such as banquets, luncheon meetings, or which is an official part of a conference and for which there is a prescribed fee, may be reimbursed at actual cost and must be claimed with an actual receipt or noted on the registration form. Otherwise, receipts are not required for meal allowances.
6. Meals included as part of registration fee or meals provided while in flight are not reimbursable as separate items.
7. For pro-rated reimbursement of meals when the employee is on travel status for less than a full 24-hour period:
If Travel Begins If Travel Ends
Before After These Meal allowances may be claimed
7:00 AM 9:00 AM Breakfast (maximum) IRS
7:00 AM 2:00 PM Breakfast and Lunch (maximum) IRS
11:00 AM 2:00 PM Lunch (maximum) IRS
11:00 AM 7:00 PM Lunch and Dinner (maximum) IRS
5:00 PM 7:00 PM Dinner (maximum) IRS
7:00 AM 7:00 PM Breakfast, Lunch and Dinner (max.) IRS
1. One personal telephone call per day at a maximum of $5 as well as daily miscellaneous expenses not to exceed $5 may be claimed (i.e., baggage carriers, porters, etc.). No receipts are necessary for these however; an explanation of the expense must be shown on the expense claim.
1. An advance of travel funds may be granted in an amount not to exceed 75% of the estimated total travel expense, not pre-paid on a purchase order. To allow adequate time for processing, Fiscal Services must receive the request for an advance of funds not less than two weeks prior to the date of departure. No advance should be requested for an amount less than $100.00.
2. Approval of an advance of travel funds requires that the applicant:
a.) File a travel reimbursement claim with all appropriate signatures, accompanied by all receipts and submitted to Fiscal Services within thirty (30) days after completion of travel, and
b.) In the event that the travel expenses are less than the amount advanced, the employee will be billed by Fiscal Services to reimburse the District for such overpayment within 30 days upon returning from the event.
c.) Fiscal Services will issue a warrant to the employee for all approved and proper claims within two weeks of receipt of claims by Fiscal Services.
3. An advance of funds represents a loan from the district and does not relieve the individual of the responsibility for submitting an expense claim. The claim, with valid receipts, must be submitted within 30 days of return. Failure to submit a claim form with valid receipts within 30 working days may result in a delay of future conference travel requests and/or travel advances. If an employee does not return the overpayment, the amount could be reported as wages on your W-2.