Procedure for 6213 Reimbursement for Travel Expenses
Reimbursement for Travel Expenses
Travel Request
Travel requests must be approved by the staff member's immediate supervisor prior to submission to the asst. superintendent. Out-of-district travel must be approved by the asst. superintendent.
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.
All out-of-state travel must be pre-authorized by the board.
Reimbursement Of Claims
Certified claims must be submitted to the district business office, monthly.
A mileage report is to be submitted each month for reimbursement of mileage in a personal vehicle. The report must show each point of departure and destination.
Reimbursable Expenses
- Lodging — Reasonable rates; Itemized receipt required
- Meals — Current state subsistence rates; No receipt required
- Airline, Train, Bus Fare — Tourist rate; Cancelled ticket serves as receipt
- Taxi, Parking, Toll — Receipt preferred
- Mileage — personal car; Reimbursement shall be at the rate paid to state staff
Hotel and Motel Expenses: Receipts are required from each staff member who obtains reimbursement from the district. 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 to be billed directly to the district. through the purchase order process.
Airline Tickets: Airline tickets (coach rate) may be charged to the district through a local travel agency for any approved travel.
Nonreimbursable Expenses
The following expenses are not reimbursable:
- Alcoholic beverages.
- Personal telephone calls, or personal postage.
- Mileage to and from home.
- Mileage for school levy promotions and other nonofficial school functions.
- Entertainment.
- Expenses for travel extending beyond the time required for the meeting or business, unless it is in the district’s financial interest to extend the travel over a Saturday night or such other rate advantages.
- Expenses incurred by non-employees traveling with the staff member, including room surcharges.
First enacted: 03.18.03
Stanwood-Camano School District