Travel Process Information
The District’s travel policies are established by the Board to ensure that employees are reimbursed for the cost of approved district-related travel, and to ensure that state travel requirements are met.
State audit standards require that travelers identify:
Out-of-district Travel
The District reimburses faculty, staff and students for approved, necessary, and reasonable travel expenses incurred while conducting business for the district. Individuals who travel are responsible for obtaining necessary approval prior to departure. Applications for all out-of-district travel, are made on district form "Prior Approval Travel Authorization" to be submitted to your supervisor at least one week before the expected departure date when possible. (Do not forget to call the sub desk at 538-2000 if a substitute is needed during your absence).
Travel using commercial transportation (bus, airplane, train) should be done at the minimum cost for achieving the purpose of the trip. Arrangements may be made using an on-line service or with the assistance of a local travel agency (comparison shopping is recommended).
Payments for airfare, accommodations, and registration fees are usually initiated by the traveler by sending a completed requisition form to the Business Office. These arrangements may also be finalized by your school or program secretary using a District Procurement Card. Unused portions of an airlines ticket must be returned immediately upon return.
Reasonable Expense
District travel should be conducted at a minimum cost for achieving the purpose of the trip. Travel for District business is governed by the travel policies of the District, regardless of the source of funds. If travel expenses are to be paid solely from resources provided by a separate agency, that agency’s travel reimbursements will apply; however, District pre-approval for travel is still required.
Travelers are expected to promptly return when District business is completed, unless it is more economical to the District for the traveler to remain overnight. If so, reimbursement will be made for the extended trip provided written documentation is included on the "Prior Approval Travel Authorization." Travelers who extend a trip for personal reasons are responsible for all expenses caused by the extended stay.
Reimbursement Claims
Claims for expenses incurred while on authorized travel shall be presented to the Business Office within 30 days of the date of return. Original receipts are required for all travel reimbursements with the exception of mileage or in the event that no receipt is provided (e.g., parking lots that do not use attendants). Expenses for foreign travel should be translated into U.S. dollars at the exchange rate at the time the expense was incurred. Conversion rates should be included on the applicable reimbursement form.
MEALS (with lodging)- Reimbursed with the following "not-to-exceed" limitations: breakfast $8.00, lunch $10.00, dinner $17.00. Receipts are required for all meal reimbursements. Reimbursement will equal the lesser of the meal allowance or the actual cost. Tips are reimbursable up to 15%. . To claim reimbursement the traveler must be in travel status: Breakfast 6:00 AM to 6:30 AM; Lunch 12 Noon to 1 PM; and Dinner 6:00 PM to 7:00 PM. Grocery purchases (in-lieu of dining out) are permissible within the per-meal limitations. Meal reimbursement is limited to a "per-meal" basis (you cannot skip lunch and spend $27.00 for dinner). Meals for spouses, children, or guests are not reimbursable nor are liquor purchases. If you are claiming another employee’s expenses, identify the costs clearly. If you are traveling to a very high cost area out-of-state and wish to be reimbursed at higher per meal rates, please contact the Business Office in advance. Where meals are included in the registration fee for a meeting, conference or convention, reimbursement for alternative eating arrangements will not be authorized unless special dietary needs cannot be accommodated otherwise.MEALS (without lodging)- Same as above, except: Meal reimbursement is limited to times when the employee is in travel status at least three hours outside their regularly scheduled work shift. The reimbursement request for these meals is made on the District’s "Meal Reimbursement Form." Do not claim another employee’s meal expenses; identify their costs clearly and give them a copy of the receipt to attach to their claim. Reimbursement for these meals is taxable income that will be added to the employee’s paycheck and reported to the IRS as taxable income.
LODGING - Reimbursable on an actual cost basis with itemized hotel receipt. Additional costs associated with higher-than-single-occupancy (spouse/children/guest accompanying) are not reimbursable and shall be paid by employee prior to check out. Room service is reimbursable subject to the per-meal limitations above. Personal expenses- guest meals, in-room movies, phone calls, liquor, etc are not reimbursable and shall be paid by the employee prior to check out. Business phone calls may be included on the hotel bill. Overnight stays within Grays Harbor, Pacific, Mason, Lewis, Jefferson, Pierce or Thurston Counties will not be reimbursed except under the following conditions: 1. An overnight stay in commercial lodging is required to avoid driving back and forth for back-to-back late night/early morning meetings (Prior written approval by the Supervisor is required.) 2. An overnight stay in commercial lodging is required to avoid driving in severe inclement weather.
MILEAGE - Reimbursable at the applicable IRS rate at the time the travel occurred (the current per-mile rate is $0.325/mile for calendar year 2000). Mileage claimed shall not exceed the actual distance from Aberdeen. If additional same-day mileage is required for business purposes, it shall be itemized separately. Employees are encouraged to car pool or arrange for a motor pool vehicle. District gas credit cards shall not be used when a private vehicle is used. Mileage charged shall be off the District Mileage Chart - if travel is to a location not on the chart, actual mileage may be charged. Mileage reimbursement for out-of-state trips cannot exceed the cost to the District when compared to the same trip using commercial air travel arrangements. Employees who are required to travel within the District should use the "In District Mileage Claim" form to request reimbursement for mileage expenses.
OTHER COSTS - May include registration fees, faxes, parking, ferry fees, taxi fares, car rental (upon prior approval), and sundry supplies and materials necessary for the event. Receipts are required and items must be business-related and necessary for the training event. Travelers should seek to obtain the most reasonable parking and ground transportation arrangements consistent with safety and travel timelines. Airport shuttles or two round-trip local mileage trips to and from the airport to drop off and pick up a traveler in lieu of parking expense may be reimbursed. Individuals are not permitted to ride in privately owned aircraft or watercraft to accomplish District business.
NONREIMBURSABLE EXPENSES &emdash; Alcoholic beverages, meals or snacks other than regular meals, personal telephone calls, postage, memberships, mileage to and from home, mileage for school levy promotions and other nonoffical school functions, entertainment (including the cost of in-room movies), expenses for travel extending beyond the time required for the meeting or trip (unless it is in the District’s financial interest to extend the travel over a Saturday night or such other rate advantages, fines for parking or traffic violations, business cancellation or trip life insurance, and expenses incurred by non-employees traveling with the authorized traveler (including room surcharges).
Motor Pool
The District maintains a small fleet of vehicles for use by staff. Contact the motor pool at 533-7010 to reserve a vehicle or obtain more information about the District’s motor pool.
Credit cards are in the glove compartment of District Motor Pool cars. Sales slips for gas are to be turned in with your expense voucher. An emergency directions card will be in each glove compartment with instructions to follow if you should have a mechanical failure or be involved in an accident.
Vehicles will be picked up at and returned to the transportation facility. The user should remove all debris and put the credit card and keys in the slot in the door of the facility provided for that purpose.
Need Help?
If you have questions about travel reimbursement procedures, please contact Cindy at clee@asd5.org or call 538-2011. If you have questions about the tax implications of meal reimbursement or the "three hour rule" when no lodging costs are incurred, please contact Ruth at rflaherty@asd5.org or call 538-2008.