FILE DJD – R

TRAVEL PROCEDURES

Purpose:  To outline the procedures for the documentation and reimbursement of travel by employees of the Auburn City Board of Education and consultants employed by the School District.

Policy Reference:   FILE:  DJD  EXPENSE REIMBURSEMENT

Procedures:

1. General Provisions:  Out of town travel will be considered travel outside of Lee County except when requesting mileage reimbursement within Lee County.  Travel requests shall normally be limited to that for which funds have been appropriated in the annual budget.

2. Prepayments:  Registration and airline tickets may be paid in advance in order to optimize savings.  Lodging may be paid in advance upon the approval of the Superintendent (Travel Form – 3).  A copy of the approved travel form must be submitted with the purchase order or check request when requesting prepayment.

3. Authorized Expenses:  The Board of Education will reimburse the employee for registration fees, meals, lodging, coach airline tickets, mileage for personal vehicle, parking and toll fees, baggage handling fees (maximum $20.00 without receipts), limousine or taxi fares between the airport and the hotel and/or the hotel and the training site, and for Board business telephone calls while away from Auburn.

4. Unauthorized Expenses:  The Board of Education will not reimburse the employee for alcoholic beverages, snacks, personal supplies or entertainment. 

5. Employee Authorization for Travel:  Employees who are required to or who are requesting to travel are eligible for travel reimbursement and should receive authorization in advance of their travel via a leave request form.  All employees requesting travel must complete a leave request form.

If the travel request is for in state travel, the employee needs only the approval of the School Principal or Department Head.  If the travel request is for out of state travel, the employee needs the approval of the School Principal or Department Head and the Superintendent.  School Principals and Department Heads must get the Superintendents approval for all travel. 

The leave request form must be accompanied by an agenda, brochure or some other form of documentation to substantiate the need for travel.  The leave request form should include estimates for the costs of registration fees, transportation, lodging, meals and any other allowable expenditure.  The Leave request form must be completed at least 30 days prior to the date of departure, if possible.  Unauthorized travel will be at the expense of the employee.

6. Employee Reimbursement Requests:  Within five working days following the employee’s return to work from travel, the employee will submit the leave request form with the expense summary section completed and any required attachments with all of the necessary supporting documentation to their School Principal or Department Head for review and approval.  Once approved, by signature, the School Principal or Department Head will route the leave request form to the Accounts Payable Accounting Specialist for payment.  Requests that are not complete will be returned to the School Principal or Department Head.  Once the travel request has been reconciled by the Accounts Payable Accounting Specialist without any errors, the travel reimbursement request will be included in the first available accounts payable check run.  Check runs are scheduled on the 10^th, 15^th and last working day of the month.  The Accounts Payable Accounting Specialist must receive all of the necessary documentation at least five working days before a check run to be included in that check run.

All employees are required to complete a travel request form (Travel Form - 1) and a meals and lodging summary report (Travel Form - 2) when requesting travel reimbursement.

7. Registration Fee Prepayment Requests:  Travel requests that include prepaid registration fees must be submitted to the Accounts Payable Accounting Specialist at least two weeks prior to the registration deadline.  The request should be submitted by purchase order.  A copy of the approved travel request form must accompany the purchase order.

8. Meal Allowances within the State:  Employees traveling may be reimbursed the actual costs of meals within the maximum limits established in these travel regulations.  The following limits apply to employees traveling within the State of Alabama: 

The meal allowances will be $15.00 for breakfast, $20.00 for lunch and $30.00 for dinner. 

An employee will be reimbursed for actual expenses up to the prescribed limit for each meal.  A gratuity of up to 15% may be included, however, it must be added to the costs of the meal.  Unused meal allowances may not be applied to other meals.  Expenses in excess of the prescribed limit will not be reimbursed.

9. Meal Allowances out of the State:  Employees traveling may be reimbursed the actual costs of meals within the maximum limits established in these travel regulations.  The following limits apply to employees traveling out of the State of Alabama:

The meal allowances will be $20.00 for breakfast, $25.00 for lunch and $40.00 for dinner. 

An employee will be reimbursed for actual expenses up to the prescribed limit for each meal.  A gratuity of up to 15% may be included, however, it must be added to the cost of the meal.  Unused meal allowances may not be applied to other meals.  Expenses in excess of the prescribed limit will not be reimbursed.

10. Meal Allowance Eligibility:  Employees traveling may be reimbursed for meals as prescribed in item #6 and item #7.  The eligibility of meals is as follows:

An employee is eligible for the breakfast allowance if they are on travel status prior to 6:30 a.m.

An employee is eligible for the lunch allowance if they are on travel status between 11:00 a.m. and 2:00 p.m.

An employee is eligible for the dinner allowance if they are on travel status between 6:00 p.m. and 8:00 p.m.

11. Mileage Reimbursement Rate:  Employees may be reimbursed for business miles traveled in a personal vehicle at the Standard Mileage Rate prescribed by the Internal Revenue Service, currently $0.485 per mile.  Reimbursement is for point-to-point mileage only.

12. Required Documentation of Allowable Expenses:  Reimbursement of authorized expenditures will be made only if substantiated.
1. Registration fee – documented by publication or by invoice/receipt or a copy of check showing payment. 
2. Meals – (including gratuities actually paid not exceeding 15%) - dated itemized receipt. 
3. Lodging – original itemized invoice. 
4. Coach Airline Tickets – by original itemized invoice. 
5. Mileage for personal vehicle – substantiated by beginning/ending odometer reading, adjusted for any personal convenience mileage or by point-to-point mileage as indicated on a current official road map (Travel within Lee County should be taken from official mileage chart, if applicable). 
6. Parking and Toll fees – substantiated by dated receipt. 
7. Baggage handling fees – substantiated by dated receipt or by hand record showing the date and the amount paid. 
8. Limousine or Taxi fees – substantiated by dated receipt or by hand record showing the date, destination and the amount. 
9. Telephone Calls (only for Board Business) – documented by lodging invoice and/or substantiated by hand record showing the date, the location, the number called and the cost. 
10. Other expenses – documented by dated receipts. 

Please note:  Cash register tapes, scraps of paper or other reimbursement claims that are not determinable as to the date, the place and the type of expenditure will be disallowed for reimbursement.

13. Employee Responsibilities:  Employees are responsible for ensuring the most reasonable rates for all expenditures.  If at all possible, employees traveling to the same location for the same purpose should carpool and share lodging.

14. Consultants:  All consultants hired by the Board will be required to follow the guidelines set forth when requesting reimbursements.

15. Other Provisions:  The Superintendent may authorize exceptions to the provisions set forth if he/she deems the exceptions necessary to meet the needs of the School Systems operations.  School Principals or Department Heads, accompanied by an explanation of the circumstances that justify the need for making the exception, will request the Superintendent’s authorization of exceptions in writing.  The guidelines set forth do not apply to Board Members or the Superintendent, however, they are required to complete a request for travel form.

SUBMITTED:     June 10, 2003  (revised September 13, 2005)