6214P - Reimbursement for Travel and Work Related Expenses Procedure

Reimbursement of Claims

Employee reimbursements are authorized only under the following circumstances:

• Travel related expenses, including mileage. Refer to Regulation 6213 and Procedure 6213P. 
• Reimbursements allowed under collective bargaining agreements. 
• Emergency reimbursements as approved by the Superintendent/Business Office. 
• Pre-approved purchases made when schools are closed for summer.

The Superintendent/designee may claim travel-related expense reimbursement on behalf of others who travel, partake of meals, or otherwise incur expense in the course of performing services for the district. When claiming reimbursement, the Superintendent/designee will list their names, their relationship to the district, indicate vendors and itemized amount claimed, and include an explicit statement of purpose for the event which generated the expense.

The above provision also covers expenses of individuals who attend meetings or attend to urgent business at the direction of the Board of Directors. Under such circumstances certain committee expenses can be reimbursed by the District, but clear direction from the Board of Directors/Superintendent to such a committee should be established in advance of any need for expenditures.

 

A. Reimbursement for Supplies and Materials

From the first day of school to the last day of school, all regular purchases of supplies and materials will be purchased utilizing a purchase order or District P-card. No reimbursement will be made for employees’ supply and material purchases made within this time frame unless pre-approved by the Business Office.

During summer break, pre-approved purchases can be made by employees without utilizing purchase order or district p-card. Reimbursement request shall be completed on Form 6213F1 and submitted to the Business Office within ten (10) working days of the first day of school unless authorized by the Business Office along with appropriate approval signature(s) and itemized documents. Purchases cannot be in conflict with District regulations.

Any authorized emergent material reimbursements will be submitted to the Business Office on Form 6213F1, contain the appropriate approval signature(s) and include itemized documents. Reimbursement requests will be turned in within ten (10) working days of the purchase unless authorized by the Business Office. Cash awards and cash equivalents such as gift cards/certificates are not allowed and therefore will not be reimbursed. Reimbursement requests cannot exceed $350 without prior authorization from the Business Office. Purchases cannot be in conflict with District regulations.

Reimbursements will be made to District employees only. No reimbursements will be made to parents, volunteers, students or other non-district employees, except in those cases where the parent is acting as a district-approved chaperone for a trip not covered by advanced travel funds or otherwise approved by the Superintendent or superintendent's designee.

 

B. Reimbursement for Travel Expenses

Refer to Regulation 6213-Travel and Procedure 6213P.

Travel reimbursements will be requested on the appropriate district reimbursement form (Mileage Reimbursement Form or Form 6213F) and will include the appropriate approval signature(s) and itemized documentation. Travel reimbursement request forms must be submitted to the Business Office within the fiscal year in which the travel occurred unless authorized by the Business Office.

Travel expenses must be of a reasonable rate. The Superintendent/designee is the final judge as to what constitutes “reasonable”. If an employee anticipates traveling to a geographic area where expenses are believed to exceed otherwise “reasonable” guidelines, the employee will gain approval in advance of the trip from the Superintendent/designee for the estimated additional expenses.

Reimbursable Travel Expenses

Lodging	Reasonable rates	Itemized receipt required
Lodging will only be reimbursed when the meeting or event takes place outside of King, Pierce and Snohomish counties unless approved by the employee’s supervisor. Individual receipts are required from each employee who requests reimbursement. When two or more people share a room, the person paying the bill and requesting reimbursement will note on the receipt all other employees who shared the room.
Meals	Up to $60 per day including reasonable gratuities.	Itemized receipts required
When attending an event where meals are provided, only meals not provided by the event organizers will be reimbursed. If the cost of scheduled meals causes the total daily expense for meals to exceed $60 (e.g. a special banquet on one day of a conference), such additional expense may also be submitted for reimbursement.
Airline/Train/Bus	Coach Rate	Ticket stub and boarding pass and receipt
Airline tickets (coach rate) may also be charged to the District through the District’s designated travel agency.
Taxi/Ride-Share/Parking/Tolls	Actual Cost	Receipt required
Mileage
If authorized in advance by the employee’s supervisor, mileage may be reimbursed when travel is a necessary part of performing one’s work. Reimbursable miles start at the first district location to the subsequent district location on that day. Distances from home to a district location or from a district location to home are not reimbursable.
Mileage for additional daily trips between home and the District may be claimed when the Administrator’s presence is required for District activities such as school board meetings, committee or task force meetings, or a school activity. Such mileage calculations start at the school District boundary.
Mileage expenses should be submitted at least every three months for reimbursement of mileage in personal vehicles or with a balance of at least ten dollars ($10.00). Such expenses must be submitted within the fiscal year in which they occur unless authorized by the Business Office.
If one’s private automobile is used for an extensive trip, costs will be identified for the most direct route. If travel involves driving to an airport, bus or rail station, employees may be reimbursed for mileage from their place of business to the airport or station. Reimbursement will be at the rate authorized under IRS regulations. The District will not reimburse food and lodging expenses en route.

 

Travel Advances

1. Employees may request an advance to cover the cost of travel expenses that exceed $60.00 and are not paid directly by the District.
2. A written request for a travel advance must be submitted to the Business Office with the travel purchase order at least thirty (30) days prior to departure unless extenuating circumstances make such requests Travel advance requests shall be made on an Advanced Travel Request Form.
3. Travel advances are paid in the form of a check payable to the employee.
4. A statement of expense shall be submitted to the Business Office within ten (10) days following completion of the trip. If the actual expenses are less than the travel advance, the employee shall reimburse the District for the difference.
5. The Advance Travel Revolving Fund should not be used for payment of airline tickets, pre-registration fees or for reimbursements to employees or officers for travel expenses already incurred.
6. Travel advances will only be used for District employees, excluding temporary employees. Meal advances may be given to students and chaperones traveling on pre-approved field trips.

Non-reimbursable Expenses

1. Alcoholic beverages.
2. Personal expenses such as telephone calls, postage, and memberships.
3. Mileage to and from home, except as designated above.
4. Mileage for school levy promotions and other nonofficial school functions.
5. Expenses incurred by non-employees traveling with the staff member, including room surcharges.
6. Fines or traffic and parking violations
7. 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 advantage.
8. Gifts
9. Expenditures in conflict with District regulations.