TRAVEL ADVANCE AND EXPENSE REIMBURSEMENT PROCEDURES

 

  1. When requesting reimbursement for expenditures, you must complete all applicable portions of the Reimbursement Form.  Payment is made on Wednesday following the 2nd Tuesday and the 25th of the month.

 

  1. On line 5a list your meals.  Remember receipts are required.  Meals are the actual costs not to exceed $5 – Breakfast, $8 Lunch, $10 Dinner, for a total of $23 if you are out for the entire day.

 

  1. On line 5b list your lodging.  Remember receipts are required.  Use the most economical and practical rate available.  Inquire about the government rate.  The current government rate is $80 and this amount should be used as the lodging cost guide for rates.  When possible reduce cost by sharing a room.

 

  1. On line 5c list your mileage.  Do not submit mileage as part of a travel advance request.  If possible request use of a district vehicle and try to share travel with other employees.  It is understood that this is not always practical.  The district reimburses $.40 per mile when you must use your vehicle.

 

  1. On line 5d list your miscellaneous expenditures such as parking.  Receipts are required.

 

  1. On line 6 list the amount of your Travel Advance if you requested and received one. 

 

  1. Line 7 is the amount of money the district owes you and if this amount is negative, then you owe the district that amount. 

 

  1. On line 8 enter the budget code to use for the expenditure.

 

  1. On line 9 sign and date this reimbursement form.  Your signature certifies that the expenditures are true and correct and are reasonable, necessary and actually incurred.

 

  1. Organize your receipts by taping the receipts to a sheet of paper and writing the date, reason for the expenditure and amount under it.  Several sheets may be use to organize the receipts.  Staple the sheets to the Reimbursement Form when turning in to your budget manager.

 

  1. Turn in this form with the accompanying receipts to your budget manager for their approval.  Your budget manager will submit this form to the central office for payment.