BUS & NON. OPER. INST.

Employees and officers of the Davenport Community School District may occasionally travel to attend conferences, conventions, training seminars or meetings as deemed necessary for carrying out the duties of their position. Travel approved by the District will be at District expense, and all reasonable and approved expenses incurred will be reimbursed according to this policy.

July 1, 1997.

This policy applies to all employees and officers of the Davenport Community School District traveling on behalf of the District, regardless of the funding source. This includes, but is not limited to, travel under Phase III, Federal or State grants, Food and Nutrition funds, and General funds.

1. General:

All claims for reimbursement must be completed within 90 days of the date incurred.

When a receipt is required, the receipt must be dated, must detail the costs incurred, and include the business name, address and phone.

Professional development allotments for Administrators should be monitored by the employee, and the remaining balance noted on the travel form at the time of reimbursement. Expenses incurred above the remaining professional development balance will not be paid by the District. Other individual program or department budget allocations should be monitored by the program or department head.

Employees are expected to exercise the same care in incurring costs as they would if on a personal trip. The sharing of rooms and automobile travel is encouraged whenever possible.

Failure to comply with this policy may result in full or partial denial of reimbursement, and/or disciplinary action up to and including dismissal.

 

2. Authorization:

A Leave or District Assignment Request (Form B42-43, #5530) must be completed and approved by the supervisor prior to the time of travel. It is the responsibility of the immediate supervisor to verify the length of the conference and determine the appropriateness of the amount of leave requested, and method of travel.

 

3. Reimbursable Expense Categories:

A.  Registration

Registration fees for all training or conferences may be paid in advance to the vendor, or reimbursed on the Travel Reimbursement Request (Form A-117, #5380). A copy of the registration form, and any brochures or correspondence detailing the costs and events of the training or conference must be attached.

$30/day Full day overnight stay, or full day trip out of the District

$15/day Half day overnight stay, or half day trip out of the District

$20/day Special extension *, or overnight stay with one meal included in registration

$10/day Overnight stay with two or more meals included in registration

Meals and incidentals will be reimbursed according the rates as outlined above. Incidentals will include: tips, faxes, copies, business phone calls, laundry, etc. No advances will be allowed. No receipts are necessary for meals or incidentals.

* The special extension refers to employees that will stay an extended length of time in order to satisfy an airline discount requirement (i.e. Saturday night).

C. Transportation

District vehicle:

District vehicle should be reserved if one is available for all trips not requiring air travel. Contact the District Parts Manager at the Bus Garage for availability. A District credit card will be provided with each District vehicle, to be used for gas, oil, or other reasonable operating expenses. Other emergency expenses for gas, oil, or repairs not charged to the District credit card may be reimbursed with a proper receipt. No additional amounts for mileage will be paid

Personal vehicle:

Reimbursement for a personal vehicle will be 25 cents for each mile driven for District business. Mileage will be determined by the distance of the usually traveled, most direct route. Reimbursement for mileage will not exceed the most economical choice considering such factors as airfare rates, and number of people traveling. No additional amounts for gas, oil, repairs or other operating expenses will be paid.

When more than one employee is traveling to the same destination, travel should be coordinated in the District vehicle, or one personal vehicle, so as to provide the most cost effective transportation.

D.  Air Travel

Employees are required to book all airline travel through the District agent. Contact the Purchasing Department for the name and number of the current agent. Air fare will be paid directly to the agent. Off peak, excursions, promotional and other types of discount fares shall be used whenever possible. Full coach fares may be used only if no other discounted fares are available. Spouses traveling with employees may use the same travel agent, however, if special discounts are afforded District employees, they will not be afforded to spouses unless the discount is applicable to any member of the public.

The agent will provide the traveler with a travel itinerary, including flight departure and arrival times, ground transportation arrangements, and lodging information. A copy of the travel itinerary will be required to substantiate the air travel arrangements. Charges for returning or reissuing airline tickets for business purposes must be approved by the supervisor and the individual responsible for the funding. Fees for returning or reissuing airline tickets for personal reasons will not be paid by the District. All frequent flyer miles accumulated shall become the sole property of the District.

E.  Lodging

Employees are also required to book all lodging through the District agent. Lodging will be paid directly to the agent. The agent will recommend appropriate lodging based upon individual needs and conference/meeting location, and will arrange for additional transportation if necessary. Employees are responsible for notifying the travel agent of any special rates or discounts offered as part of the conference. Other incidental or unexpected lodging may be reimbursed on the Travel Reimbursement Request (Form A-117, #5380), with a detailed receipt attached. All expenses incurred for spouses or companions, such as increased room fees, will be the responsibility of the employee, and will not be paid by the District. These charges, as well as any items or meals charged to the room must be paid by the employee at the time of checkout.

F.  Other

Tolls, parking, car rental, and shuttles or taxis to and from the airport, meeting place or hotel will be reimbursed with proper receipts. Expenses incurred for sight-seeing, personal trips or entertainment will not be included.

1. Ineligible Expenses:

The following are considered personal conveniences and will not be reimbursed by the District. This list is not intended to be all inclusive, but is a representation of the types of ineligible expenses. Final determination of the eligibility of any cost rests with the District.

Alcoholic Beverages Room Service
Candy/Snacks Personal Phone Calls
Books/Magazines (leisure) Souvenirs
Travel Insurance Movie Rentals
Maid Service Additional expenses for family members

 

2. Reimbursement Procedures:
   
1. In-district or Local Day Travel

In-district travel is defined as any or all travel within the limits of the Davenport Community School District. Local travel is defined as any travel within the Quad City region.

Prior to the travel, a Leave or District Assignment Request (Form B42-43, #5530) must be completed and signed by the employee, and a copy of a letter or brochure describing the event must be attached. If costs are to be reimbursed by the District, the middle portion of the form must be completed with expense estimates. Failure to provide estimates may result in reduction or denial of the reimbursement.

The Leave or District Assignment Request (Form B42-43, #5530) must then be reviewed and signed by the supervisor. If a substitute is required, and will be paid from funding other than that which the employee is paid from, the form must also be approved and signed by the Principal, Director or Coordinator in charge of that funding. After all signatures have been obtained, the white copy of the form is to be forwarded to the individual responsible for the building payroll, the yellow copy is kept by the supervisor, and the pink copy is returned to the employee.

An Internal Request Form (C-Form, #6310) should be prepared for registration costs to be paid directly to the vendor in advance of the meeting. This form should carry the appropriate signatures under the District purchasing policy as well as approval by the individual responsible for the funding, and be forwarded to the Purchasing Department for processing. Late registration may be reimbursed to the employee on a Travel Reimbursement Request (Form A-117, #5380).

In-district and/or local travel is considered a normal work day, therefore no per diem will be given, and no meals will be reimbursed.

Mileage may be reimbursed for distances traveled in excess of the employee’s normal travel to/from work, or for distances traveled between the employee’s normal place of work and the meeting place. An In-District Travel Reimbursement Claim (Form A-106, #5350) should be used for amounts over $35. This form must be signed by the employee and their supervisor, and then forwarded to the Chief Financial Officer for final approval. Finally, Accounts Payable will process a check for Board approval.

Petty cash may be received from the Accounting Department for amounts less than $35. This includes tolls, mileage, or parking, but must be supported by a proper receipt.

2. Out-of-district Day Travel

Prior to the travel, a Leave or District Assignment Request (Form B42-43, #5530) must be completed and signed by the employee, and a copy of a letter or brochure describing the event must be attached. If costs are to be reimbursed by the District, the middle portion of the form must be completed with expense estimates. Failure to provide estimates may result in reduction or denial of the reimbursement.

The Leave or District Assignment Request (Form B42-43, #5530) must then be reviewed and signed by the supervisor. If a substitute is required, and will be paid from funding other than that which the employee is paid from, the form must also be approved and signed by the Principal, Director or Coordinator in charge of that funding. After all signatures have been obtained, the white copy of the form is to be forwarded to the individual responsible for the building payroll, the yellow copy is kept by the supervisor, and the pink copy is returned to the employee.

An Internal Request Form (C-Form, #6310) should be prepared for registration costs to be paid directly to the vendor in advance of the meeting. This form should carry the appropriate signatures under the District purchasing policy as well as approval by the individual responsible for the funding, and be forwarded to the Purchasing Department for processing. Late registration may be reimbursed to the employee on the Travel Reimbursement Request (Form A-117, #5380).

A Travel Reimbursement Request (Form A-117, #5380) shall be completed upon the employee’s return to work. A copy of the approved Leave or District Assignment Request (Form B42-43, #5530) and correspondence describing the event must be attached, as well as any necessary receipts. The Travel Reimbursement Request (Form A-117, #5380) must be signed by the employee and their supervisor. The form must then be reviewed and signed by the Principal, Director or Coordinator in charge of the funding, and is then forwarded to the Chief Financial Officer for final approval. Finally, Accounts Payable will process a check for Board approval.

Per Diem will be paid for either a full day or half day travel based upon the expected departure and return times. Mileage will be reimbursed to the employee if a District vehicle is not available.

3. Overnight Travel

Prior to the travel, a Leave or District Assignment Request (Form B42-43, #5530) must be completed and signed by the employee, and a copy of a letter or brochure describing the event must be attached. If costs are to be reimbursed by the District, the middle portion of the form must be completed with expense estimates. Failure to provide estimates may result in reduction or denial of the reimbursement.

The Leave or District Assignment Request (Form B42-43, #5530) must then be reviewed and signed by the supervisor. If a substitute is required, and will be paid from funding other than that which the employee is paid from, the form must also be approved and signed by the Principal, Director or Coordinator in charge of that funding. After all signatures have been obtained, the white copy of the form is to be forwarded to the individual responsible for the building payroll, the yellow copy is kept by the supervisor, and the pink copy is returned to the employee.

NOTE: Generally, the travel period will commence the day prior to the opening of the conference, and will close the day following the close of the conference. If the employee will be staying an extended length of time due to an airline discount requirement (i.e. Saturday night stay), a calculation must be attached to the Leave or District Assignment Request (Form B42-43, #5530) detailing the air travel savings as compared to the additional lodging and per diem costs.

An Internal Request Form (C-Form, #6310) should be prepared for registration costs to be paid directly to the vendor in advance of the meeting. This form should carry the appropriate signatures under the District purchasing policy as well as approval by the individual responsible for the funding, and be forwarded to the Purchasing Department for processing. Late registration may be reimbursed to the employee on the Travel Reimbursement Request (Form A-117, #5380).

NOTE: When conference entertainment events are offered at an additional cost, the employee is responsible for the cost of those events they wish to attend. A personal check payable to the District must be attached to the Internal Request Form (C-Form, #6310) to reimburse the District for those costs.

A Travel Reimbursement Request (Form A-117, #5380) shall be completed upon the employee’s return to work. A copy of the approved Leave or District Assignment Request (Form B42-43, #5530) and correspondence describing the event must be attached, as well as a copy of the travel itinerary provided by the travel agent and any necessary receipts. The Travel Reimbursement Request (Form A-117, #5380) must be signed by the employee and their supervisor. The form must then be reviewed and signed by the Principal, Director or Coordinator in charge of the funding, and is then forwarded to the Chief Financial Officer for final approval. Finally, Accounts Payable will process a check for Board approval.

Lodging, air travel and car rental must be arranged through the District travel agent.

Per Diem will be paid for each full or half day overnight depending on the expected departure and return times. The special per diem rate will be paid for any additional days due to an airline discount requirement.

 

• Reviewed 8/97, 7/99
• Revised 11/97