Accounts Payable | Financial Information Resources Manual

District policy states that original itemized receipts must accompany the Disbursement Voucher for requests for reimbursements. The maximum out-of pocket expense for a one-time purchase is $250. However, supervisors have the discretion to limit reimbursements in order to meet budgetary restrictions.

Travel claims will be processed in accordance with Round Rock ISD policies and guidelines. However, supervisors have the discretion to limit travel reimbursements in order to meet budgetary restrictions.

Requests for reimbursement are due to Accounting within 30 days of expenditure.

Contact the Accounts Payable Office with questions.

All Beyond District Student Travel requests must be received by the Budget Office within thirty (30) days of the completion of the competition.

After competition, send the following requests to the Budget Office.

Reimbursement Claim Form
Copy of the Beyond District Student Travel form.
Copy of activity checks that were issued.
All original receipts from trip.
Original Group Receipt form (if Applicable)
(If meal allocations were distributed, must submit this form with signature of students, sponsors, and bus drivers.)

Policy DEB (Local) prohibits personal use of district-owned vehicles except for commuting purposes. The employee’s W-2 form will reflect additional taxable income for personal use of the vehicle for commuting in accordance with IRS guidelines (currently $1.50 per commute).

Travel within the State of Texas is exempt from state sales tax upon the presentation of a valid hotel occupancy sales tax exemption form. Employees will not be reimbursed for state sales tax.

Grant Funds
Hotel expenditures for travel paid with grant funds within the State of Texas is limited to $85.00 per night.

No tips or other gratuity may be charge to any grant fund. This requirement is regardless of the mechanism used for the purchases–purchasing card or reimbursement. No tips will be reimbursed for purchases made with grant funds. Any purchases made will become the personal responsibility of the employee.

No sales tax will reimbursed for purchases made for grant funds. Any purchases made will become the personal responsibility of the employee. The only exceptions will be sales taxes paid while traveling out-of-state and certain hotel taxes within the State of Texas since the District would not be exempt from these.

Individuals involved in purchasing on behalf of the District, whether directly or through reimbursement, should make every effort to ensure that sales tax is not paid by taking a tax exempt form during purchases,

Additional information concerning lodging.

Local travel is considered to be within a 50-mile radius and overnight stay is not approved without special permission. A Local Mileage Reimbursement should be used for travel (that does not require an overnight stay) within Travis and Williamson counties. Mileage will be reimbursed at the rate of $0.625 cents per mile. Each trip must be separately documented.

Local travel reimbursement requests must be received each quarter for reimbursement. Requests received after this date will be denied.

Monthly expense allowances are reportable as income and will appear on the employee’s W-2 form each year. Taxes will be withheld each payroll period in which allowances are distributed.

The expansion of toll roads within the boundaries of Round Rock ISD has created a more efficient mechanism for traveling from one District facility to another. The opening of these roadways also decreases the amount of traffic on existing roads, which also provides more efficient travel. Certain District-owned vehicles have been outfitted with a TxTag (toll road) sticker for activities that meet certain criteria. However, employees driving their own personal vehicles (or District vehicles without a TxTag) that use the toll roads will do so at their own expense. Except in isolated, documented cases, the District will not reimburse employees for use of the toll roads with their personal vehicles.

Travel Using the P-Card

Travel claims will be processed in accordance with Round Rock ISD policies and guidelines. However, supervisors have the discretion to limit travel reimbursements in order to meet budgetary restrictions.
Meals – the daily rate for meals is “not to exceed” $55. There is no proration among breakfast, lunch or dinner. However, this rate may be limited on the
first and last day of travel.
a. On the first day of travel, if leaving after 6:00am, the daily rate will be reduced to $43.
b. On the last day of travel, if returning prior to 7:00pm, the daily rate will be reduced to $30.
Reimbursement is based on actual costs of meals supported by original itemized receipts. Reimbursement will only be made with accompanying original receipts. A credit card charge slip is not considered an itemized receipt.
District issued purchasing cards may be used for payment of meals while traveling.
P-Card may be used for room service. but may not exceed the allowed rate (Individuals will be asked to reimburse for any excessive expenditures).
You may use the P-Card to pay for baggage fees; however, Accounts Payable will reimburse the traveler for the first checked bag if a fee was assessed. Any additional bags will be the responsibility of the traveler and the traveler will have to reimburse the District.
Movies and incidentals do not meet the IRS interpretation of travel expenditures and are not allowed at any time. Please review your bill and settle it at the desk with your own personal credit card for room service, movies, personal phone calls, etc. prior to check out.
In order to be in compliance with IRS guidelines, you must present a detailed restaurant receipt along with the charge slip when using your card for group meals. The names of the individuals in attendance and the purpose of the meal must also be documented. For example: “John Doe, Jane Doe, TASBO Conference”. Requests for reimbursement which do not contain the detailed receipt will become the individual’s personal responsibility.