Out of District Travel Reimbursement Form
Rates set out below are based on State guidelines and IRS regulations. These guidelines apply to out-of-state and in-state travel.
- $0.625 cents per mile (Note: Include documentation that shows estimated mileage. For example: MapQuest, Google Maps etc.)
- Airfare: Coach
- Baggage: Accounts Payable will reimburse the traveler for the first checked bag if a fee was assessed. Any additional bags will be at the traveler’s expense and no reimbursement will be made.
- Lodging – Actual expense
- The daily rate for meals is “not to exceed” $55 (including tax and tip). 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.
- All miscellaneous/incidental expenses in excess of $20.00 require a receipt.
- Tips and other gratuity may be reimbursed from operating funds only. Meal gratuity should not exceed 20 percent. Employees are expected to use discretion when tipping bellhops, parking attendants, housekeepers, deliveries etc.
In compliance with IRS guidelines, meals will be reimbursed only when:
- an overnight stay is required
- business is conducted during the meal
- the meal is required as part of a group activity covered by District funds
- a banquet is held in conjunction with a conference or workshop
Federal program regulations limit payment of travel expenses to no more than the amount set forth in the State General Appropriations Act. Employees and supervisors must keep this in mind when it is necessary to incur travel expenses related to federal programs. Any travel expenses paid beyond the State limitations cannot be charged to the federal program, but must be paid instead from local funds.
Note: Rates are available for travel to some areas of the United States – contact the Accounts Payable Team Leader for those specific rates. When using these rates, the individual should adhere to the reasonable and customary lodging rate for that area.
Out-of-district travel reimbursement requests must be received within thirty days of the completion of the trip for reimbursement. Requests received after this date will be denied.