Travel

Local Business Travel

1. If the employee is traveling within a 50-mile radius, travel is considered as “local travel” and the traveler is not required to request travel services through the Travel Coordinator.
2. A “Local Mileage Reimbursement” is to be used in lieu of a standard travel forms. Local travel reimbursement forms must be submitted to Accounts Payable within thirty (30) days of the trip for reimbursement. Requests received more than thirty (30) days after the travel dates may be denied.
3. If using a rideshare service (Uber, Lyft, etc.) for local business travel, the traveler will be reimbursed for the amount not to exceed the current mileage calculation rate from their campus / office.

Out of District/Out of State Travel

1. Employee / Student Travel Request and Approval Form – This form must be submitted for approval prior to travel.
2. All Out-of-District travel must be approved in advance by the appropriate level(s) of management prior to any travel commitment or expenditure of funds. Out-of-State travel must be approved by the Superintendent or designee prior to the expenditure.
3. No flight reservation(s) shall be made prior to the signed Travel Approval Form being received by the Travel Coordinator.
4. Upon receipt of the signed Travel Approval Form the Travel Coordinator will book the travel arrangements. The District Travel Coordinator may make hotel arrangements prior to receiving the signed Travel Approval Form as hotel reservations can typically be cancelled up until the travel date without penalty. However, because the district only purchases non-refundable airline tickets, the signed Travel Approval form must be received by the Travel Coordinator before airfare can be purchased. For this reason, the Travel Approval form should be submitted as soon as early as possible in order so get the cheapest possible airfare.
5. If the traveler incurs expenses during an approved trip, an Out-of-District Travel Reimbursement must be completed and submitted to the Accounts Payable department within 30 days from the return date in order to receive reimbursement. Original itemized receipts (meals, parking, gas, etc.) and the signed Employee / Student Travel Request and Approval Form must be included with the reimbursement claim for processing.
6.  It is the responsibility of the traveler to submit their hotel receipt to the Travel Coordinator within one week of returning from their trip.

Registration Fees

Registration Fees for trade or professional conferences are to be purchased through a district purchase order or P Card.

Activity Funded Travel for Extracurricular Events

If a student(s) is attending an activity funded extracurricular event and there is a district sponsor (district employee) coordinating the trip, the employee must secure a Student Travel – Letter of Agency from each student/parent participating in the trip. This Letter of Agency authorizes the district employee and/or district Travel Coordinator to make travel arrangements or other commitments associated with the activity funded extracurricular event on behalf of the students/parents participating in the trip. Failure to secure this letter puts the employee at personal liability.

Travel Arrangements

1. If the extracurricular event requires the use of a specific travel agent or has reserved a block of rooms for its attendees, the students, through their district sponsor, may make their own reservations utilizing the information supplied by the extracurricular event host.
2. If the extracurricular event host does not require the use of a specific travel agent or has not reserved a block of rooms for its attendees, or if the extracurricular event is a “packaged” event (event, airfare, lodging, sightseeing, meals, etc.) requiring the assistance of a travel agent; the district sponsor should submit a trip request to the Travel Coordinator. The Travel Coordinator will then work with the district’s Travel Agent to develop a special package rate utilizing the requirements of the student organization.
3. The district sponsor has received trip information from either a specific travel agent or the district Travel Coordinator, then the Travel Approval Form will need to be completed and submitted for approval.

Beyond District Student Travel (BDST)

Beyond District Student Travel is travel related to extracurricular or athletic events beyond the “District” level of competition, such as Regional or State competitions. This type of travel is often paid for with funds other than Activity or Operations funds. To make travel arrangements for Beyond District Student Travel, please view BDST information.

In order to be reimbursed for travel expenditures, the traveler must submit an Out-of-District Travel Reimbursement Form to Accounts Payable within 30 days of the completion of their travel.

1. Travelers must submit their Out-of-District Travel Reimbursement Claim Form within 30 days of completion of travel. Reimbursement requests made after 30 days of traveling may be denied.
2. Along with the Out-of-District Travel Reimbursement Form, the traveler must submit their signed Employee / Student Travel Request and Approval Form as well as the original copies of their itemized receipts.
3. When a group of employees are traveling together from one department/campus, the senior ranked employee present should be responsible for any business meal expenses.
4. Hotel Incidentals (movies, room service, etc.) do not meet the IRS interpretation of travel expenditures and are not an allowable reimbursement claim.
5. It will be the responsibility of the traveler to ensure that receipts are collected and retained for each and every request for travel reimbursement. All expenditures associated with the trip must be documented on the reimbursement request form. Any amounts advanced should be subtracted from the amount due.
6. Individual versus Joint Expenses – the expense report is meant to accurately convey the expenses of individual employees and should not include the expenses of another employee who would otherwise include such expenses on his/her own expense report.
7. The District recognizes that employees who travel to represent the District’s business interests sacrifice the comforts of home and some of their personal time. In return, the District makes efforts to provide comfortable and secure accommodation for lodging, meals, and travel for employees. However, these items are not intended to be perquisite and the District reserves the right to deny reimbursement for expenses that are considered lavish, extravagant or inappropriate.

Reimbursable Travel Expenses

Below are some examples of reimbursable travel expenses. Please keep in mind that the Travel Coordinator does not dictate what expenses will be reimbursed. Always consult with Accounts Payable and your department/campus budget manager regarding which expenses will be reimbursed.

Meals

All employees incurring expenses for business meals where business is discussed must record the attendees and their business relationship, in addition to the business purpose, subject discussed and benefit derived. This is an IRS requirement. Employees are expected to dine in quality, comfort, and convenience but to exercise discretion in respect to cost.

1. A business purpose or an overnight stay is required for meal reimbursement.
2. 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 6:00 am, the daily rate will be reduced to $43.
   b) On the last day of travel, if returning prior to 7:00 pm, the daily rate will be reduced to $30.
   NOTE: Meal reimbursements are only allowed for Out-of-District travel that includes an overnight stay. Meals must be purchased beyond 50 miles from the traveler’s campus location.
3. Reimbursement is based on actual costs of meals supported by original itemized receipts. Reimbursement will only be made with accompanying original receipts. The names of the attendees must be written on the detailed itemized receipt. A credit card slip is not considered an itemized receipt.
4. District issued purchasing cards may be used for payment of meals while traveling.
5. Food delivery services (Doordash, Uber Eats, GrubHub, etc.) may be used as long as the total cost does not exceed the daily meal rate. Total cost includes all food, tax, delivery charges, service fees, gratuity, and any other costs associated with food delivery service.
6. Alcoholic beverages are not an allowable expense.
7. Tips and other gratuity may be reimbursed from operation funds only. Meal gratuity should not exceed 20 percent of the total bill. Employees are expected to use discretion when tipping bellhops, parking attendants, housekeepers, deliveries etc.

Transportation

1. While traveling, district issued purchasing cards (Pcard) may be used for payment of Refueling a District or Rental Vehicle, Airline Baggage Fees, Airport, Hotel or Event Parking Fees, Shuttle, Taxi or Rideshare Fees (as per 8. below)
2. Mileage – if the traveler is using his/her own vehicle the district will reimburse for mileage at a rate of $0.625 per mile. The traveler will need to print a map (Mapquest™, Google maps™) that show the number of miles traveled and submit it along with their Out-of-District Travel Reimbursement Form. Use your campus/department as the starting point and the site of your event as the destination.
3. Gas – if the traveler is renting a vehicle, receipts for gasoline may be submitted for reimbursement.
4. Airline Baggage Fees
5. Hotel or Event Parking Fees
6. Airport Parking Fees – Airport parking reimbursement is based on the economy parking rate (currently $12.00) per day. If the traveler chooses to park in a more expensive lot/location, the traveler must pay out-of-pocket for any amount above the current economy rate.
7. Shuttle, Taxi, or Rideshare fees from airport to hotel/destination.
8. Rideshare Services (Uber, Lyft, etc.) – If using a rideshare service to the airport, the traveler will be reimbursed for the amount not to exceed the lesser of these two options:  (A.) The total cost of round-trip mileage** to the airport and back PLUS the economy airport parking rate (currently $12.00) per day multiplied by the number of days you are traveling.  OR  (B.) The total cost of the rideshare trip (including gratuity).   **The traveler shall use their campus/office address as the starting point (not the traveler’s home address, even if departing from home or another location) to calculate mileage to and from the airport.

Example: Employee traveling from Cedar Valley Middle School to airport and back: (A.) mileage/parking would calculate to $56.38. (51.8 miles x $0.625 = $32.38) plus the parking rate for each day they would have paid for airport parking (2 days x $12.00 = $24.00). (B.) Total cost of rideshare (including gratuity) from employee’s home to Airport = $71.00. Traveler’s reimbursement rate is $56.38.

Travel Forms

• Employee / Student Travel Request and Approval Form – This form must be submitted for approval prior to travel.
• Hotel Occupancy Tax Exempt Form – This form exempts travelers from paying Hotel Occupancy Tax when staying at hotels in the state of Texas. Travelers must still pay all other applicable taxes (sales tax, goods & services tax, city tax, resort fees, etc.). Present this form to the front desk upon check-in.
• Local Mileage Reimbursement– use this form for travel within Travis and Williamson County.
• Out-of-District Travel Reimbursement Form – Submit this form for reimbursement of travel expenses along with itemized receipts, mileage map, and the original copy of your Travel Approval Form within 30 days of returning from your trip.

Pre-Travel FAQs:

Q: I need to go on an overnight trip…what do I need to do?

A: Start by submitting an Employee / Student Travel Request and Approval Form. This combined online form routes for approval signatures and provides travel details to the Travel Coordinator & your Admin/Bookkeeper.

Q: How far in advance should I submit my travel paperwork?

A: As soon as you are aware that you are going to be traveling. The earlier, the better.

Q: Do I have to wait to receive my signed approval form before I submit the Online Travel?

A: Both forms are now combined into one online form. The accomodation request is sent to the Travel Coordinator as soon as the form is submitted.

Q: Do I need to submit an Online Travel Request for a day trip?

A: No, day trips and local travel (within 50 miles of the district) do not require you to submit a Travel Request and Approval Form unless it includes students.

Q: What should I take with me when I travel?

A: Always take your Round Rock ISD Badge, ID, credit/debit card (for hotel incidentals), a copy of the Hotel Occupancy Tax Exempt Form, and all hotel, flight, and/or rental vehicle confirmations.

Q: Who pays for my hotel/flight/rental vehicle?

A: The District Travel Coordinator will pay for your hotel and/or flight using a RRISD P-card. The charge will be allocated to the budget specified on your approved Travel Request and Approval Form. Rental vehicles through Enterprise will be billed to your campus/department.

Q: Where can I obtain my budget code?

A: Your campus bookkeeper, administrative associate, or department budget manager.

Q: Is there a limit on how much I can spend on my hotel room?

A: If your hotel is being paid for with grant funds then your hotel rate must be equal to or less than the government per diem rate. Otherwise, the person in charge of your budget should be consulted regarding how much you are allowed to spend. The District Travel Coordinator does not dictate the amount you can spend on hotel or other travel arrangements.

Q: My booster club is paying for this trip. Do I still have to go through the Travel Coordinator?

A: If money flows through an activity account or any other district account then travel arrangements must be made through the District Travel Coordinator. If the booster club is paying the hotel directly then arrangements can be made on your own.

Q: Can I make my own hotel reservation?

A:  All business travel hotel reservations shall be made by the District Travel Coordinator except the RRISD Superintendent and their direct report staff may make their travel reservations; a RRISD Pcard MUST be used for payment. Submit your request via the Travel Request and Approval Form.

Q: Can I purchase my own airline ticket?

A: All airfare must be purchased by the District Travel Coordinator except the RRISD Superintendent and their direct report staff may make their travel reservations. Airline tickets may only be purchased once the Travel Request and Approval Form has been approved and a RRISD Pcard MUST be used for payment. You are welcome to find a flight that best suits your schedule, budget, etc., and provide the Travel Coordinator with the flight information so they can book your flight. Otherwise, the District Travel Coordinator will use the information provided on your Approved Travel Request and Approval Form to purchase your flight.

Q: What if I need to cancel or modify my travel plans?

A: Notify the District Travel Coordinator immediately at travel@roundrockisd.orgor 512-464-6958. If you need to change your plans and it is outside of normal office hours you may contact the hotel/airline/rental company yourself and make the necessary changes. If you do not notify the District Travel Coordinator or alter your travel arrangements yourself, any charges incurred (hotel no-show charge, airline fees, etc.) will be the responsibility of the traveler.

Q: I am taking students on a trip and have a contract with a tour company. What do I need to do?

A: Follow the District Contract Procedures and complete the Contract Library Transmittal Form.

Q: How do I rent a charter bus?

A: Select an approved Charter Bus Company found on the District’s Active Contracts page. If the company requires an executed agreement, submit a Contract Library Transmittal Form.

Q: How do I rent a district-owned vehicle (like a Suburban)?

A: The traveler will need to contact the District’s Transportation Department at 512-464-2451 to for additional information.

Q: What is a per diem?

A: Per diem is a daily allowance for expenses—a specific amount of money an organization gives an individual/employee per day to cover living expenses when traveling for work. Per diem amounts vary depending on what city your are traveling to and what time of year your travel occurs. In general, the District does not adhere to government per diem rates. However, when grant funds are used to pay for travel expenses the traveler must adhere to government per diem rates for hotel costs, which can be found US General Services Administration / Per Diem Rates. The District does not follow the government per diem rates or rules for meal reimbursement. See “Post-Travel Questions” below for meal per diem rates and reimbursement information.

Post-Travel FAQs:

Q: How do I get reimbursed for meals, parking, mileage, and other travel expenses?

A: Submit an Out-of-District Travel Reimbursement Form to Accounts Payable along with your itemized receipts and the original copy of your Travel Approval Form to Accounts Payable within 30 days or your return from your trip.

Q: How do I calculate/record mileage for reimbursement?

A: Use a website such as MapQuest or Google Maps to print out a map of your route that shows the number of miles traveled. Use your campus/department location as the starting point and the location of your event as the destination. The district reimburses $0.625 per mile.

Q: How much does the district reimburse for meals?

A: 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.

Q: Can I be reimbursed for tips?

A: Yes, the district will reimburse up to a maximum of 20% for gratuity, but the traveler is expected to use discretion when tipping.

Q: Where do I get my reimbursement check?

A: Accounts Payable will send your reimbursement check via inter-campus mail if you are on contract or mail it to your home address if you are not on contract (during summer).

Q: What do I do if I forget my Hotel Occupancy Tax Exempt form and I am not able to print it at the hotel?

A: Sometimes the hotel can provide a copy of the form. If not, contact the Travel Coordinator at 512-464-6958 and a copy of the form can be faxed to the hotel front desk.

Q: Where do I send my hotel receipt?

A: It is the responsibility of the traveler to submit their hotel receipt to the District Travel Coordinator within one week of returning from your trip. Do not leave the hotel without your receipt!