3630 Reimbursement of Personnel Travel Expenses

The Andrews Independent School District appreciates the extra time and effort staff members give in performing assignments which require travel outside the District boundaries and wishes to reimburse them for the normal expenses incurred while performing services for the school district. The school district is obliged, however, to spend school district funds as prudently as possible and in order to do this has developed the following guidelines to govern travel and expenses. Regulations pertaining to travel expenses apply to all local funding sources without exception, whether regular budget or student activity accounts.

1. Air travel shall be at coach class rate whenever possible. All receipts and ticket stubs shall be attached to the travel expenses claim. Invoices or charge card tickets will not serve to replace ticket stubs.
2. Personal automobile official travel shall be reimbursed at the rate of 48 1/2 cents per mile, using approved mileage figures on file in the operations office (mileage chart is located on the back of the Request for Transportation form). All travel in personal vehicles shall have prior approval of the Superintendent or designee.
3. Hotel lodging shall be reimbursed at the rate of single occupancy established by a receipt from the hotel/motel clerk. Lodging claims shall be supported by actual bills. Any amount over and beyond single occupancy rate will be disallowed.
4. Meals shall be allowed on a per diem basis of $30.00 per day. Each day shall be claimed separately. Tips shall not be shown separately for meals, but incorporated into the cost of meals.
   The amount allowed for per diem reflects the following estimates: breakfast $7.00, lunch $9.00, and dinner $14.00.
5. Other expenses, such as registration, dues and workshop fees, shall be supported by an appropriate receipt. Other incidental expenses such as cab fares, parking and tips will be reimbursed provided actual records of these expenses are kept by the personnel involved and reported with the reimbursement claim.
6. Travel expense claims shall be submitted on the Andrews ISD out-of-district travel reimbursement voucher (RV) and will be honored by the business office if received within ten working days after the date of return from travel.
7. Advance estimated expense money may be drawn for approved travel by submitting a purchase order giving full description of the trip, its purpose, destinations, dates, and names of those traveling. Such requests must reach the business office within seven days prior to departure. All travel expenses are subject to Board approval.

ANY MONEY DRAWN IN ADVANCE MUST BE ACCOUNTED FOR ON THE ANDREWS ISD REIMBURSEMENT FORM (RV) WHICH MUST BE RECEIVED IN THE BUSINESS OFFICE NO LATER THAN TEN WORKING DAYS AFTER THE DATE OF THE RETURN FROM TRAVEL.