An approved conference request form, together with a copy of the conference registration must be on file with the Business Office in order to be reimbursed for travel expenses. Attach original receipt when applicable.
Travel expenses are the ordinary and necessary expenses of traveling away from home. An ordinary expense is one that is common and accepted in your field of trade, business, or profession. A necessary expense is one that is helpful and appropriate for your business.
Staff members shall be reimbursed for actual and necessary expenses which are incurred as a result of assignment on official business. The maximum reimbursement rate for expenses incurred while attending approved meets or conferences is established as follows.
Meals (Receipt Required)
Reimbursements shall be based on actual and necessary meal costs. If a meal is not taken, no amount may be claimed. If the actual costs is less than the limitation prescribed herein, only the actual amount may be claimed. If a meal exceeds the limitation, the claimant has the option of claiming the limitation amount, or claiming the actual higher amount with a statement of justification attached to the claim, as well as the claimant's immediate supervisor's approval. In accordance with IRS guidelines, a higher reimbursement rate is established for higher cost area of the state.
Reimbursement for alcoholic beverages is prohibited. Do not charge alcoholic beverages on any district credit cards. A tip of up to 15% of meal costs will be reimbursed if actually paid and claimed, and if the total payment of the meal and gratuity do not exceed the limit of the meal reimbursement. Meals included as part of a registration fee are not reimbursable as separate items.
Meals
Los Angeles, Orange, Ventura, San Diego, Sacramento, Santa Clara and San Francisco Counties
All Other Counties
Breakfast
$10.00
$ 9.00
Lunch
$12.50
$11.00
Dinner
$23.50
$21.50
Total
$46.00
$41.50
The authorized allowance for meals will be paid provided the travel time meets the following requirements:
Breakfast Breakfast may be claimed if travel began at or prior to 7:00 a.m. and terminated at or after 9:00 a.m.
Lunch Lunch may be claimed if travel began at or prior to 11:00 a.m. and terminated at or after 2:00 p.m.
Dinner Dinner may be claimed if travel began at or prior to 4:00 p.m. and terminated at or after 7:00 p.m.
Lodging (Receipt Requested)
Lodging will be reimbursed only if the conference requires you to be away from the general area of your home substantially longer than an ordinary day's work and if the travel is outside of a 75-mile radius of the district, unless there are extenuating circumstances. Prior authorization is required for hotel stays within the 75-mile radius.
Actual expense for lodging is reimbursed with an original itemized hotel bill. Deposits for hotel accommodations shall be the responsibility of the participant.
Accommodations should be shared with appropriate personnel whenever possible. If accommodations are shared with a spouse/guest, reimbursement shall not exceed the rate for single occupancy lodging. It is the responsibility of the participant to obtain a verification of the single occupancy rate from the hotel establishment.
Air Fare (Receipt Required)
Airline tickets should be of least costs and first class air fare will not be allowed. Prior approval must be obtained from the Superintendent or designee.
Mileage Reimbursement
Personal car used to attend the conference will be reimbursed at the current IRS approved costs per mile.
Mode of Travel
The most expedient and cost effective manner of travel should be used. This may include district vehicle, personal vehicle, rental vehicle, plane or train. You must have district clearance in order to drive a rental vehicle. Contact the Business Department to make arrangements prior to travel. Allow at least two weeks' advance notice in order to assure availability.
Miscellaneous Expenses (Receipt Required)
Parking, shuttle, taxi and toll charges will be reimbursed. Obtain receipt from the provider when services are rendered.
Phone calls related to district business will be reimbursed.
Claims for reimbursement shall be submitted for approval as soon as conclusion of the activities. Claims received after 30 days may be denied at the Superintendent's discretion. You and your administrator must sign the claim form and the funding source must be identified on the claim.
WOODLAKE UNION SCHOOL DISTRICT
Regulation WOODLAKE UNION HIGH SCHOOL DISTRICT
approved: April 3, 2002 Woodlake, California