travel reimbursement guidelines - Jefferson County Public Schools
travel reimbursement guidelines - Jefferson County Public Schools
travel reimbursement guidelines - Jefferson County Public Schools
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TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
Effective July 1, 2013<br />
I. PURPOSE<br />
These <strong>travel</strong> <strong>reimbursement</strong> <strong>guidelines</strong> align the District’s mileage <strong>reimbursement</strong><br />
rate with state’s mileage <strong>reimbursement</strong> rate effective July 1, 2013. The mileage<br />
rate is applied to <strong>travel</strong> conducted by district employees using their personal<br />
vehicle while on district business. Travel <strong>reimbursement</strong> forms should be<br />
submitted at least quarterly to allow cost center heads to track their budget.<br />
II.<br />
IN-COUNTY TRAVEL<br />
A. The current mileage <strong>reimbursement</strong> rate follows the state <strong>travel</strong> regulations<br />
and will be updated annually. The current mileage <strong>reimbursement</strong> rate at this<br />
time is 47 cents per mile, for all <strong>travel</strong> on or after July 1, 2013. Any <strong>travel</strong> prior<br />
to July 1, 2013, should be claimed at 46 cents per mile. Future changes will be<br />
included in the Monday Memo and all website forms will be updated<br />
accordingly. Intra-day <strong>travel</strong> to Frankfort for JCPS business, or to any<br />
Kentucky Department of Education sponsored event held in the<br />
Commonwealth of Kentucky will be considered in-county <strong>travel</strong>.<br />
B. Travel for JCPS business is allowable if it is between JCPS locations, to and<br />
from destinations for required meetings during the business day, to and from<br />
conferences and training sessions, or to and from PTA meetings. Any non-<br />
JCPS location should be identified with a brief one or two word explanation<br />
(e.g., student supervision, bank deposits, or SBAT meeting). A Professional<br />
Leave Form is required for teachers only (due to the requirements of the<br />
substitute teacher system) when attending in-county conferences or training.<br />
C. Reimbursement is limited to mileage in excess of round trip miles from home<br />
to school/office unless the required attendance event is outside regular<br />
business hours. The in-county <strong>travel</strong> voucher includes information previously<br />
supplied by separate payment vouchers. It is no longer necessary to submit a<br />
separate payment voucher and a D&F with the in-county <strong>travel</strong> form.<br />
D. As a general rule, the Board will not reimburse mileage <strong>travel</strong>ed for schoolsponsored<br />
activities (exception: Principal’s attendance at PTA meetings).<br />
Instead, at the discretion of a Principal, the school-based employee may be<br />
reimbursed from the appropriate School Activity Fund. For example, if the<br />
financial condition of the athletic fund warranted it, required trips to school<br />
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TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
2<br />
athletic events could be reimbursed from athletic funds.<br />
E. An insurance affidavit must be on file with JCPS before any mileage will be<br />
reimbursed.<br />
III. OUT-OF-COUNTY TRAVEL<br />
A. A Professional Leave Request form should be signed by the district employee<br />
and include all dates of <strong>travel</strong> for conference or site visits. Travel may not be<br />
reimbursed if it is for dates that are not included on the Professional Leave<br />
Request. Dates for out-of-county <strong>travel</strong> that is extended for personal reasons<br />
must be noted on the Professional Leave Request and must include the type of<br />
day to be used (e.g., vacation, personal day). Professional Leave Requests<br />
must be approved by the immediate supervisor, funding level director and a<br />
Cabinet-level employee or the Superintendent; teachers need the Principal and<br />
(when using JCTA contractual days) Director-Administrator Recruitment and<br />
Development approval, and Grant Director’s approval, if grant funds are<br />
being used.<br />
B. Employees are expected to avail themselves to meals provided by the<br />
conference as shown with a copy of the conference/workshop agenda, unless<br />
approved at Cabinet-level. The hotel bill and airline ticket should accompany<br />
every out-of-county <strong>travel</strong> voucher. This revised voucher includes<br />
information previously supplied by separate payment vouchers and D&Fs. It<br />
is no longer necessary to submit a separate payment voucher and D&F with<br />
the revised out-of-county <strong>travel</strong> voucher.<br />
C. In using the services of a <strong>travel</strong> agent to purchase airline tickets, it is<br />
imperative that the <strong>travel</strong>er send the approved voucher in for payment as soon<br />
as possible to enable prompt and timely payment for and receipt of tickets.<br />
D. The current <strong>reimbursement</strong> mileage rate for personal auto use for<br />
out-of-county <strong>travel</strong> will always be the same rate as the in-county<br />
<strong>reimbursement</strong> mileage rate. In instances when an individual elects to drive<br />
her/his own automobile rather than fly, the <strong>reimbursement</strong> for transportation<br />
will be limited to the lesser of either the cost of flying plus associated flight<br />
expenses, or the mileage <strong>reimbursement</strong> rate.<br />
E. To reduce the cost of <strong>travel</strong>, the only transportation expenses to be reimbursed<br />
to the employee may be one day before the start of the conference or one day<br />
after the final day of the conference, unless approved in advance by a Cabinetlevel<br />
employee.
TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
F. A copy of your hotel bill must accompany your <strong>travel</strong> expense voucher. The<br />
lodging charge on your <strong>travel</strong> voucher should include both the basic room<br />
charge, plus any applicable taxes. Please note that an individual <strong>travel</strong>ing on<br />
JCPS business should not be charged sales tax, but that most domestic hotels<br />
will accept and may require a copy of our tax exemption certificate. Please call<br />
Purchasing at 485-3543 for a copy to take with you on your <strong>travel</strong>. (Note: the<br />
sales tax exemption form will not exempt the individual from transient room<br />
fees charged in many locales).<br />
G. The <strong>Jefferson</strong> <strong>County</strong> Board of Education uses the "Per Diem" method to reimburse<br />
out-of-county meals. At this time, the rates are $50.00 for full days in a limited<br />
number of "High Rate" areas, $36.00 for full days in “Mid Rate” areas or $30.00 for<br />
full days in all other areas. These amounts include tips. Receipts will not be<br />
required to claim this meal <strong>reimbursement</strong>. Included is a list of localities qualifying<br />
as “High Rate” and “Mid Rate” areas.<br />
3<br />
Partial meal days are when district employees are <strong>travel</strong>ing to/from a<br />
conference or when at least one meal is provided by the conference. Travel<br />
times departing Louisville and returning to Louisville should be identified on<br />
the <strong>travel</strong> voucher to indicate either full or partial meal days. Partial meal<br />
days will be reimbursed as follows:<br />
HIGH RATE AREAS MID RATE AREAS OTHER AREAS<br />
Breakfast $10.00 $ 8.00 $7.00<br />
Lunch $15.00 $ 9.00 $8.00<br />
Dinner $25.00 $19.00 $15.00<br />
During a Professional Association Conference that serves a special meal such<br />
as a banquet, the cost of this meal will be reimbursed in full (without regards<br />
to the rates above).<br />
IV. OTHER MISCELLANEOUS EXPENSES<br />
A. All expenses other than “per diem” and parking, in excess of $2.00 must be<br />
accompanied by a receipt. This includes taxi and limousine fares.<br />
B. Parking fees may be reimbursed up to $6.00 per day without receipt.<br />
C. Telephone charges may be reimbursed with a proper explanation indicating<br />
that JCPS business was discussed.
TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
D. Reimbursement for automobile rentals may be limited based on expense<br />
allowances. Individuals must opt to take the insurance offered by the rental<br />
car company; otherwise, the individual’s personal insurance would provide<br />
coverage.<br />
E. In instances when a spouse accompanies an individual <strong>travel</strong>ing at JCPS<br />
expense, the spouse’s share of expenses will not be reimbursed. The employee<br />
should request the hotel to state its single rate on the face of its billing and this<br />
single rate should be claimed.<br />
F. In completing <strong>travel</strong> vouchers, please list all expenses by date, completely fill<br />
out the form and attach all pertinent receipts.<br />
G. Travel expenses may be reimbursed if the expenses are customary and<br />
reasonable for the <strong>Jefferson</strong> <strong>County</strong> Board of Education members and the<br />
Superintendent.<br />
H. Meal <strong>reimbursement</strong> may be considered for district employees who pay for<br />
other individual’s meals (in-county or out-of-county) provided the meals are<br />
related to district business in accordance with all other applicable <strong>guidelines</strong>,<br />
as well as clearly indicate the nature of the district business and the<br />
individual’s names.<br />
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TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
STATE<br />
AR<br />
AZ<br />
CA<br />
CO<br />
CT<br />
DC<br />
FL<br />
ID<br />
IL<br />
IN<br />
LA<br />
KS<br />
MA<br />
MD<br />
ME<br />
MI<br />
MN<br />
MO<br />
MT<br />
NC<br />
NE<br />
NH<br />
NJ<br />
NM<br />
NV<br />
NY<br />
OK<br />
OR<br />
PA<br />
RI<br />
SC<br />
TN<br />
TX<br />
UT<br />
VA<br />
VT<br />
WA<br />
WI<br />
H I GH RATE AREAS $50 PER D I EM<br />
City / Locale<br />
Little Rock<br />
Flagstaff, Grand Canyon, Phoenix, Scottsdale, Sedona<br />
Entire state<br />
Ski areas, Boulder, Broomfield, Colorado Springs, Denver, Douglas <strong>County</strong>, Durango<br />
Bridgeport, Cromw ell, Danbury, Groton, Lakeville, M ansfield, N ew H aven, N ew London,<br />
Old Saybrook, Salisbury<br />
Washington DC And Surrounding Cities<br />
A ltamonte Springs, Boca Raton, Delray Beach, Fort Lauderdale, Jupiter, Key West, M iami,<br />
Naples, Palm Beach And Surrounding Areas, Singer Island<br />
Bonner's Ferry, Coeur d'A lene, Ketchum, Sandpoint, Sun Valley<br />
Chicago, Oakbrook Terrace<br />
Brownsburg, Carmel, Indianapolis, Plainfield<br />
Lake Charles, N ew Orleans<br />
Kansas City, Overland Park<br />
Boston, Burlington, Cambridge, M artha's Vineyard, Nantucket, Pittsfield, Woburn,<br />
Entire state<br />
Bar H arbor<br />
Charlevoix, M ackinac Island<br />
Minneapolis, St. Paul<br />
St. L oui s<br />
Big Sky, West Yellowstone<br />
Kill Devil, Raleigh<br />
Omaha<br />
Conway, Portsmouth<br />
Atlantic City, Cape May, Cherry Hill, Flemington, Newark, Ocean City, Princeton, Trenton<br />
Santa Fe, Taos<br />
Carson City, Las Vegas, Stateline<br />
A lbany, Floral Park, Garden City, Glens Falls, Great N eck, Kingston, Lake Placid, N ew<br />
York City, New Rochelle, Nyack, Palisades, Poughkeepsie, Riverhead And All Suffolk<br />
<strong>County</strong>, Roslyn, Tarrytown, Westchester <strong>County</strong>, White Plains, Yonkers<br />
Oklahoma City, Tulsa<br />
Bend, Clackamas, Portland<br />
Bucks <strong>County</strong>, Montgomery <strong>County</strong>, Philadelphia, Pittsburgh<br />
Bristol, Jamestown, Middletown, Newport, Providence<br />
Hilton Head<br />
Memphis, Nashville<br />
Austin, Dallas, Houston, Plano, San Antonio<br />
Park City, Salt Lake City<br />
Washington DC Metro Area, Norfolk, Portsmouth, Richmond<br />
Burlington, Manchester, Middlebury, Montpelier, Stowe, St. Albans<br />
A nacortes, Bremerton, Coupeville, Everett, Lynnwood, M ount Vernon, Oak H arbor,<br />
Olympia, Port A ngeles, Port Tow nsend, Seattle, Spokane, Tacoma, Tumwater<br />
Milwaukee, Wisconsin Dells<br />
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TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
MID RATE AREAS $36 PER DIEM<br />
STATE<br />
City / Locale<br />
AL All of Alabama<br />
AK All of Alaska<br />
AZ Tucson<br />
CO All Except Cities Listed as High Rate<br />
CT Danielson, Hartford, Putnam, Storrs<br />
DE Wilmington<br />
FL Bradenton, Cocoa Beach, Daytona Beach, DeFuniak Springs, Ft. M yers, Ft. Pierce, Ft.<br />
Walton Beach, Gainesville, Gulf Breeze, Jacksonville, Orlando, Panama City, Punta Gorda,<br />
Sarasota, St. A ugustine, Stuart, Tampa/ St. Petersburg, Vero Beach<br />
GA All of Georgia<br />
HI All of Hawaiian Islands<br />
IA Cedar Rapids, Des M oines<br />
ID Boise<br />
IL Aurora, Bolingbrook, Collinsville, Elgin, Fairview Heights, Homer Glen, Lemont,<br />
Lockport, Mokena, New Lenox, O'Fallon, Romeoville, Springfield<br />
IN Bloomington, Burlington Beach, Hammond, Merrillville, Munster, South Bend, Valparaiso<br />
KS Topeka, Wichita<br />
KY Boone <strong>County</strong>, Kenton <strong>County</strong>, Lexington<br />
LA Baton Rouge, Covington, Lafayette, Slidell<br />
MA All Except Cities Listed as High Rate<br />
ME All Except Cities Listed as High Rate<br />
MI Ann Arbor, Auburn Hills, Battle Creek, Benton Harbor, Charlevoix, Detroit, East Lansing,<br />
Flint, Lansing, H olland, Kalamazoo, M ackinac Island, M ount Pleasant, Petoskey, Pontiac,<br />
South H aven, St. Joseph, Stevensville, Traverse City, Warren, Ypsilanti<br />
MN Burnsville, Eagan, Duluth, Mendota Heights, Rochester<br />
MO Columbia, <strong>Jefferson</strong> City, Kansas City, Springfield<br />
MS Biloxi, Grenada, Gulfport, Hattiesburg, Robinsonville, Southaven, Starksville, Tunica<br />
MT Butte, Helena, Kalispell, Missoula, Polson<br />
NC Asheville, Atlantic Beach, Chapel Hill, Charlotte, Durham, Fayetteville, Greensboro,<br />
Greenville, Morehead City, Wilmington, Winston-Salem<br />
NH All Except Cities Listed as High Rate<br />
NJ Belle M ead, Cranford, Eatontow n, Edison, Freehold, N ew Prividence, Parsimmany,<br />
Piscataway, Springsfield, Toms River<br />
NM Albuquerque, Las Cruces, Los Alamos<br />
NV Incline Village, Reno, Sparks<br />
NY Buffalo, N iagara Falls, Osw ego, Saratoga Springs, Schenectady, Syracuse, Troy, West Point<br />
OH<br />
Akron, Canton, Cincinnati, Cleveland, Columbus, Dayton, Fairborn, Hamilton, Rittman,<br />
Toledo, Youngstown<br />
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TRAVEL REIMBURSEMENT GUIDELINES 2013<br />
STATE<br />
OR<br />
PA<br />
RI<br />
SC<br />
SD<br />
TN<br />
TX<br />
UT<br />
VA<br />
MID RATE AREAS $36 PER DIEM<br />
City / Locale<br />
A shland, Beaverton, Crater Lake, Eugene, Florence, Lincoln City, Seaside<br />
A llentow n, Berw yn, Bethlehem, Chester, Easton, Essington, Frazer, Gettysburg,<br />
Harrisburg, Hershey, Lancaster, Malvern, Mechanicsburg, Radnor, Reading, Scranton,<br />
State College<br />
East Greenwich, Warwick, North Kingstown<br />
Charleston, Columbia, Greenville, Myrtle Beach<br />
Rapid City, Spearfish, Sturgis<br />
Brentwood, Chattanooga, Franklin, Gatlinburg, Knoxville, Pigeon Forge<br />
Arlington, Beaumont, College Station, Corpus Christi, El Paso, Fort Worth, Galveston,<br />
Grapevine, Hunt <strong>County</strong>, Laredo, McAllen, Midland, Round Rock, South Padre Island,<br />
Waco<br />
Provo<br />
Charlottesville, Chesterfield, Fredericksburg, Hampton City, Henrico <strong>County</strong>, James City<br />
<strong>County</strong>, Lynchburg, Newport News, Roanoke, Virginia Beach, Wallops Island,<br />
Williamsburg, York <strong>County</strong><br />
White River Junction<br />
Ocean Shores, Vancouver<br />
Brookfield, Green Bay, Lake Geneva, M adison, Racine, Sheboygan, Sturgeon Bay<br />
Charleston, Morgantown, Sheperdstown, Wheeling<br />
Cody, Evanston, Gillette, Jackson, Pinedale, Rock Springs, Sheridan<br />
All Providences<br />
VT<br />
WA<br />
WI<br />
WV<br />
WY<br />
CANADA<br />
A LL U S POSSESSI ON S<br />
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