travel reimbursement guidelines - Jefferson County Public Schools

TRAVEL REIMBURSEMENT GUIDELINES 2013
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athletic events could be reimbursed from athletic funds.
E. An insurance affidavit must be on file with JCPS before any mileage will be
reimbursed.
III. OUT-OF-COUNTY TRAVEL
A. A Professional Leave Request form should be signed by the district employee
and include all dates of travel for conference or site visits. Travel may not be
reimbursed if it is for dates that are not included on the Professional Leave
Request. Dates for out-of-county travel that is extended for personal reasons
must be noted on the Professional Leave Request and must include the type of
day to be used (e.g., vacation, personal day). Professional Leave Requests
must be approved by the immediate supervisor, funding level director and a
Cabinet-level employee or the Superintendent; teachers need the Principal and
(when using JCTA contractual days) Director-Administrator Recruitment and
Development approval, and Grant Director’s approval, if grant funds are
being used.
B. Employees are expected to avail themselves to meals provided by the
conference as shown with a copy of the conference/workshop agenda, unless
approved at Cabinet-level. The hotel bill and airline ticket should accompany
every out-of-county travel voucher. This revised voucher includes
information previously supplied by separate payment vouchers and D&Fs. It
is no longer necessary to submit a separate payment voucher and D&F with
the revised out-of-county travel voucher.
C. In using the services of a travel agent to purchase airline tickets, it is
imperative that the traveler send the approved voucher in for payment as soon
as possible to enable prompt and timely payment for and receipt of tickets.
D. The current reimbursement mileage rate for personal auto use for
out-of-county travel will always be the same rate as the in-county
reimbursement mileage rate. In instances when an individual elects to drive
her/his own automobile rather than fly, the reimbursement for transportation
will be limited to the lesser of either the cost of flying plus associated flight
expenses, or the mileage reimbursement rate.
E. To reduce the cost of travel, the only transportation expenses to be reimbursed
to the employee may be one day before the start of the conference or one day
after the final day of the conference, unless approved in advance by a Cabinetlevel
employee.