Purchasing Manual - Rockwall ISD

Rockwall Independent School District (RISD) Purchasing Manual‣ Proof of attendance at the event or conference.‣ Original itemized receipts for lodging, airfare, and/or car rental expenses.‣ Any miscellaneous expenses exceeding $20.Limitations on Travel ReimbursementMeals - Employees are reimbursed per diem for meals purchased while traveling out ofDistrict, locally funded, and overnight at a rate of $7 for breakfast, $9 for lunch and $20for dinner. Meals that are included in the lodging rate or conference fee should not beclaimed. To claim breakfast, travel must have originated before 7:00 a.m. To claimsupper, travel must end after 6:00 p.m. or require an overnight stay. An employee mayclaim per diem allowance for meals or choose to be reimbursed for actual meal expensesbut not BOTH per diem and actual expenses when locally funded.Reimbursement of meals from state and federal funds is limited to the allowablestate/federally funded travel. Original receipts are required for a maximumreimbursement of $36 per day. Meals that are included in the conference fee or lodgingrate should not be claimed.Lodging - Reimbursement for lodging is limited to the local reimbursement rate of $120per night. Any locally funded travel that exceeds the local rate of $120 requires preapprovalby the Assistant Superintendent, Chief Financial Officer or the ExecutiveDirector of Finance. If the funding source is state or federal, lodging is limited to thestate/federal rate. Any state or federal travel lodging exceeding the state/federal rate pernight should be paid from local funds. In either case, if the amount is exceeded, theemployee is personally liable for the excess cost. The District is exempt from Texas statehotel tax and will only reimburse/pay for local/city taxes. A hotel exemption certificatecan be obtained from the Finance Department. Employees will be personally responsiblefor any Texas state hotel taxes paid.Mileage - The District reimburses $0.55 per mile for use of a personal vehicle using cityto city distances listed in the State Comptroller of Public Accounts mileage guide.Employees may submit mileage reimbursement request for day travel that is required forbusiness meetings outside the District on a travel reimbursement form. Origination andreturn point of travel is Rockwall. Vicinity travel at the temporary duty point will not bereimbursed. Employees using a personal vehicle are required to meet state requirementsregarding minimum auto liability coverage.Expenditures that will not be reimbursed by the District include:‣ State Hotel Tax. (obtain state tax exemption certificate from Finance Departmentbefore departure)‣ Dry cleaning or laundry.‣ Alcoholic beverages.‣ Personal telephone calls.‣ In-room movies or entertainment.‣ Snacks, newspapers and magazines.‣ Spouse expense.- 43 -