Policy No. 6410
The intent of the travel policy is to ensure the employee is properly reimbursed for reasonable travel costs related to business travel. Any personal or family travel associated with the business travel is not eligible for reimbursement. The employee is personally responsible for any costs which exceed the cost if the employee were the only person in the taxi, room, etc.
Employee travel may be supported by the district when the following conditions are met:
- The travel should benefit the students served,
- The employee’s knowledge and professional practice related to his/her assignment is enhanced, and
- A benefit to the district is gained as the employee returns and shares the relevant concepts gained from the event to which the employee travels.
Cross-country travel is discouraged due to excessive cost and time demands. Employee travel should be centered on the western United States whenever possible. Travel east of the Mississippi is an exception to the policy and requires special superintendent approval.
- All overnight District travel requires PRIOR approval, whether reimbursed by the district or not.
- In-State Travel – Approved by the immediate supervisor on an “Authorization for Employee Travel”, form 6410 F1.
- Out-of-State Travel – Approved by immediate supervisor AND the Superintendent on an “Authorization for Employee Travel” form 6410 F1.
- The district reimburses travelers the GSA per diem rates associated with overnight travel required on District business or when travel is more than 100 miles from the employee’s home base (see Employee Travel Procedure 6410 P1).
- Travel advances for the GSA per diem reimbursement ONLY will be granted.
- All employees are required to use State Travel. This includes airline tickets and car rentals. Emergency and unanticipated travel arrangements may be made outside of state travel and require superintendent approval upon return.
- All commute and personal use of a district vehicle must have prior approval from the Superintendent or Business Administrator on an “Authorization for Commute/Personal Use of District Vehicle” form 6410 F3.
- Eligible travel expenses not covered under the GSA per diem rate for the employee only may be requested after travel on an Expense Reimbursement form 6410 F2.
- Reimbursement requests for reimbursable expenses which fall outside of the GSA per diem amounts must be requested on “Expense Reimbursement Request” form 6410 F2. Original receipts for all expenses must accompany the request.
- All travel reimbursements and advances will be paid via electronic funds transfer (EFT) to the employee’s bank account (same as payroll).
- Download 6410 Employee Travel Policy (PDF)
- 6410 Employee Travel Policy
- 6410 P1 Employee Travel Procedure
- 6410 F1 Authorization for Employee Travel (XLS)
- 6410 F2 Expense Reimbursement Request (XLS)
- 6410 F3 Authorization to use district vehicle (XLS)
Approved by Board of Education:March 12, 2013
Revised:November 11, 2015