Travel Expense Manual
The Travel Expense Manual should be used as a guide to review business travel rules, policies, and procedures.
It shall be the policy of the Board to reimburse necessary travel expenditures in connection with the school district's operation according to the current year’s Travel Expense Manual.
All travel must have prior approval.
Type of Travel | Approval | |
|---|---|---|
Type of Travel | Approval | |
|---|---|---|
In-State Travel | In-State Travel | Campus Director |
In-State Travel with In-District Lodging | Campus Director and Deputy/Associate Superintendent | |
Out-of-State Travel | Counties in states bordering the District (Arkansas or Texas) | Campus Director |
All other Out-of-State Travel | Deputy/Associate Superintendent and Board of Education | |
3. An itemized receipt is required for every expense requested for reimbursement.
4. Mileage for use of a personal vehicle on official school business will be reimbursed, when approved, at the rate authorized by the IRS. Reimbursement for private conveyance will not exceed the equivalent of air tourist fare. (If there is a Kiamichi Tech vehicle available, no request to use a privately-owned vehicle will be approved.)
5. All travel claims must be submitted to the business office by June 30th. No exceptions will be granted.
Notify/Discuss with your campus directory/supervisor your plans to travel.
Submit a requisition for travel reimbursement.
Registration Fees | |
Registration fees under $200 | Paid by the employee (a receipt will be submitted with Travel Reimbursement Form for reimbursement,) or by the Purchasing Card with an approved Purchase Order. |
Registration fees $200 or above | Employees can submit a requisition for the district to pay with a purchase order. (The purchase order must be issued to the same vendor as listed on the requisition for the event) |
A requisition may be submitted for a group of employees who will be attending the same conference, meeting, or event if their total registration is $200.00 or above. | |
*Registration will not be reimbursed to the employee in advance of attending the conference. If a conference has a price break for early registration, Kiamichi Tech will only reimburse/pay the lower registration cost. | |
2. Receive the purchase order number.
3. Employee submits the appropriate travel form.
Type of Travel | Form/s | Approval |
|---|
Type of Travel | Form/s | Approval |
|---|---|---|
In-State Travel | Professional Leave Request (Leave Scheduler) | Campus Director |
Campus Director and Deputy/Associate Superintendent | ||
*No lodging reimbursement will be paid for travel less than 60 miles, one way. *No lodging reimbursement will be paid when the traveling object can be reached from the employee’s home or office when leaving by 7:00 am and returning by 10:00 pm. *The district will only pay for a maximum 150% of the conference block room rate. Any overage of this percentage will be paid by the employee. *No Lodging will be paid for in-district travel without prior approval. | ||
4. Reserve a Kiamichi Tech vehicle at their campus or submit a Request to Use of a Privately Owned Vehicle (If there is a Kiamichi Tech vehicle available, no request to use a privately owned vehicle will be approved)
5. Employee travels as approved. (Keep all agendas, registration receipts, invoices, and receipts)
Per Diem |
All Per Diem expenses claimed for reimbursement must be for an overnight period. An “overnight” trip is defined as a business trip requiring an absence for a minimum period that lasts substantially longer than an ordinary day’s work and during which the employee’s duties require him/her to get necessary sleep or rest to meet the demands of his/her work. No Per Diem will be paid for in-district overnight travel. |
Per Diem reimbursement will be determined by the location of the business event. Per Diem rate will be determined by the GSA Per Diem Rates. Per Diem will be paid at 75% of M& I (Meals & Incidentals) on the first and last day of travel. |
PER DIEM: MEALS ARE INCLUDED IN THE REGISTRATION FEE |
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PER DIEM: MEALS ARE INCLUDED IN THE REGISTRATION FEE |
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When meals are provided with or included as part of the registration fee, one-fourth (1/4) of that day’s per diem shall be deducted from the reimbursement limit for each meal provided with the conference, or included in the registration fee. NOTE: Continental breakfasts and refreshments such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals for the purpose of this procedure. When meals are provided with no registration fee paid, no deductions will be required. |
6. Complete Travel Reimbursement Form
Required/Submitted with Travel Reimbursement Form |
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Required/Submitted with Travel Reimbursement Form | |
|---|---|
Agenda/Schedule-at-a-Glance (Must include dates/times of the event, and any meals provided) | Previously Approved: All In-State Travel Request, Request for In-District Lodging |
Itemized Registration Receipt (Employee signature required) | Itemized Lodging Receipt (Employee signature required) |
Itemized Parking Receipt (Employee signature required) | Itemized Transportation Receipts (Lift, Taxi, Uber) (Employee signature required) [Exceptions listed in “GUIDELINES”] |
Submit itemized receipt/documentation for any miscellaneous item employee is requesting for reimbursement. (Employee signature required) | |
7. Submit signed Travel Reimbursement Form to Campus Director or appropriate administrator for approval.
8. Attach Completed Travel Reimbursement Form and all other documentation/receipts (with employee signatures) to your purchase order in WENGAGE.
9. Send Payment Approval (Ready for Payment) to Local travel clerk.
Submit a requisition for travel reimbursement.
Registration Fees |
|---|
Registration Fees | |
|---|---|
Registration fees under $200 | Paid by the employee (a receipt will be submitted with Travel Reimbursement Form for reimbursement), or by the Purchasing Card with an approved Purchase Order. |
Registration fees $200 or above | Employees can submit a requisition for the district to pay with a purchase order. (The purchase order must be issued to the same vendor as listed on the requisition for the event) |
A requisition may be submitted for a group of employees who will be attending the same conference, meeting, or event if their total registration is $200.00 or above. | |
*Registration will not be reimbursed to the employee in advance of attending the conference. If a conference has a price break for early registration, Kiamichi Tech will reimburse/pay the lower registration cost. | |
2. Receive purchase order number.
3. Employee submits the appropriate travel form.
Type of Travel | Form | Approval |
|---|
Type of Travel | Form | Approval |
|---|---|---|
Out-of-State Travel | Counties in states bordering the District (Arkansas or Texas) | Campus Director |
Deputy/Associate Superintendent and Board of Education | ||
*No lodging reimbursement will be paid when the traveling object can be reached from the employee’s home or office when leaving by 7:00 am and returning by 10:00 pm. *The district will only pay for a maximum 150% of the conference block room rate. Any overage of this percentage will be paid by the employee. | ||
Documentation required for Board of Education Approval |
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Documentation required for Board of Education Approval |
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Approved Request for Out-of-State Travel |
Justification Letter – Employees must type a letter explaining the benefits Kiamichi Tech can expect to receive if their travel is approved. |
Registration – A copy of the registration form must be submitted for Board of Education approval. |
Request to Use of a Privately Owned Vehicle (If applicable) (Reimbursement for out-of-state transportation costs (including privately owned motor vehicles), shall not exceed that of coach airplane fare.) |
Cost Comparison for Travel (Only utilized if driving) |
All Out-of-State requests must be in the District Office no later than the last working day of the month in order to be included in the following month’s board agenda. |
4. Board of Education Approval – Following Board of Education approval, the employee can complete registration, book a hotel, and schedule other transportation needs.
Commercial Air Travel |
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Commercial Air Travel |
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TRAVEL AGENT– Kiamichi Tech may use “Terrific Trips by Melissa” for all out-of-state airfare. If desired, the employee has the option to utilize this travel agency for all accommodations following the guidelines of the Kiamichi Tech Travel Expense Manual. After the employee’s request for out-of-state travel has been approved by the Kiamichi Tech Board of Education, the employee may then contact the travel agent at 918-721-3429 to make the necessary travel arrangements. |
If the airline used charges additional fees for checking baggage, Kiamichi Tech will pay the charges for one bag. Receipts are required for baggage charges. Charges for more than one bag will not be paid without prior approval of valid business reason and must be submitted to the District Office before travel occurs. |
Kiamichi Tech does not pay for cancellations or change fees for airfare, registration, lodging, or other accommodations. If cancellation or changes are necessary, the employee will be charged any and all fees that Kiamichi Tech cannot recover. |
5. Employee travels as approved. (Keep all itemized agendas, registration receipts, invoices, and receipts)
Per Diem |
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Per Diem |
|---|
All Per Diem expenses claimed for reimbursement must be for an overnight period. An “overnight” trip is defined as a business trip requiring an absence for a minimum period that lasts substantially longer than an ordinary day’s work and during which the employee’s duties require him/her to get necessary sleep or rest to meet the demands of his/her work. No Per Diem will be paid for in-district overnight travel. |
Per Diem reimbursement will be determined by the location of the business event. Per Diem rate will be determined by the GSA Per Diem Rates. Per Diem will be paid at 75% of M& I (Meals & Incidentals) on the first and last day of travel. |
PER DIEM: MEALS ARE INCLUDED IN THE REGISTRATION FEE |
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PER DIEM: MEALS ARE INCLUDED IN THE REGISTRATION FEE |
|---|
When meals are provided with or included as part of the registration fee, one-fourth (1/4) of that day’s per diem shall be deducted from the reimbursement limit for each meal provided with the conference, or included in the registration fee. NOTE: Continental breakfasts and refreshments such as coffee, tea, soft drinks, etc., provided during meeting breaks are not considered meals for the purpose of this procedure. When meals are provided with no registration fee paid, no deductions will be required. |
6. Complete Travel Reimbursement Form
Required/Submitted with Travel Reimbursement Form |
|---|
Required/Submitted with Travel Reimbursement Form | |
|---|---|
Agenda/Schedule-at-a-Glance (Must include dates/times of the event, and any meals provided) | Previously Approved: All Out-of-State Travel Request, Request for In-District Lodging |
Itemized Registration Receipt (Employee signature required) | Itemized Lodging Receipt (Employee signature required) |
Itemized Parking Receipt (Employee signature required) | Itemized Transportation Receipts (Lift, Taxi, Uber) (Employee signature required) (Exceptions listed in “GUIDELINES”) |
Submit itemized receipt/documentation for any miscellaneous item employee is requesting for reimbursement. (Employee signature required) | |
7. Submit signed Travel Reimbursement Form to Campus Director or appropriate administrator for approval.
8. Attach Completed Travel Reimbursement Form and all other documentation/receipts (with employee signatures) to your purchase order in WENGAGE.
9. Send Payment Approval (Ready for Payment) to local travel clerk.
GUIDELINES
Employees are required to attach all agendas for conferences and/or meetings they attend.
Reimbursement for all registration fees will be claimed as a miscellaneous item on their Travel Claim form.
Approved travel must be for official Kiamichi Tech business. Travel claims must be approved for payment by the appropriate administrator for the claimant. Signature of the administrator represents that travel by the claimant was authorized, that expenses claimed are considered reasonable and necessary, and complies with Kiamichi Tech Board Policy, Kiamichi Tech Travel Expense Manual, and all state, federal and local laws.