1665 - TRAVEL, MEAL, AND TRAINING GUIDELINES

Upper Arlington City School District

Administrative Guidelines

1665 - TRAVEL, MEAL, AND TRAINING GUIDELINES

Reimbursement of travel expenses is based on documented reasonable and actual expenses supported by original detailed receipts. When requesting travel reimbursements a purchase order is required to be in place before attending the conference. When returning from the conference an employee should complete a "Travel/Conference Reimbursement Form" (Excel version can be obtained on the District's intranet - Treasurer Section), attach all receipts to the form, and submit form/receipts to the Treasurer's office for payment.

If there are questions regarding reimbursable expenses discussed below, call the Treasurer's office before the conference/trip occurs to verify expenses are reimbursable; otherwise, some expenses may not be reimbursed.

	A.	Transportation
		All modes of transportation will be permitted consistent with the requirements of the assignment and the most efficient and economic conduct of official business.

		1.	Airfare
			Travelers are expected to obtain the lowest available airfare that reasonably meets the business travel needs. Coach class or economy tickets are allowable, business or first class tickets will not be paid by the District.
			An itemized airline receipt, an e-ticket receipt/statement, or an internet receipt/statement is required to substantiate an airfare purchase. The receipt must show method of payment and indicate payment was made.
			Employees are encouraged to use a District credit card at the central office for airline reservations. Based on Auditor of State and Ohio Ethics Commission rulings, any airline miles earned on District travel should be submitted to the District and not for personal use.
		2.	Personal Vehicle
			The District will reimburse mileage for a personal automobile as a primary mode of transportation providing the cost does not exceed the least expensive airfare or rental car or if the destination is not otherwise accessible. Additional expenses, including but not limited to, hotel expenses and meals, should be considered when comparing the cost of the trip by auto to airfare. Please submit details of airfare cost when requesting this type of mileage reimbursement.
			An operator of a personal vehicle must have a valid driver's license and certification from an insurance carrier for liability insurance coverage.
			Reimbursement for usage of a personal automobile is based on the current Federal mileage rate. The reimbursement rate is inclusive of all vehicle related expenses including, but not limited to, gasoline, wear and tear, and personal auto insurance.
			When determining mileage reimbursement, the daily roundtrip mileage the employee routinely drives from home to a District building should be subtracted from the total mileage requested for reimbursement.
		3.	Local Transportation
			Local transportation such as taxicabs, airport limousines, and buses may be used when it represents the most efficient and economic way to conduct official business.
		4.	Car Rentals
			Rental cars may be reimbursed only in cases of emergencies or when other means of public transportation are not economical. Emergencies could include, but are not limited to: cancelled airline flights or changes in destination due to inclement weather, disabled personal automobile, or disruption of other means of transportation.

Lodging

		1.	In-state lodging expenses will be eligible for payment/reimbursement if the meeting/conference is at least forty-five (45) miles, one way, from the traveler's District work site. Exceptions to this rule must be approved by the Superintendent.
		2.	The District will reimburse lodging (room rate and tax only) expenses at a reasonable, single occupancy or governmental room rate. If two (2) employees are attending the same conference and agree to share a room, up to the double occupancy rate will be reimbursed.
			Reasonable reimbursement means an amount not to exceed the maximum lodging amount for the city in which the official business is taking place, as provided in the Federal government CONUS rate (CONUS). (see current "Travel-Conference Per Diem Rate" report on District's intranet - Treasurer's Folder)
			If, however, the District business involves attendance at a conference or other meeting for which a specific hotel(s) has been designated as the conference or meeting site hotel(s) and the room rate at that hotel(s) exceeds the applicable CONUS rate, then reimbursement will be made up to the higher conference rate. (All listed CONUS rates shall be treated as exclusive of all taxes, including room taxes. All lodging taxes in excess of the CONUS lodging rates are eligible for reimbursement with proper receipts.)
			In no instance will the District reimburse more than the conference hotel rate applied during the conference.

Original itemized hotel bill must be submitted when requesting reimbursement.

Meals

The District may reimburse employees for meals up to the amount listed on the Federal government CONUS report (CONUS). The CONUS report lists total daily Meal and Incidental Expenses (M&IE) amount by city (see current "Travel-Conference Per Diem Rate" report on District's intranet). The IRS allocates the total CONUS rate by the following:

M&IE (per CONUS)	$39	$44	$49	$54	$59	$64

Meals	$36	$41	$46	$51	$56	$61

*Incidentals	$3	$3	$3	$3	$3	$3

Total	$39	$44	$49	$54	$59	$64

* Incidentals are not reimbursed by the District, unless the conference exceeds five (5) nights.

For example: An employee is attending a conference in Birmingham, Alabama. Based on the CONUS report, the Birmingham M&IE daily rate is $44. As indicated in the chart above, the employee would be eligible for meal reimbursement up to $41, if out of town all day.

		2.	To reimburse in accordance with item "1" above, employees must submit an itemized receipt detailing items purchased, actual costs, and gratuity of the daily meals. Gratuity should not exceed twenty percent (20%). Reimbursements will not occur without itemized receipt. A credit card slip showing the total cost of meal is NOT considered a detailed receipt. The receipt must show individual items ordered. If receipt includes expenses for other individuals, circle items employee is requesting for reimbursement.
		3.	Purchase of alcoholic beverages will NOT be reimbursed.