Incidental expenses consist of fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and hotel servants in foreign countries. Also included is transportation between places of lodging and business and places where meals are taken, if suitable meals cannot be obtained at the temporary duty site. The incidental expense allowance level is $3 per day.

The current rate for a FOREIGN SUBSISTENCE is the actual meal costs with receipts while in approved foreign travel status.

Registration fees for meetings and conferences are reimbursable as per the negotiated union contract. The traveler should use the purchase order system in place for VBISD when registering for a meeting and/or conference.

When claiming registration fees for reimbursement, the traveler must report the number of meals included in the registration fee and any other meals provided to the traveler. When meals are provided, a copy of the conference registration form must be attached to the reimbursement request supporting all reimbursement claims.

It may be appropriate to include meals or other expenses in the regular conduct of day-to-day business, which furthers the interest of the VBISD and has an express business purpose. Each department director or administrative supervisor authorized to approve such activities should carefully consider the appropriateness of food and other related purchases.

The VBISD considers this type of expense as non-travel related transportation and general business expense. Departments should cover these expenses by using VBISD purchase orders, advanced checks, VBISD credit card or personal credit card. Personnel may request reimbursement for such expenses, if needed, on a Travel Reimbursement Request. They must justify and document an express business purpose with the following criteria:

Directors/supervisors approving non-travel related business meals and other expenses are responsible to provide complete receipts and documentation as described above. Complete documentation includes names of all personnel and non-employees with business relationship to the meal. The documentation must be specific and indicate how the meal or other expense furthered the VBISD interests and why the expense was a necessary element of the overall business outcome of the activity. The Business Office will refuse reimbursement and charge back expenditures to the participants for undocumented or questionable meal purchases.

Undocumented reimbursed expenditures are taxable to the participants, and the VBISD will report it as taxable income on the individual’s W-2 tax form.

Travelers should use standard accommodations in reasonably priced, commercial-class hotels/motels. Reimbursement is made on the actual base rate plus taxes and approved amenities. The traveler must attach the original hotel/motel paid receipt (credit card receipt is not acceptable) to the Travel Reimbursement Request.

In cases where a family member accompanies the traveler, the single room rate, if different from the double room rate, must be noted on the bill by the lodging personnel.

In-room movies, mini-bar charges, concierge services and other in-room services are not reimbursable beyond the approved subsistence allowance. Travelers should not charge long distance telephone calls on the hotel bill, if avoidable, since exorbitant hotel surcharges are not reimbursable. Reasonable, business-related telephone calls and one (1) personal call per day for the purpose of communicating safe arrival and continued well being are allowable.

Business-related cellular telephone calls and charges are reimbursable when approved by the appropriate director and/or supervisor. Telephone calls when made from an airplane or other unreasonably priced areas are not reimbursable except under extreme emergencies.

A traveler must indicate any personal vacation time and expense on the Travel Reimbursement Request when claiming allowable business travel expense where business and personal vacation time are combined within the same trip period. The subsistence allowance and other VBISD financial support for travel-related expenses cease during personal vacation periods. In addition, travel, lodging, or meal expenses for spouses or other dependents are not reimbursable.

When combining personal vacation with business and traveling through use of a VBISD vehicle, all vacation mileage and any expense associated with using a larger vehicle than would normally be required for the purpose of transporting family members should be logged and reimbursed to the VBISD upon conclusion of the trip. In general, any personal expenses associated with vacation and family travel should be paid from personal funds.

Vacation time taken in conjunction with an official business trip should, when applicable be reported as such, upon conclusion of the trip.

To the maximum extent possible, the policies and procedures about domestic travel also apply to foreign travel, and actual costs are reimbursable where reasonable and necessary.

Some expenses are the personal responsibility of the employee and are not reimbursable. The following list is not all-inclusive, but to show examples of such non-reimbursable expenses.

The VBISD has three (3) vehicles that must be used by employees traveling to workshops/conferences. Contact Conference Coordinator at ext. 210 to reserve a vehicle. If you cannot reserve a VBISD vehicle, expense for a personal vehicle will be allowed at the IRS rate per mile for actual miles. Employees that fall under a union contract should review language for proper accounting of mileage. Mileage for travel between home and work is not reimbursable. Airfare is allowed at the lowest available economy class rate. Mileage, in lieu of airfare, is limited to actual round trip mileage at the IRS rate per mile, or the lowest available airfare rate, whichever is less. Actual expenses for rental cars for use at the destination are reimbursable if necessary to the purpose of the trip. Taxi or other public transportation is allowable at actual cost.

Travel/expense voucher form must be submitted, with all ORIGINAL-supporting receipts attached, within thirty (30) days of the completion of the travel. For travel advances over $100, a travel/expense voucher form must be submitted within five (5) working days. All travel vouchers are to be approved by the individual’s supervisor.

Out-of-pocket expenses (travel related or not) of $100 or less are reimbursable if you have prior approval from your supervisor. A travel/expense voucher must be completed with a description of the items to be reimbursed, the account number, object, code, authorized signatures and the ORIGINAL receipt for the item(s).

Foreign exchange rates must be stated when receipts are in foreign currencies. The total of the Travel & Expense voucher must be stated in American dollars. Only expenses detailed in this policy are reimbursable by the VBISD.

Exceptions to the reimbursement policy must be approved in advanced by the appropriate administrator. Reimbursement forms must be sent to the appropriate administrator before being sent to the business office.

Revised 8/03
Revised 3/05
Revised 3/06