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03.033 EMPLOYEE TRAVEL EXPENSE REIMBURSEMENT

03.033 EMPLOYEE TRAVEL EXPENSE REIMBURSEMENT

SECTION 03 – BUSINESS and AUXILIARY SERVICES

Statement of policy

Expenses incurred by individuals for travel on behalf of the technology center should be reimbursed by the technology center. Reimbursement to individuals should be made upon approval by the board of education after proper presentation of supporting documentation, as defined below.

Definitions

Terms used in this policy are defined as follows:

"Travel" means transportation arrangements made or incurred by car, airplane, train, bus or other means or hotel accommodations and meals, for the purposes of advancing the interests of the technology center. Travel may be within or without the technology center. Travel does not mean transportation to and from the employee's residence or abode to the technology center for employment.

"Employee" means any person employed by the technology center or a member of the board, acting in his or her capacity as a board member, on behalf of the technology center.

“Non-employee” travel and related expense reimbursement is limited to reimbursement of students, sponsors, and those individuals, engaged in approved technology center related activities. Expenses eligible for reimbursement are only those for necessary meal and lodging expenses. Students and sponsors seeking reimbursement must follow the procedures included in this policy or any reimbursement may be forfeited.

"Expenses" means any actual indebtedness incurred and paid by an individual employee on behalf of the technology center, for the benefit of the technology center or for the purpose of advancing the interests of the technology center, with the intention of being reimbursed by the technology center. Expenses may include, but are not limited to, these items:

  1. air, bus, taxi or train fares and car rentals;
  2. meals on a per diem basis;
  3. hotel or motel accommodations;
  4. other travel related expenses when applicable, such as mileage; and
  5. registration fees and meeting expenses.

"Receipt" means an invoice document issued by a vendor which has been paid as an expense by an employee. A receipt must contain the following information:

  1. date indebtedness incurred;
  2. date indebtedness paid;
  3. amount paid;
  4. amount of indebtedness;
  5. who paid the indebtedness;
  6. method of payment;
  7. the purpose of the indebtedness including an itemized description of the goods or services purchased; and
  8. the name, address and telephone number of the vendor.

A credit card slip alone is NOT a receipt.

"Supporting documentation" means a memorandum to the board containing a request for reimbursement and explanation of the reason for the expense. All receipts for which reimbursement is sought and a travel voucher must be attached to the memorandum.

"Travel Voucher" is a document prepared by an employee who seeks reimbursement which contains the following information:

  1. dates entering and ending travel status;
  2. points of travel;
  3. mileage to and from destination(s) when personally owned vehicle is used;
  4. amount per mile reimbursed;
  5. air, bus or train fares when public transportation is used;
  6. parking fees, taxi fares, car rentals and turnpike fees;
  7. per diem rate established by the board of education, if any;
  8. motel and hotel expenses;
  9. registration fees and meeting expenses;
  10. other technology center business expenses such as telephone calls, tips, etc., which properly occur during the time an employee is in travel status;
  11. encumbrance to be charged for expense; and
  12. signature of approving official.

"Credit card slip" is the customer's copy of the credit card charge form. A credit card slip alone is NOT a receipt. To qualify as a receipt a credit card slip must be attached to a supporting invoice issued by the vendor which contains all the information required of a receipt.

"Vendor" means the individual or entity that provided the goods or services to the technology center for which reimbursement is sought and a receipt for payment has been issued.

Procedures for Travel

  1. All travel must have prior approval by the proper Administrator.
  2. Employees traveling on official business for GPTC are expected to exercise the same care incurring expenses that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, luxury accommodations, and services unnecessary or unjustified in the performance of official business are not acceptable and should be avoided as a standard practice. Travel time shall not extend more than 24 hours before and/or more than 24 hours after the date/time the object of official travel began and/or ended.
  3. Approved travel must be for official GPTC business. Travel vouchers 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 GPTC Board Policy, GPTC Travel Policy, and all state, federal and local laws.
  4. Meeting Agendas: Employees are required to attach all agendas for conferences and/or meetings they attend. If an agenda is not provided, other documentation such as registration, confirmation correspondence, and/or statement from administrator must be attached and must include the dates and times of the event and any meals provided as part of the registration fee.
  5. Per Diem Rates for Multiple Location Travel: When in travel status on official business attending “meetings” in multiple (overnight) cities/states during a single trip, per diem and lodging reimbursements will be based on each leg of the trip. The cutoff point for ending one per diem period (rate) and starting the new per diem period is as follows:

    Flying – The scheduled departure time (or actual time if delayed) from city “A” will end the rate for that location and will begin the rate for the city “B” leg of the trip.

    Driving – The departing time from the hotel (or conference/meeting point) in city “A” will end the rate for that location and will begin the rate for the city “B” leg of the trip.
     
  6. Per Diem When Meals are Included in 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. The underlying philosophy for this procedure is the fact that GPTC has paid (or will pay) for the meal(s) once within the registration fee. The reduction percentage of one-fourth (1/4) instead of one-third (1/3) is derived from the philosophy that this allowance covers Per Diem. If not in travel status, the claimant would not be entitled to per diem reimbursement; therefore, no adjustment for meals would be required, although they may be provided in the registration fee. 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.
  7. Personal Leave in Conjunction with Official Travel: When personal leave time of any kind is taken in conjunction with the employee’s official travel schedule, the employee must indicate the exact date of departure from and return to official travel status on the travel voucher. The payment of ordinary travel expense reimbursement will be suspended for periods when the employee is in personal leave status. However, the employee may be allowed the customary 24-hour period before or 24-hours after the object of travel when personal leave is taken immediately prior to starting official travel or immediately after the object of travel has ended.
  8. Lodging: As a cost-saving measure for GPTC, employees are strongly encouraged to limit overnight travel. The travel distance performed must be such that the employee cannot reasonably leave from and return to his/her home or office location at the start or close of each day’s work schedule. No lodging reimbursement will be paid for travel less than 60 miles one way or when the travel object can be reached from employee’s home or office when leaving by 7:00 am and returning by 10:00 pm. Please note: An employee may not travel to stay with family or friends to get outside these guidelines. Lodging will be reimbursed only when PRIOR authorization is obtained from the supervisor of claimant requesting reimbursement. Authorized claimants on travel status incurring personal charges or increased room rate for additional guests who are not authorized claimants will be responsible for those charges. GPTC will reimburse reasonable, necessary, and ordinary actual hotel fees for the room only. Telephone, movie, or other incidental room charges will not be reimbursed. Hotel parking is a valid expense to be reimbursed as a miscellaneous item on the travel voucher.
  9. Transportation: If available, GPTC owned vehicles are encouraged to be utilized for all motor vehicle travel. Employees are encouraged to utilize a school vehicle for out of district travel. Family members or unauthorized personnel may not ride in GPTC vehicles without the Superintendent’s approval. If a GPTC owned vehicle is not available, and if authorized by the supervising administrator, and approved by the Superintendent prior to travel, a privately-owned motor vehicle may be utilized and reimbursed at a rate not to exceed the current IRS mileage rate. If a GPTC school vehicle is driven, the mileage will not be reimbursed. Specific geographical locations to include city and state must be shown on the travel voucher to identify the “points of travel” where the travel objective was performed. For purposes of computing mileage eligible for reimbursement, the employee is authorized to claim mileage from their official work headquarters or home, whichever is less. The ODOT link must be utilized to calculate reimbursable mileage for in-state travel and the Map Quest link for out-of-state travel. The technology center prohibits transportation of students in privately owned vehicles. School vehicles cannot be used for out of state travel without the permission of the Superintendent or designee.
  10. Air Travel: Only coach rate can be reimbursed, and a copy of the airline ticket must be turned in. Reimbursement for baggage check fees will be limited to two bags per employee. Fees for oversize or overweight bags are not eligible for reimbursement. If an employee chooses to drive versus fly, the employee can only be reimbursed for mileage up to the cost of an airline ticket. Employees are encouraged to shop airline rates and choose the best quote for airline travel.
  11. Local Transportation: Usual transportation charges for business travel in and around the local area of the point(s) of travel by normal transit conveyances may be submitted for reimbursement. Examples are taxicab, shuttle, or other methods of public conveyance between an airport and hotel and conference location. Tips turned in for reimbursement for these trips are limited to 20%.
  12. Parking: Valet parking will be permitted at hotels where other parking options are not available or when the proximity of self-parking poses a safety issue.
  13. Leased or Rented Automobiles: If airline delays and cancellations or other extenuating circumstances require the use of a rental car, the Superintendent may authorize actual reimbursement.

Miscellaneous Expenses: Reimbursement of miscellaneous travel expenses may include parking and toll fees, baggage handling (non-personal) for equipment and materials, registration fees, and other non-personal fees incidental to the purchase of travel.

Procedure for Reimbursement

To obtain reimbursement for travel expenses the employee must:

  1. The employee must enter a requisition to themselves and retain an approved purchase order prior to travel.

  2. After the employee returns from traveling, they must prepare and submit supporting documentation to the business office with attached receipts and travel voucher. Requests for reimbursement with insufficient or incomplete documentation will be denied. Travel Vouchers must be turned into the business office within three (3) business days after completion of travel. 

  3. The business office will process the travel voucher and issue the payment through the accounts payable process.

Other Issues

A request for reimbursement must be made within thirty (30) days after the vendor's invoice is issued. Notwithstanding this time limitation, all requests for reimbursement must be made prior to the end of the fiscal year in which the vendor's invoice was issued and services rendered, and it must be submitted in sufficient time to allow the board to take action at its last regular meeting of the fiscal year. Reimbursement requests not complying with these requirements will be denied unless unusual circumstances are presented to and approved by the board.

Reimbursements issued by the board are only for the actual amount of out of pocket expenses paid by the employee plus per diem. No additional charges may be added by the employee and the employee may not obtain a check for funds he or she expects to pay or incur in the future.

Any interpretation of this policy shall be made solely by the board of education and shall be binding in all respects.

Violation of any of the provisions of this policy may result in dismissal, nonrenewal, or other adverse action.

Oklahoma Summit Reimbursement Policy

Great Plains Technology Center has entered into a Memorandum of Understanding with Oklahoma Association of Career and Technology Education to purchase Positional memberships for approved employees. Entering into this agreement provides an avenue for GPTC to pay for association dues and conference registration required for participation in Oklahoma Summit. GPTC will, as funds are available, pay for registration and membership for the primary division associated with the position. Any additional costs will be the responsibility of the employee. Positional memberships remain with the position and do not belong to the employee.

Persons approved to attend Oklahoma Summit will be reimbursed based on the center’s employee travel expense reimbursement policy. Travel vouchers must be turned in within three business days after the last day of the conference to be considered for reimbursement. No school vehicles shall be authorized to use for Summer Conference unless approved by the Superintendent or his/her designee. 

Reference: OKLA. STAT. tit. 70 § 5-117