CUSD CTE TRAVEL REMINDERS

Make sure you attach the following with your expense claim:

ð  A copy of the hotel bill (even if it was pre-paid by outside entities). Claim cannot be processed without this.

ð  All original receipts for allowable incidentals (parking and transportation).

ð  REIMBURSEMENT FOR MEALS:

o  If meal(s) were shared on one receipt each person must claim their own.

o  Reminder: Liquor will not be reimbursed.

o  Note: CTE cannot use grant monies to reimburse teachers/chaperones for student meals.

o  All receipts should be taped to an 8.5 x 11 sheet of paper when submitted (no loose receipts)

Information regarding whether meals were or were not provided:

o  If the traveler is provided a meal in the cost for other travel related expenses such as a conference fee or airfare, the traveler is not eligible for reimbursement.

o  A traveler may not claim reimbursement for more than three meals in any single calendar day or in any period of 24 consecutive hours.

o  The travel distance threshold for meal/lodging reimbursement is 60 miles.

 REIMBURSEMENT FOR MILEAGE

o  Odometer readings must be included in the travel claim in the spaces provided.

o  Map Quest print-outs will be accepted in place of odometer readings.

o  Travel to and from restaurants for a meal is not reimbursable.

o  For airport parking in PHX, a traveler will be reimbursed $6 per day base parking charges.

NOTE: RENTAL CARS MUST BE PRE-APPROVED FOR REIMBURSEMENT

o  Renter will be responsible for payment if pre-approval is not obtained

o  Only the approved person will be reimbursed for a rental car

o  Do not purchase car insurance or protection as CUSD is sufficiently insured

o  If insurance is purchased, you will only be reimbursed for the car itself

ð  Traveler must sign and date the claim.

ü  NOTE: Travel expenses that are not part of the competition event (side trips) are not reimbursable

Please submit all travel claims to JoAnn Shea.

JoAnn will code and submit for reimbursement from accounting.

***IMPORTANT***

There is a 60 day limit on expense reimbursements. You must submit expense claims within 60 days of your return from travel

**** Reimbursement will be made only for the mode of transportation that is in the best interest of the School District and by the most economical means. For example, if you choose to drive instead of fly to your destination and the cost of a ticket is cheaper than mileage reimbursement, then that reimbursement will be based on the cost of a ticket****

Airline Ticket to San Diego = $250 In this example, your reimbursement will be $250

Mileage Charge to San Diego = $350

STATE OF ARIZONA

DEPARTMENT OF EDUCATION

2016-2017 school District Travel Expense Claim Form

Chandler Unified School District, No. 80 Traveler:

(District)

Travel by (Check One): Common Carrier Transportation (Attach Duplicate of Ticket) Personal Car – License No.

Other School District Vehicle – Vehicle No.

For the Period from to

THE FOLLOWING EXPENDITURES TO BE ITEMIZED ON A DAILY BASIS
DATE / Departed From / Arrived At / Private Vehicle Mileage / Subsistence / Trans-
portation / Other Allowable Expenses / Amount Claimed
Odometer Reading / Mileage / Meals / Lodging or Per Diem
Place / Time / Place / Time / Start / End
Totals this page
Totals from Page 2
SUBTOTAL
Rate Per Mile / .445¢
Accounting Code: do not write in this space Total Amount Claimed
GRAND TOTAL

Purpose of Travel:

I hereby certify that the travel and/or per diem recorded herein was accomplished in the performance of official duties; that the information given is true in all respects and that no claim against the district has before been made for any part thereof, or paid from any other source of funding.

(Signature of Traveler) Date (Signature of Authorized Official)

*Please attach all receipts/invoices associated with this travel to support your claim(s) - (i.e.) itemized meal receipts, hotel invoices, mileage documentation

THE FOLLOWING EXPENDITURES TO BE ITEMIZED ON A DAILY BASIS
DATE / Departed From / Arrived At / Private Vehicle Mileage / Subsistence / Trans-
portation / Other Allowable Expenses / Amount Claimed
Odometer Reading / Mileage / Meals / Lodging or Per Diem
Place / Time / Place / Time / Start / End
Totals
Rate Per Mile / .445¢
Accounting Code: Total Amount Claimed
TOTAL TRANSFERRED TO PAGE 1