DENVER PUBLIC SCHOOLS

CONTRACTOR TRAVEL GUIDELINES

Denver Public Schools will reimburse contractors for all reasonable travel expenses incurred in carrying out work assignments; however, it is emphasized that these expenses should be on a conservative basis. The District reserves the right to disallow any unnecessary or lavish expenses.

To control the District’s overall travel expenses, any expense submitted which does not comply with these guidelines will not be reimbursed unless approved by the project budget manager or the Director of Purchasing. Original receipts must accompany expenses claimed for reimbursement. Failure to provide proper documentation may result in nonpayment of submitted expenses.

Air Travel

All airline travel requires prior written or electronic approval by the administrator responsible for the project budget.

Contractors should purchase tickets with a seven to fourteen day advance notice. It is understood that this is not always possible; nevertheless, the majority of travel should be planned at least one to two weeks prior to the trip. Other arrangements to limit airfare cost may require a short stopover or indirect flight if the savings are substantial and business objectives will not be compromised

A layover flight may be booked with the following considerations:

  • The difference between the layover flight and the nonstop flight is $250 or more
  • There is only one layover city
  • The layover is one (1) hour or less.

The lowest fare available will be used if the flight’s departure or arrival time is within sixty (60) minutes before or after the requested departure or arrival time.

Contractors should travel coach class. Upgrades to business or first class will be allowed only if the contractor uses personal upgrade certificates which will not be paid for or reimbursed by the District.

Changes to airfare must be for business purposes and more than four hours difference (note that standby travel is available for changes less than four hours).

Hotel

Contractors are encouraged to use the District’s contracted rate at the Burnsley Hotel in Denver, Colorado. If the traveler elects to stay in another hotel, the difference between the Burnsley contracted rate and the traveler’s choice will not be reimbursed.

It is the responsibility of the traveler to cancel guaranteed reservations. An explanation must accompany any charges for no-shows or non-use. Cancellation will not be reimbursed unless specifically approved by a member of the District’s executive management. Please document the cancellation number.

Hotel stays beyond the dates of business purposes are considered a personal expense of the traveler and will not be paid for or reimbursed by the District.

Minibar charges and hotel movies will not be paid for or reimbursed by the District.

Valet and laundry charges are reimbursable when the business trip exceeds five working days or when unforeseen circumstances occur, such as an unplanned trip extension.

Auto Rental

Reservations for vehicles should be made based on the following:

Mid-size:One to two travelers traveling together

Full-size:Three or more travelers traveling together

All travelers renting cars must provide rental agency with proof of insurance and a valid driver’s license.

Contractors should refuel rental cars prior to returning them to the rental agency.

Other Ground Transportation

The District will reimburse all reasonable costs for shuttles, taxis, tolls and parking. All receipts must be included with the expense report.

Personal auto expenses are reimbursed under the IRS guidelines. The current IRS rate is available on the DPS expense reports. For reimbursement, the contractor must specify the date of trip, point of origin, destination and total miles driven.

Meals

Contractors will be reimbursed for meals at the current per diem rate for Denver, Colorado, as established by the Federal government.

Telephone and Fax

Expenses incurred for telephone and fax for business communications while traveling are reimbursable. Receipts must be provided.

The District will cover a reasonable number of personal calls made by traveling contractors (per phone card or expense reimbursement). Contractors are expected to exercise personal discretion.

Business calls from the contractor’s home and cellular phone are reimbursable. A copy of the itemized bill must be submitted with the expense report.

Gratuities

The standard for tips is 18%. Other tips, for items such as luggage handling and porters, are reimbursable as separate expenditures within reason and customary to the type of service.

Non-reimbursable Expenses

The District will not reimburse the following:

  • Personal entertainment, i.e., movies or hotel premium TV channels
  • Additional travel-related insurance coverage for rental cars or airline travel
  • Car rentals above standard
  • Traffic or parking violations or fines
  • Repairs, maintenance or insurance on personal vehicles
  • Finance charges or late fees associated with credit cards
  • Child care/pet care/home maintenance
  • Toiletries, wearing apparel, haircuts
  • Personal magazines, books or newspapers
  • Freight/custom charges for personal items
  • Drinks on airplanes
  • Meals in excess of guidelines
  • Minibar charges in hotel room
  • Valet or laundry charges for trips less than five (5) days

Submit Expenses attached to an invoice

Invoices with incomplete expenses will delay reimbursement and will be returned to the contractor for completion.