Kalispell School District No
THIS FORM MUST BE TYPED
KALISPELL SCHOOL DISTRICT NO. 5
TRAVEL REIMBURSEMENT CLAIM
January 1, 2017 mileage rate – 54 cents/mile
Name:
School or
Mailing Address:
Trip to:
Purpose of Travel:
Dates of Travel:
Budget Code:
** Please double click in the cells you wish to modify and make sure the table has calculated the totals correctly in the “Total” column.
**Other Expenses – (describe)
A copy of your conference itinerary must be attached to this travel reimbursement form.
I hereby certify that: This travel claim is correct in all respects and that payment has not been received by me.
Employee Signature: ______Date: ______
Supervisor’s Approval: ______Date: ______
To complete this form on your computer – Double-clicking on the table will enable you to enter values into each field. The table will calculate the values but make sure totals calculate correctly before you submit the form. Print the form. The completed form must have the budget code, your signature & date, your supervisor’s signature and date, and conference itinerary before submitting it to the Business Office via Interschool Mail. Forms without signature, supervisor signature, budget code, attached approved leave form, and conference itinerary will be returned. If changes are made by the Business Office, then a copy of your form will be returned with your reimbursement check. Travel reimbursement guidelines are listed below.
Travel reimbursement guidelines:
Please remember the following:
1. Only one trip will be entered on each claim.
2. Each employee participating in the same trip must submit a separate claim.
3. Transportation: Indicate if travel is personal vehicle, traveled with someone else or airline. Air travel is reserved and paid in advance by the District Office. If not, include in other expense column, and document the circumstances below. Your ticket/receipt will be required for reimbursement.
Allowed auto mileage rates (one way) for frequent destinations:
Kalispell to Billings 420 Kalispell to Missoula 115
Kalispell to Bozeman 291 Kalispell to Butte 227
Kalispell to Great Falls 226 Kalispell to Polson 49
Kalispell to Helena 196
Kalispell to Spokane 238
4. Lodging: Detailed receipts from the motel are required. A credit card receipt alone is not sufficient.
Do not show telephone or room service charges in this column.
Allowed Rates: In State – Please check to see if hotel will honor state rates for School Districts with District ID prior to your stay.
Out of State – Pre approved by Director of Business Services
5. Meals: The District prefers employees claim the meal allowance (rates listed below on page 3) on the Travel Reimbursement Form instead of using a District issued credit card.
Time Requirements for Claiming Meal Allowances:
One meal allowance: travel must exceed three (3) continuous hours.
Two-meal allowance: (breakfast, lunch) Travel must begin before 7:00 a.m. and return before 7:00 p.m.
Two-meal allowance: (lunch, dinner) Travel must begin before 11:00 a.m. and return after 7:00 p.m.
Three-meal allowance: (breakfast, lunch, dinner) Travel must begin before 7:00 a.m. and return after 7:00 p.m.
Meal Allowance Rates: Receipts for meals are not required unless using a District issued credit card. Expenditures charged on District credit card may not exceed the below allowed rates.
Meals: Breakfast Lunch Dinner Full Day
In State $5.00 $6.00 $12.00 $23.00
Out of State $7.00 $8.00 $16.00 $31.00
6. Other Expenses: Registration fees not prepaid, car rentals, bus/taxi fees etc. (Note: parking not reimbursed at Glacier International Airport)
Receipts are required for reimbursement of other expenses. Describe nature of expense in designated area.