MISD PROFESSIONAL TRAVEL
REIMBURSEMENT GUIDELINES
A.LODGING
1.The current state REIMBURSEABLE rate lodging is not to exceed $104 per employee per night plus local taxes. Most hotels will honor a request for the state rate or at least reduce their current rate. It is recommended that double occupancy be observed. Appropriate consideration will be given when mixed genders and odd numbers of participants are involved.
If you attend a conference – The maximum REIMBURSABLE hotel rate is not to exceed $159 regardless of whether federal or local funds are used as payment. Attach a copy of the registration form verifying the name and rate of the conference hotel. If the registration form is not attached, the current state rate,not to exceed $77,will be the maximum reimbursed.
**PLEASE NOTE: Travel paid with federal fundsWILL NOT reimburse the conference rate. Hotel rates are reimbursable at $77 per night for travel in Texas or at the rate determined by the GSA Domestic Per Diem Rates chart for travel in the U.S.
Texas state hotel occupancy tax will not be reimbursed. Tax exempt forms can be obtained from the Business Services website. All other taxes, including out-of-state taxes, will be reimbursed.
2.Original, itemized lodging receipts are required. Lodging per diem is for lodging only. Pay-per-view movies, room service, etc. are not reimbursable.
3.If traveling out-of-state, you may call the Business Office or check the Business Services website for the current per diem rate.
B.MEALS
1.The MISD payment will not exceed the maximum per meal allowance.
2.Due to IRS regulations, no per diem will be paid for one-day trips. Exceptions to this are trips that are taken in one day but are over100 miles from Midland. For these trips, lunch is the only meal that will be reimbursed regardless of the time of departure or return.
3.Maximum MISD meal allowance is as follows:
Breakfast - $8.00Lunch - $12.00Dinner - $16.00
Food receipts ARE required as of January 1, 2010 per TEA. It must be an original,time-stamped and dated, itemized receipt. The time guidelines for meal reimbursements remain the same:
• BreakfastLeave before 6 a.m. or return after 9 a.m.
• Lunch Leave before 11 a.m. or return after 1 p.m.
• DinnerLeave before 5p.m. or return after 7 p.m.
Tips will be reimbursed only if the amount of the tip is written on the credit card payment slip and it, along with the itemized receipt, are included in the attachments. Reimbursement of tips must also fall within the standard per diem rates. Tip amounts written by hand on the itemized receipt are not reimbursable.
3.If traveling out-of-state, you may call the Business Office or check the Business Services website for the current per diem rate.
C.REGISTRATION FEES
Employees must attach the original, itemized receiptto the Trip Expense Report for the payment of registration fees.
D.PERSONAL VEHICLE / MISD VEHICLE MILEAGE REIMBURSEMENT
1.For out-of-town trips, mileage will be determined as the miles from Midland to the destination city and back to Midland as stated in the Official Mileage Guide for the State of Texas. This information may be obtained from your school or department secretary or the Business Office website.
2.For local trips, mileage is only allowed if pre-approved by your Principal or Director. If pre-approved, the number of miles is the round trip mileage from the employee’s work location to the destination(s).
3.Gasoline charges willNOTbe reimbursed; they are included in the per-mile rate.
4.If the employee drives an MISD vehicle for a trip or event, only charges for gasoline will be reimbursed. The original, itemized receipt must be attached.
E.AIRLINE TRAVEL
Coach class airline tickets will be reimbursed. The original ticket or ticketless confirmation page stating the price of the ticket must be submitted before reimbursement can be made.
MISD will not pay for the $10 “Early Bird” check-in fee offered by Southwest Airlines. If the employee wishes to use this service, the employee will pay for the fee. MISD will reimburse for luggage fees of one (1) bag, both departing and returning.
F.RENTAL CAR
Employees are encouraged to use hotels with shuttle services or to take a taxi when possible unless a rental car would be less expensive.
If a rental car is required, please use Enterprise rental car agency. If another agency is used for car rental, the traveler will NOT be reimbursed for rental costs and/or out-of-pocket expenses.
G.TAXI FARE
Taxi fare to and from hotels, meetings, and the destination airport are reimbursable. Taxi or bus rides from the hotel to the mall are not reimbursable. Receipts stating the date and fare must be submitted before reimbursement can be made. NOTE: Tips are not reimbursable.
H.PARKING FEES
Parking fees are reimbursable when the original receipt is submitted.
I.PHONE CALLS
Local and long distance phone calls are not reimbursable unless they are related to District business. Statement and explanations must be submitted for reimbursement.
J.MISCELLANEOUS
1.MISD payment for miscellaneous expenses will not exceed the pre-approved allowance.
2.Employees must attach the original, itemized receipts to the Trip Expense Report for payment of miscellaneous fees.
3.ATM fees are not a reimbursable expense.
K.EXCEPTIONS
If there are any exceptions to the preceding guidelines, the employee must attach an explanation for approval by the Principal, Director and Chief Financial Officer.
L.REPORTING
1.It is the responsibility of the employee to ensure their Trip Expense Report, along with the required attachments, is submitted to his/her Principal or Director within 2 weeks after cessation of the trip. Holding trip reimbursements longer after the end of the trip could result in non –reimbursement of allowed expenses, particularly if the travel is being paid by federal funds, as the grant deadline may have expired.
2.The Principal or Director is responsible for:
a.Reviewing the Trip Expense Report and attachments for accuracy and completeness.
b.Forwarding it to the Business Office,
3.Payment will be made within two (2) workweeks from the time the Trip Expense Report is received and approved by the Business Office. MISD cannot hand-type reimbursement checks to receive funds quicker.
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