Garrard County Board of Education

TRAVEL EXPENSE VOUCHEROUT OF DISTRICT TRAVEL

Submit monthly or upon completion of travel to the CENTRAL OFFICE, GARRARD COUNTY BOARD OF EDUCATION. A signed and approved application for conference attendance must be attached in order for the Travel Expense Voucher to be processed.

______
Employee’s NameSchool or AddressPosition

From: / To: / Automobile / Meals* / Total
Date / City/State / City/State / # of Miles / @ .40mile / Tolls / Brkfst. / Lunch / Dinner / Rooms / Charges
$ / $

Other Related Expense

Date / Type / Description / Amount
Dues / $
Registration
TOTAL DUE / $

*Reimbursement for meal without Funding Source:______
receipt is limited to $2.00
Munis Account Code:______

I hereby certify that all items of expense included in the above statement were incurred as an employee of the Garrard County Board of Education in the discharge of official business; that they are proper charges against the Garrard County Board of Education; and that all data furnished herein are true and correct to the best of my knowledge.

Submitted for month of:______
______20____Signature of ClaimantDate Signed
______
Recommended by Date Signed

Approved by______
SuperintendentDate Signed

PERSONNEL Expense ReimbursementPEU03.25

The Board shall reimburse school personnel for school-related travel when such travel is a required part of the duties of the employee or for school-related activities approved by the Superintendent and the School Council when appropriate. Travel expenses of school based personnel in SBDM schools shall be paid from the council funds. The Board will be responsible only for actual expenses. Allowable expenses are:

MILAGE
Actual mileage between official work stations within the school system and actual mileage for trips outside the school system will be reimbursed at the rate of forty (.40) cents per mile when the employee uses his/her own vehicle. Mileage shall be paid from the work station or home of the individual (whichever is the shorter distance) in the travel destination.

GASOLINE
Actual cost of gasoline and oil purchased and placed in a Board-owned vehicle by an employee while engaged in school-related travel. Purchase must be substantiated by a receipt showing total gallons and total charges.

TOLLS
All tolls incurred in school-related travel. Toll charges must be substantiated by a toll ticket or receipt.

CAR RENTAL
Car rental charges when approved by the Superintendent and the council in SBDM schools. Charges must be substantiated by a receipt.

COMMON CARRIERS
All charges or fares for necessary travel on common carriers (plane, bus, train, subway, taxi, ferry, etc.) Sightseeing and pleasure tours are not reimbursable.

FOOD
Employees are eligible for reimbursement for breakfast or lunch expenses only if authorized work requires an overnight absence or falls within the time frame designated in this policy. Reimbursement for food and the amount of the reimbursement that must be reported as taxable income for an employee shall be determined in compliance with the Internal Revenue Service requirements. High rate area reimbursement will be paid for travel to Louisville, Lexington, Frankfort, Owensboro, Covington, Paducah, Bowling Green and for all out-of-state travel. Maximum $36.00 Per Diem Daily.

LODGING
To be eligible for lodging, authorized work must be more than forty(40) miles from both work station and home. When overnight stay is not associated with a meeting/conference/convention with assigned lodging, an employee may choose to stay in any motel, but payment shall be for the actual cost of reasonably, economical lodging in a particular area as determined by the Superintendent.

REIMBURSEMENT FORM
No requests for travel reimbursement will be considered unless filed on the proper form and accompanied by the proper receipts.

RECEIPTS
Any expense over $2.00 must have receipts of actual documentation of charges in order to quality for reimbursement.

REGISTRATION FEE
Registration fees shall be paid on approval by the Board and the full cost of a meal that is part of a conference, meeting or inservice class may be paid as part of the registration fee.

OTHER EXPENSES
When justified to and approved in advance the Superintendent, other necessary business expenses may be approved.

SCHOOL VEHICLES
School Vehicles may be used when available for District business travel upon the approval of the Superintendent.

DISTRICT OFFICIALS
District officials, board members, and the Superintendent shall be reimbursed for their total actual costs of travel when on school business when documentation is provided. These officials may be the District credit card for any and all purchased when on school-related business.

VICINITY TRAVEL
In district travel shall be approved in advance by the Superintendent. No vicinity travel (travel within two miles of a workstation) will be approved.

CREDIT CARD

The District credit card may be used to take advantage of billing breaks and registration deadlines at the discretion of the Superintendent when all other avenues of payment have been exhausted.

References: KRS 160.290 – KRS 160.410 OAG 80-395

United States v. Correll 389 U.S.299 (1967)