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Travel Expense Voucher

• Travel Expense Reimbursement Form

• Advance Travel Check Form

• Reconciliation of Advance Travel Form

Travel Expense Policies
All Board and staff members of Auburn School District will be reimbursed for travel and meals when on official business.  Reimbursements will be limited to reasonable expenditures for adequate lodging and meals.  Since most district travel is to educational conferences, reasonable lodging expenditures will normally be the official conference rate.  Non-conference lodging will be subject to the limits contained in the latest edition of  the U.S. General Services Administration’s Federal Travel Regulations. The Superintendent may approve exceptions.  Reasonable expenditures for meals at conferences will be the conference rate for conference provided meals.  All other meals will be limited to actual expenditures unless the total daily reimbursement exceeds the total daily subsistence rate contained in the latest edition of the U.S. General Services Administration’s Federal Travel Regulations.

Board and staff members may not be reimbursed for personal travel expenditures.  Personal travel expenditures include personal phone calls, personal cleaning, entertainment, meals or lodging for relatives or friends who may accompany the Board or staff member, side trips, or mileage to and from home.

Requests for reimbursement of travel expenses are made by submitting a properly completed Travel Expense Reimbursement Form to the Business Office. Below is a list of allowable expenses that may be reimbursed on the Travel Expense Voucher:

1. Lodging-Itemized receipt required

2. Meals-Receipt required

3. Airfare-Cancelled ticket required

4. Train-Cancelled ticket required

5. Bus-Cancelled ticket required

6. Taxi-Receipt preferred

7. Airport Limo-Receipt preferred

8. Registration-Receipt required

9. Mileage-Reimbursement is made at the approved IRS rate.  Contact the Business Office for the current rate.

10. Parking-Receipt preferred

11. Ferry-Receipt preferred

Expenses that will NOT be reimbursed:

1. Expenses incurred by or for any other person.
2. Alcoholic beverages, meals or snack other than regular.
3. Personal long-distance telephone calls, cell phone usage, or postage.
4. Personal cleaning and laundry expenses.
5. Personal gifts or tips.
6. Mileage to and from home.

Request for Advance Travel Check
Travel advance checks may be issued in connection with approved travel as the result of submitting a Request for Advance Travel Expenses form to the secretary of the Deputy Superintendent at least two days prior to departure.  The check must be picked up in the Business Office.  The check will not be mailed. 

Reconciliation of Advance Travel Expense Account
For every advance travel check, an Advance Travel Reconciliation Form must be submitted to the secretary of the Deputy Superintendent on or before the seventh day following the close of the travel period.  Failure to promptly comply will result in the denial of future advance requests. In addition, the full advance travel check will be deducted from salary warrants.

 

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