Travel Expense Form
A District travel expense form must be completed and turned into the Finance Office within two weeks of returning from the approved travel. See link
The District Travel Expense Form
Registration
Registration should be paid in advance through the requisition & purchase order process to ensure that appropriate approval for attendance at a conference is obtained. A conference agenda and registration fee receipt are required.
Mode of Transportation
The selected mode of transportation should be the most cost efficient and reasonable rate available.
Airfare
Airfare travel will generally be coordinated by the Central Office. Please provide travel plans at least 4 weeks prior to the trip if possible
Automobile
The District will reimburse travelers for use of personal vehicles at the Internal Revenue Service standard mileage rate, only when a school vehicle is not available. The total amount of the mileage reimbursement claimed should not exceed the cost of coach airfare. Carpooling is encouraged whenever possible. Claims over 3 months old will not be reimbursed.
Taxis, Limos, Bus & Uber
Detailed receipts are required. Reasonable and customary charges will be reimbursed. Any unusual expenses should be clearly explained and approved by the traveler’s supervisor.
Hotel Accommodations
The single occupancy rate will be approved. GCSD will reimburse only for the time spent during attendance at a conference or meeting. Detailed hotel receipts and bills must be attached to the expense reimbursement form.
Meals
Meals will be reimbursed up to the General Services Administration per diem meal allowance amounts in the table below: (GSA Portal (https://www.gsa.gov)
|
Overnight Travel - Full Days Provided Meal Values |
||||
|
TIER |
PER DIEM |
BREAKFAST |
LUNCH |
DINNER |
|
1 |
$54.00 |
$13.00 |
$15.00 |
$26.00 |
|
2 |
$59.00 |
$14.00 |
$16.00 |
$29.00 |
|
3 |
$64.00 |
$16.00 |
$17.00 |
$31.00 |
|
4 |
$69.00 |
$17.00 |
$18.00 |
$34.00 |
|
5 |
$74.00 |
$18.00 |
$20.00 |
$36.00 |
|
Overnight Travel - Day of Travel (75%) Provided Meal Values |
||||
|
TIER |
PER DIEM |
BREAKFAST |
LUNCH |
DINNER |
|
1 |
$40.50 |
$9.75 |
$11.25 |
$19.50 |
|
2 |
$44.25 |
$10.50 |
$12.00 |
$21.75 |
|
3 |
$48.00 |
$12.00 |
$12.75 |
$23.25 |
|
4 |
$51.75 |
$12.75 |
$13.50 |
$25.50 |
|
5 |
$55.50 |
$13.50 |
$15.00 |
$27.00 |
Tier 1 is known as the standard rate. Sales tax on meals is acceptable as long as the total cost of the meal, sales tax and reasonable tip do not exceed the established per diem rates. Reasonable tips are suggested to be no more than 20% of the food bill. Detailed receipts are required for all meals claimed.
For travel days, the traveler will be reimbursed at 75% of the full day per diem rates in the table above. Allowable per day meals are dependent upon the trip departure and return times. Departure must be 6:00 a.m. or before for breakfast and return time must be 9:30 p.m. or later for dinner. If the event provides any meal, the traveler will not be reimbursed for choosing to forgo the provided meal and eating somewhere else.
Other Authorized Expenditures
Rental cars, baggage tips, baggage fees, parking, business telephone, internet fees and other miscellaneous fees such as banquet tickets should be documented on other blank lines of the travel expense form. If banquet tickets exceed the per diem dinner meal limit, the excess cost should be included on a separate blank line with an explanation ion the space provided. Detailed receipts are required for all other authorized expenses claimed.
Out of Country Travel
For out of country travel, expenses should be converted to U.S. Dollars and proof of the exchange rate should be attached to the travel expense form.
Unauthorized Expenditures
Incidental and personal items such as alcoholic beverages, snacks, entertainment, personal telephone calls, laundry, dry cleaning or pressing are not authorized expense and will not be reimbursed.