Embedded Files
Code: DKC
TRAVEL EXPENSE REIMBURSEMENTS
All travel must be properly budgeted.
It is expected that personnel traveling under District authorization will be moderate in their lodging and meal requirements. Employees must always consider the public perspective and be conservative.
If travel is associated with staff professional development or conference, no registration or travel arrangement will be made without prior authorization from the Superintendent via an approved Application for Conference Attendance form (DKC-C) . Staff should coordinate with the Central Office to arrange travel arrangements for staff members attending the same event to ensure cost effective use of District resources (staff vehicles, rooms, flights etc.)
All expenses for registration, lodging, and transportation incurred by personnel and Board members must be supported by itemized receipts if utilizing a District p-card assigned to them as part of their job responsibilities, a travel p-card issued by the District Business Office or a school voucher.
Those employees and Board members who are representing the District on official business will receive the daily per diem reimbursement for meals and will not be required to provide itemized receipts for meals only, regardless of overnight or non-overnight travel (DKC-R).
Expenses for teams and activities will be submitted on regular District travel vouchers and will require a requisition with itemized receipts for registration, lodging, meals and transportation, even if a p-card is used.
Gratuities will not be reimbursed for any more than 20%.
District personnel and board members may be reimbursed for actual expenses while traveling on school business with prior approval of the Superintendent.
Vouchers for mileage, registration, lodging, meals and/or per diem shall be submitted monthly utilizing the appropriate travel voucher/employee per diem reimbursement request form.
Reimbursement requests submitted three (3) months after date of service may not be reimbursed.
Lodging
In-state and out-of-state lodging will be reimbursed at actual expense only. Staff are responsible for ensuring tax is exempted from lodging expense and acquire, upon final check-out, a receipt to the District.
Meals
Meals and gratuities for all trips requiring overnight travel, excluding the day of departure or return, shall not exceed $60.00 per day while traveling in-state, $75.00 per day while traveling out-of-state. Per diem rates for the day departing and the day returning are 75% of the daily rate for trips requiring overnight travel (in-state = $45.00; out-of-state = $56.25). Trips which require an overnight stay are not taxable income to the employee and payments will be issued after the monthly meeting of the Board of Trustees if received, properly completed and approved, by the 1st Friday of each month in the Business Office.
In the instance of a one (1) day trip for professional development in which no lodging is required, the District will provide the employee a $15.00/day per diem reimbursement with proper documentation of authorization. This amount is subject to Federal income tax as per IRS guidelines and will be reimbursed through payroll after receipt of a completed and approved reimbursement form by the Business Office.
Registration Fees
Registration fees will be reimbursed at actual expense.
Transportation
All travel will be by District-owned vehicle. An employee may make a request to take a private vehicle with approval by the Superintendent, however, the District will only reimburse mileage for the use of a private vehicle if the Transportation Director confirms that a District-owned vehicle is unavailable for the travel dates.
If the use of a private car is approved and no District vehicle is available, mileage expense must be itemized and submitted on a voucher. The itemization must include date of the trip, destination, purpose, and mileage involved. The rate of mileage reimbursement will be at the current IRS-approved rate. The IRS mileage rate factors in gas, insurance, and wear and tear so no additional reimbursement for gasoline will be available. For out-of-District travel, the mileages listed on the official Wyoming map or odometer readings taken before and after the trip will be used to determine the proper mileage.
Taxi, limo and shuttle charges will only be reimbursed for transportation to and from the airport on required overnight travel. Itemized receipts are required for reimbursement. The District attempts to provide lodging close to the conference/meetings so that minimal outside travel is required. The cost for a rental car will not be authorized for reimbursement unless there are extenuating circumstances and this is approved in advance by the Superintendent.
Upon request of the employee and approval of the Superintendent, air fare may be paid in lieu of mileage.
Effective July 1, 2023
Adopted: June 20, 2023
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