School Board of the City of Virginia Beach
Regulation 4-38.1

PERSONNEL

Travel Expenditures Reimbursement

These procedures will regulate the reimbursement for travel expenditures.

A.  Definitions

1.  Authorized Trip - Travel on School Board business which has been approved by the appropriate department head.

2.  Travel Advance - Money given in advance of travel when estimated expenses are to be more than one hundred dollars ($100).

3.  Authorized Signature - Individuals with the authority to permit travel on School Board business. Authorized signatures include the principal/administrative department head and the Chief Financial Officer.

4.  Travel Expense Reimbursement Voucher - The form prepared by the traveler upon conclusion of the authorized trip for reimbursement of travel expenses.

5.  Advance Travel Form - An application prepared by the traveler, indicating the destination, date, and amount needed for travel.

6.Traveler - The individual representing the school division on an authorized trip.

B.  General Regulations

1.  Travel on School Board business includes trips within and outside of the city to conferences, conventions, workshops, seminars, educational and training courses, forums, and other school-related business meetings.

2.  All travel authorizations, advances, and reimbursements will be made only on the authorization of the principal/administrative department head or the Chief Financial Officer.

3.  Claims for reimbursement must be presented to the Accounting and Payroll on the standard Travel Expense Reimbursement Voucher, properly signed by a person authorized to approve expenditure documents and employee travel.

4.  It is the responsibility of the traveler to prepare the Travel Expense Reimbursement voucher for expenses incurred. It is also the traveler's responsibility to file the travel voucher, receipts, and a copy of the approved leave form to the principal/administrative department head no later than five (5) days from the date of returning from the trip, and the principal/administrative department head will forward the approved forms no later than five (5) days from receipt thereof.

5.  Any excessive expense will be adjusted. The principal/administrative department head, the Chief Financial Officer, or the Division Superintendent may make this adjustment.

C.  Justifiable Expenses

1.  Transportation

a.  In general, the School Board will reimburse for travel the lesser of the current mileage rate or coach airfare.

b.  Mode of Transportation

(1)School Board Vehicles

(a)School Board vehicles will be used whenever practical for official business.

(b)Reimbursements for gasoline, parking, tolls, and justifiable repairs to the School Board vehicle will be provided if documented with receipts.

(2)Commercial Aircraft

(a)If air travel is feasible, the fare for commercial air transportation on any trip will not exceed the regular tourist rate.

(b)If the cost of air travel is paid by the employee, a copy of the paid ticket must be submitted to Accounting and Payroll for reimbursement.

(c)Any bonus points accumulated as a result of travel paid for by the School Board will revert to Accounting and Payroll

(d)Accumulated bonus points will be used to offset transportation expenses for speakers brought in to enhance the instructional process.

(3)Private Automobile

(a)If other means of transportation are not feasible or the use of a private automobile better serves the purpose, use of an employee's private automobile may be authorized.

(b)For the use of a private automobile, the employee will be reimbursed at the current approved mileage rate, plus parking and toll fees if documented with receipts.

(4)Related Transportation Costs

(a)Taxicabs, public conveyance, and limousine fare, including tips, will be allowed if travel by such means is necessary. All such expenses must be justified and explained on the Travel Expense Reimbursement Voucher.

(b)Ferry fares, road and bridge tolls, and parking charges are reimbursable items. Receipts should accompany these expenses and are required for any parking expenses.

(c)If a rental car is necessary, all receipts will accompany the Travel Expense Reimbursement Voucher.

2.  Lodgings

a.  Expenditures for lodging must be reasonable. It is recognized that expenditures will vary by geographic location; the School Board will pay the prevailing single room rate per employee at the place of lodging.

b.  When two or more employees of the same sex are attending the same event, the sharing of quarters is encouraged. When quarters are shared, the double room rate will be reimbursed.

c.  Accommodations must be substantiated by paid bills (original) for purposes of reimbursement.

3.  Meals

a.  Expenses for meals must be reasonable. It is recognized that expenses will vary by geographic locations; however, if the expenses are considered excessive, the Travel Expense Reimbursement Voucher will be adjusted.

b.  Reimbursement for meals within the city limits is discouraged. However, reimbursement for evening meals may be considered if the employee is appointed by the Division Superintendent, deputy/assistant superintendent, department director, principal, or other authorized personnel to attend a specific meeting or event.

c.  Registration at a banquet is considered an appropriate expense when the employee is on the program of the function or is the official designated representative of the School Board.

d.  Any meal of $20 or more must be supported by a receipt for reimbursement.

4.  Other Travel Expenses

a.  Tips are considered a proper item of traveling expenses, provided the amounts are in proportion to the services rendered. They will be listed separately on the Travel Expense Reimbursement Voucher and will not exceed approximately fifteen percent of the cost of service.

b.  For registration fees for conferences, conventions, seminars, banquets, etc., which require payment in advance, a requisition with a proper registration form stating the amount of the fee must be presented to Accounting and Payroll at least two weeks in advance of the conference. If registration is paid personally, a receipt for the registration fee should accompany the Travel Expense Reimbursement Voucher. The School Board discourages requests for reimbursement for expenses t hat are not a part of the conference package.

c.  Long distance telephone or fax charges will be reimbursed only if related to School Board business.

5.  Non-Reimbursable Items

a.  Personal expenses, such as telephone calls, haircuts, valet, laundry, beauty parlor, and room service are not reimbursable.

b.  Entertainment activities such as movies, night clubs, health clubs, dinner theaters, bowling, alcoholic beverages, etc., are not reimbursable.

c.  No traveler will be allowed either mileage or transportation expenses when transported by another traveler who is entitled to mileage or transportation expenses.

d.  No travel insurance premiums will be paid by the School Board.

e.  The cost of travelers checks or money orders is not a reimbursable item.

f.  Loss of funds or personal belongings while traveling is the responsibility of the employee and will not be reimbursed.

 

Approved by Superintendent:  July 16, 1991