GCIA-R

WORKSHOP/CONFERENCE REQUEST PROCEDURE

STATEMENT OF PURPOSE: To establish procedures that manage and regulate the travel of Smithfield School District Personnel and School Board Members, in order to ensure the following:

• Compliance with all Local, State, and Federal regulations

• Accurate travel records and documents

• Utilization of district resources in an efficient manner

• Appropriate administrative approval

• Communication of written guidelines pertaining to travel

All personnel traveling under these procedures are expected to exercise prudent responsibility when committing district funds. Travel on business should be conducted at minimum cost for achieving the success of the mission. The traveler is expected to exercise the same care in incurring travel expenses that a prudent person would exercise if traveling at his/her own expense.

APPROVAL

  • All scheduled district travel requires 30-day prior approval through the submission of the request form in order to be eligible for reimbursement.
  • The Workshop/Conference Request Form (Attachment A) is to be signed by the immediate supervisor and the Superintendent or Assistant Superintendent for all instructional and administrative staff.
  • The submission of this form indicates that the travel policy has been read and understood and must be adhered to in order to receive reimbursement.
  • A brochure or pamphlet from the conference or workshop that will be attended must be included with the Workshop/Conference Request Form. The brochure or pamphlet must include an itinerary.
  • No travel will be approved without the source of funds identified and verified. Such expenditures may not exceed the budgetary constraints of the fund from which they are paid.
  • Individuals are required to follow District procedures related to reporting absences, preparing for coverage of duties and recording attendance.
  • Under extraordinary circumstances the Superintendent may waive any section in this policy if approved prior to the trip

REQUIREMENTS

  • All expenses related to authorized District business and travel will be paid in accordance with established guidelines. Such expenses must be reasonable, necessary, and authorized.
  • Individuals who fail to adhere to established procedures relating to District travel and/or financial guidelines are personally liable for expenses incurred.
  • Cancellation expenses that result from the action of the individual are the personal responsibility of that individual.
  • Actual detailed vendor receipts must be submitted for reimbursement with the exception of tipping. Credit card receipts are not adequate for claiming reimbursement.
  • No reimbursements will be made for spouse expenses, alcoholic beverages, entertainment expenses, and personal travel before or after the approved period, traffic or parking fines, personal phone calls, flight or accident insurance or other personal items.
  • If a conference begins after noon, the employee must make travel arrangements to arrive on the date that the conference officially begins. If a conference begins before noon and the conference site is over 100 miles from the Smithfield School District, an employee is eligible to arrive the night before the conference begins at district expense. If a conference ends before 3:00 p.m., the employee must make arrangements to return home on the last day of the conference. If a conference ends after 3:00 p.m. and the conference site is over 100 miles from the Smithfield School District, the employee has the option of returning home or staying one additional night at District expense.
  • All travel and expense reimbursements must be submitted within 60 days of occurrence or the reimbursement will not be paid by the District.

TRANSPORTATION

  • Economy or coach accommodations will be used unless some other accommodations are more economical.
  • All travel will be by the most economical and direct routes.
  • An individual may choose whatever mode of transportation they desire; however, they will only be reimbursed for the cost of the least expensive method of transportation.
  • When an individual elects to use their personal car they will be reimbursed at the current IRS mileage.
  • When an individual combines a personal vacation with his/her approved District travel, the traveler is responsible for any additional expenses, which are in excess of the normal transportation expenses to attend the conference.
  • The use of a rental car requires prior approval and should only be used for economical reasons and never for personal convenience.
  • Normally, transportation expenses to and from dining locations are not reimbursable.
  • All scheduled district travel requires 30-day prior approval through the submission of a Workshop/Conference Request Form (Attachment A) in order to be eligible for reimbursement.
  • The request for Workshop/Conference Request Form is to be signed by Principal and Superintendent or Assistant Superintendent.

LODGING

  • Travelers are expected to seek accommodations that are comfortable, convenient, meet business and personal needs and offer good value.
  • The cost for lodging will be reimbursed at the single occupancy rate, which includes taxes, etc.
  • A detailed invoice is required to be eligible for reimbursement for lodging expenses.
  • Hotel accommodations will not be reimbursable for in-state travel to one day events.
  • If a relative or other individual attends the event and shares the traveler's room, the district will only reimburse the traveler for the single occupancy room rate. In these circumstances, the individual is responsible for securing adequate documentation of the exact cost of the single occupancy room, plus applicable taxes, etc., from the motel. This information should be attached to the Personal Expense Reimbursement Form. In the absence of adequate documentation, the School District will only reimburse for 50% of the total lodging invoice.


REGISTRATION

  • A brochure or pamphlet which includes an itinerary from the conference or workshop that will be attended must be included with the Purchase Order to pay the conference.
  • Registration Fees will only be paid at the early registration rate.

MEALS

  • Travelers must provide detailed original vendor receipts for all meals to be reimbursed. Alcoholic beverages will not be reimbursed. The daily allowances should be considered maximum and employees should use discretion in the expenditures for meals.
  • The maximum allowance for three meals including tax and tip (maximum of 20%) is $45 per day. If an approved trip does not involve a full day, individual meals will be reimbursed at a maximum of:

1. Breakfast -$10.00

2. Lunch - $15.00

3. Dinner - $20.00

  • The per meal allowances apply to the departure and return (partial) days according to the following guidelines:
  1. Departure means leaving from home or normal work location and return means arriving back to home or normal work location.
  2. If the time of departure is after 8:00 am, the traveler is entitled to lunch and dinner.
  3. If the time of departure is after 2:00 pm, the traveler is entitled to dinner.
  4. If the time of return is prior to 10:00 am, the traveler is entitled to breakfast.
  5. If the time of return is prior to 6:00 pm, the traveler is entitled to breakfast and lunch.
  6. If the departure time is prior to 8:00 am, or the return time is after 6:00 pm, the daily allowance will apply.
  7. If a meal reimbursement is requested for more than one individual, their names must be listed on the reimbursement form.
  8. Food consumed during normal working hours within the State of Rhode Island will not be reimbursed.

OTHER TRAVEL EXPENSES

Tolls, parking fees, taxi fares, bus, subway, and tips are reimbursable. Receipts are required where feasible and each of the expenses should be listed separately on the Request for Reimbursement Form.

PROCEDURES UPON RETURN FROM AN APPROVED TRIP

1. Complete a Request for Reimbursement Form within two weeks to account for all travel expenses.

2. Tape (do not staple) all original receipts to a sheet of plain paper - they cannot overlap.

3. File a travel summary report with their immediate supervisor within two weeks .


ADOPTED: August 5, 2013