Travel: Air travel shall only be authorized when it is more economical than
ground transportation. In the determination of the most economical method of
transportation, the impact on productive work time may be taken into
consideration. If a staff member elects to travel by a method other than the
one determined to be the most economical, the employee will be reimbursed at
the lesser amount. If the employee elects to travel by car when the commercial
air travel rate is determined to be more economical, no additional en route
expenses will be paid.
Unless an employee is traveling with a
group of students or other arrangements have been approved by the Board of
Education Office and the Assistant Superintendent for General Finance and Administrative
Services, air travel for employees must be booked through the Human Resource
Department at (531)299-0240. This process allows the District or ESU No.
19 to directly pay for the airfare and
avoids a large out-of-pocket expenditure for the employee. In order to assure
that the ticket is issued properly, the Human Resource Department requests that
employees submit a completed Request for Travel Arrangements and attach a copy
of the approved Application for Attendance at Professional
Conference/Activities form. Note: in any situation in which approval has been
given for booking air travel directly as opposed to utilizing the Board Office,
employees should not make travel arrangements until all necessary approvals
have been received. Any employee making arrangements prior to obtaining the
necessary written approval will be financially liable for the arrangements if
the travel request is denied.
Although the Human Resource Department
will book flights for a family member accompanying an employee on travel, the
employee is responsible for payment to the travel agency/airline at the time of
booking. This ensures that family members’ expenses are not included in the
travel expenditures paid directly by the District or ESU No. 19. Any arrangements made to extend the stay
for personal vacation time that result in an increase in fare must be
reimbursed to the District prior to departure.
All fares paid directly by the
District or ESU No. 19 or
reimbursed to an employee will be based on the coach fare, if such seating is
available, at the time of booking. Air travel arrangements other than coach
must be pre-approved by the Assistant Superintendent for General Finance and Administrative
Frequent flier miles accumulated while
on business trips reimbursed by the District or ESU No. 19 should be used to reduce future District or
ESU No. 19 expenses for
business travel. Additionally, employees will not be reimbursed for personal
frequent flier miles applied to a ticket for District or ESU No.
A request for reimbursement of airfare
must be supported by an airline invoice/receipt indicating individual(s)
traveling, dates, destinations, and cost along with a copy of the method of
payment showing the payment was made by the employee. A boarding pass alone is
not considered to be an acceptable receipt.
If a previously arranged flight needs
to be changed or cancelled, contact the Human Resource Office at (531) 299-0240. All
airline tickets purchased (or reimbursed) by the District or ESU No.
19 for employee travel are District or
ESU No. 19 property.
Therefore, if the travel plans are cancelled after a paper ticket has been
issued to the employee; the paper ticket must be returned to the Human Resource
Office. If an electronic ticket has been issued for the employee and the travel
plans are cancelled, notify the Board Office. When returning tickets to the
Board Office, the employee and supervisor should provide an explanation for the
cancellation of the travel plans.
Use of Personal Automobile: An
employee may be reimbursed for use of their personal automobile while traveling
on District or ESU No. 19 business
at the rate provided for in State Statute as of the beginning of the current
school fiscal year. (See the Appendix for the current mileage rate.) When
possible, employees are encouraged to car pool. When carpooling, only the
driver is eligible for mileage reimbursement.
The Request for Reimbursement must
reflect the allowable miles traveled. Any miles traveled of a personal nature,
such as for sightseeing, is not to be included. Prior to payment, the mileage
claim may be compared to city-to-city mileage charts to determine reasonableness.
Rental of Automobile: A rental car may
be approved for traveling employees when other means of transportation are
unavailable, more costly, or impractical. A building principal or Department
Head should only authorize the use of a rental car for business needs of the
trip and not the personal convenience of the employee.
Prior to authorizing the rental of a
car, the traveling employee's supervisor should make sure that other means of
local transportation have been explored and are either not available, more
costly, or impractical based on the business needs of the trip. Other means of
local transportation to be considered should include: airport shuttles provided
to & from the hotel/motel, the walking distance required if staying at a hotel/motel
away from the conference/activity location, local buses, taxis, etc. To avoid
any question of cost allocation, no personal use of an authorized rental car
(for example: sightseeing) will be allowed while traveling on District or ESU No.
In instances where a rental is
authorized by the traveling employee's supervisor, the most economical, usually
an economy or compact size, car should be rented. Employees are encouraged to
refuel the rental car before returning it to the rental company since fees
charged for refueling generally exceed the average per gallon rate at a gas
station. Fuel for a rental car should be paid for by the employee and submitted
for reimbursement from the District or ESU No. 19.
In those instances in which car rental
has been authorized, the physical damage and liability insurance offered by the
rental company should be purchased. The need to purchase the insurance, along
with the cost of fuel and any potential parking expenses should be a
consideration in determining the most economical form of ground transportation.
Use of District-Owned Cars: Employees
desiring to use District-owned vehicles for transportation must submit a
Request for Use of District-Owned Vehicle to the Assistant Superintendent for
General Finance and Administrative Services. To make sure a vehicle is
available for the date(s) required, a minimum of two weeks advance notice is
recommended. Approval to use a District-owned vehicle may be based on
availability of vehicles as well as the cost comparison to other methods of
transportation. In instances in which use of a District-owned vehicle is
authorized, no personal use of the vehicle is allowed. Mileage reimbursement is
not applicable in this situation.
Other Types of Ground Transportation
and Miscellaneous Transportation Expenses: The District or ESU No.
19 may reimburse employees for other
reasonable and necessary ground transportation such as cab fare, shuttle fare,
etc. In addition, reimbursement may be made for necessary parking and toll charges
incurred while traveling on District or ESU No. 19 business. The original receipt of payment
should support the Request for Reimbursement. Fines incurred for parking and
traffic violations are not reimbursable.
If an employee is involved in an accident while on
District or ESU No. 19 business, the accident should be
reported to the local police, the car rental company - if the car is a rental,
the employee's insurance company - if the car is employee owned, and the Workers Comp/Insurance Management Office at (531) 299-0808. If an accident involves a District
vehicle, the Transportation Office should be contacted at (402) 572-5985.
Information will be provided with the vehicle regarding contacts for any
accident occurring after business hours.