PV DEVELOPED AS HOLDING AREA FOR FOR EXPENSE REIMBURSEMENT REQUEST by XM46j3gN

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									PERSONNEL                                                                            03.125 AP.2
                          Expense Reimbursement (Guidance)
 TO BE DISTRIBUTED TO ANY DISTRICT EMPLOYEE PRIOR TO TAKING REIMBURSABLE TRAVEL.

WHAT EXPENSES ARE REIMBURSABLE?
   1. Mileage at the current state rate for any school-related travel required as part of the duties
      of the employee. The state rate shall be confirmed quarterly (January 1, April 1, July 1,
      and October 1 of each calendar year), based on information posted at:
      http://finance.ky.gov/ourcabinet/caboff/OOC/, State Employee Travel Information,
      Mileage Reimbursement Rates.
   2. Tolls and fees.
   3. Car rental and Common Carriers (airplanes, buses) when approved by Superintendent
      and/or council.
   4. Food for overnight travel (see below for allowable overnight travel).
   5. Lodging (reasonable and necessary as determined by Superintendent).
   6. Fees and registration to conferences or other events (no sightseeing or pleasure cruises).
FROM WHERE DOES MONEY COME FOR REIMBURSEMENT?
From the SBDM funds or school activity funds if school related, individual department budgets,
or from grant funds if travel is related to the grant (i.e., PD, ESS, Adult Education, IDEA).
WHAT ABOUT TIPS FOR VALET PARKING, BELLHOP, AND OTHER SUCH SERVICES?
These are not reimbursable expenses.
WHAT IS ALLOWABLE OVERNIGHT TRAVEL?
Any event meeting two (2) or more consecutive days that is seventy (70) or more miles from the
employee’s primary work location is allowable for overnight travel. Some common destinations
this would cover include Lexington, Bowling Green, and Somerset. Some destinations not
reimbursable for overnight stays include Louisville, Elizabethtown, and Frankfort. Special
permission may be granted when supervision of students is required.
WHAT FOOD EXPENSE MAY BE REIMBURSED?
Meals may be reimbursed for overnight travel with proper documentation (see below). Soft
drinks, snack foods, and groceries are not reimbursable. Alcohol of any kind is not reimbursable.
HOW MUCH MAY I BE REIMBURSED PER DAY FOR FOOD?
Up to $30.00 per day, with $20.00 maximum, including tips, for any given meal. Reimbursement
is for meals consumed by the employee, not guests or family members.
WHAT DEFINES ACCEPTABLE DOCUMENTATION?
       Itemized receipt.
       Guest receipts from the restaurants (small tear off tickets given by the server). The server
        should complete and initial the receipt.
     Credit card receipts with the restaurant name and phone number printed on the receipt.
If your tip is not included on the receipt, write in the amount paid as a tip (up to 15%) on the
receipt and add it to the total.


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PERSONNEL                                                                           03.125 AP.2
                                                                                   (CONTINUED)
                          Expense Reimbursement (Guidance)
HOW DO I GET REIMBURSED?
Individuals can download a travel voucher from the Finance Department page on the BCPS web
site or obtain one from the school bookkeeper. It should be typed, signed by the requesting
individual and the supervisor, attesting to accuracy of the expenses. The appropriate accounting
codes must be filled in at the top of the voucher describing the payment source. Applicants must
attach all receipts with a staple after making a copy for their records. Vouchers will be processed
as quickly as possible. Proper, clearly marked and complete documentation will reduce the time
required to verify receipts and will speed payment.
HOW OFTEN SHOULD I SUBMIT TRAVEL EXPENSE VOUCHERS?
Individuals should apply for expense reimbursement immediately after incurring the expense if it
is a large expense. Those with ongoing mileage expenses, such as Principals or itinerate teachers,
should submit their expense reimbursement once a month. Waiting until the end of the fiscal year
may cause missed deadlines and depletion of funds available for reimbursement.
                                                                         Review/Revised:7/20/10




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