Procedures for Travel, Vehicle, Fuel, and/or Expense Reimbursement
Calloway County School administrators agree that the procedures for school related travel are the greatest source of confusion for our district personnel. Two Calloway County Board of Education policies address travel. Policy 06.35- School Sponsored Trips and Policy 9.36-School Related Trips are included within this packet of information for your reference. This document is a quick overview to help you follow correct procedures. 1. Pre-Travel Request Form- The first step to initiate a trip is to seek the approval of your principal as soon as possible. The Pre-Travel Request Form should be completed and submitted to your principal. Board policy has designated authority to principals to approve trips within a 150 mile radius of the school, regularly scheduled athletic events, and KHSAA sanctioned tournaments in which the school is a participant. Approval by your principal DOES NOT end your responsibility for making travel arrangements. 1A. If the line is checked showing that your request needs Board approval because your trip falls outside of the principal’s authority to approve or if your trip requires General Fund expenditures not previously approved by the Board, you must submit a Pre-Travel Request Form to the Calloway County Board of Education for approval. Your immediate supervisor/principal and central office program manager must sign your PreTravel Request Form. A part of the form asks for source of funds to pay for your trip. This must be completed. You must have the approval of that fund’s administrator before submitting your form for Board approval. The Board meets on the second Thursday of each month. Items to be included on the Board agenda are due in to the central office no later than 9:00 am on the FIRST Thursday of each month. As soon as you know about your trip, you are urged to submit your completed form for consideration at the next Board meeting. A copy of your Pre-Travel Request Form will be returned to you with the signature of the Superintendent and/or the Board Chairman if your trip is approved. If your trip is not approved, you will be notified by someone from the central office. 2. Request a Board vehicle- When an employee or group is approved for travel they must request a Board vehicle. The proper form is entitled Calloway County Schools Transportation Request. You are encouraged to fill out this form at the same time as your Pre-Travel Request Form. It also requires principal/supervisor approval and the budget code from your central office program manager. This form should be submitted to the Bus Garage Office at least one week prior to your planned trip. When your trip is approved, you should call the Bus Garage Office one or two days prior to your departure to verify the availability of your requested vehicle. Individuals or small groups planning to travel must use a Board vehicle if it is available or obtain permission from the Superintendent to use their own vehicle. If the employee
elects to use their own vehicle without approval from the Superintendent, they will not be paid any mileage cost. If a Board vehicle is not available, then the employee may drive their personal vehicle and will be paid for mileage at the current mileage reimbursement rate. 3. Refueling the Board vehicle- You should submit the Calloway County School Request for Gasoline Credit Card if the Board vehicle assigned for your trip will require refueling. Principal approved trips require the principal to fill out the “Source of Funds for Payment” and “Budget Code” lines on the gasoline credit card request. 3A. Board approved trips should indicate the date of Board Approval so that this form may be matched with your approved Pre-Travel Request Form. Both types of requests for gasoline credit card must be approved by the Finance Officer and should be submitted several days in advance of your departure. Upon approval, you will be contacted to pick up the gas credit card. When you are issued the gas credit card you will be given information that details your responsibilities related to the card. Be sure to read this carefully. Make certain that immediately upon your return you bring the gas credit card and all receipts back to the central office. If your receipts are not turned in before the credit card company bill is received, YOU will be responsible for payment of the gas charge. 4. Receipts for expense reimbursement- Board Policy 03.125 addresses expenses that may be reimbursed subject to prior approval by the Superintendent/designee. The proper form to submit along with your itemized receipts is the Calloway County Board of Education Travel Report. If you pay for approved travel expenses with a personal credit card, be sure to get an itemized receipt as well as your charge ticket. Items on your travel report submitted without proper receipts will not be reimbursed.
TRANSPORTATION
06.35
School-Sponsored Trips
USE OF SCHOOL VEHICLES The use of Board-owned vehicles for special trips depends upon the availability of vehicles and qualified, licensed drivers. Groups who wish to use Board-owned vehicles for special trips shall submit in advance an application to the Principal who shall forward the completed application to the Superintendent for approval with a recommendation for action. For further information about school-sponsored trips, see policy 09.36. RELATED POLICIES: 06.14 09.36 Adopted/Amended: 03/12/1992 Order #: 184
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STUDENTS
09.36
School-Related Student Trips
PRINCIPAL TO APPROVE The school Principal shall have the authority to approve school-related trips which fall into the following categories: 1. All regularly scheduled athletic events; 2. All athletic trips which are part of a tournament or play-off sanctioned by KHSAA in which the school is a participant; and 3. All school-related trips made within a 150 mile radius of the school. PRIOR APPROVAL Prior approval of the Principal is required for each of the above trips. BOARD REGULARLY INFORMED The Board shall be regularly informed of any trip falling within these guidelines. DRIVERS/VEHICLES All District-owned vehicles shall be driven by an adult duly qualified and licensed to operate the vehicle. Drivers of school vehicles and operation of District-owned passenger vehicles transporting students shall be in compliance with requirements specified in applicable statutes and administrative regulations.1 STUDENT BEHAVIOR Students shall conform to all Board and school discipline rules and to their supervisors’ instructions. SUPERVISION A member of the faculty or administration staff shall accompany students on all school-sponsored and school-endorsed trips, except that a nonfaculty coach or nonfaculty assistant may accompany students on athletic trips as provided in statute.2 INSURANCE Board insured vehicles, appropriately certificated common carriers and private vehicles shall be used for transporting students.3 Drivers of private vehicles shall be notified through student/teacher handbooks that their insurance shall provide primary liability coverage in case of an accident. PRIOR APPROVAL FOR OTHER TRIPS Any school-related trips not falling within the guidelines above and those requiring expenditures not previously approved shall require prior Board approval. Requests for Board approval shall be submitted to the Superintendent who shall present them to the Board at the next regular meeting. If the Board is not scheduled to meet before the date of the trip, the Superintendent is authorized to grant emergency approval and, in such instances, shall report this action at the next meeting of the Board.
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STUDENTS
09.36 (CONTINUED)
School-Related Student Trips
CERTIFICATED COMMON CARRIERS Use of certificated common carrier service shall be authorized by the Board on a case-by-case basis, and the reasons to justify such use shall be cited in Board minutes.3 PARENTS' APPROVAL Parents are to be informed of the nature of the trip, the approximate departure and return times, means of transportation, and any other relevant information. Parents must give written approval for students to participate in school-sponsored trips. REFERENCES:
1
KRS 156.153 702 KAR 005:130 KRS 189.540, 702 KAR 005:080 2 KRS 161.185 3 702 KAR 005:060 KRS 158.110 KRS 160.340 KRS 189.125 702 KAR 005:030 702 KAR 003:220 RELATED POLICY: 09.15 Adopted/Amended: 06/10/1999 Order #: 263-Q
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County Schools
Pre-Travel Request Form Date of Request: Person Making Request: Will students be involved in this travel request? Will other adults be involved in this travel request? Yes Yes Building Assignment: No
If so, how many? No
If so, who?
Are you requesting a board vehicle and Yes No
If so, specify vehicles needed:
Purpose of the travel:
Destination: Does this request need Board approval? ESTIMATED COSTS:
ITEM Meals Rooms Vehicle & Fuel Bus Driver Registration Other Total Estimated Costs ESTIMATED COSTS SOURCE OF FUNDS
of travel: Yes No
COMMENTS
Total amount requested to be paid with Board finds: Approval of Immediate Supervisor/Principal Approved by Superintendent and/orBoard: Date: Date:
CALLOWAY COUNTY SCHOOLS TRANSPORTATION REQUEST Name of person making request:________________________________ Name of group:_____________________________________________ Location: _______________ # of people:_____________
Destination:_________________________________________________________________________ Date & Time Leaving:_____________________ Type of vehicle requested: (please circle) Date & Time Returning:____________________ Bus Car Suburban
Date & Time Vehicle will be picked up from Bus Garage: _________________________________ Additional information, which might be helpful in assigning a vehicle: ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ (1.) (2.) Request should be turned into the Bus Garage Office at least one week prior to trip. Be sure to call the Bus Garage and verify the availability of a vehicle one or two days PRIOR to trip. Date: __________________
Principal Approval:_____________________________
BUDGET CODE: ____________________________________, MUST BE COMPLETED PRIOR TO TRIP (SOURCE OF FUNDS FOR WHICH THE VEHICLE MILEAGE WILL BE CHARGED). REMEMBER THE BOARD MEETS ON THE SECOND THURSDAY OF EACH MONTH All trips require Principal approval; Trips, with students, over 150 miles one way require prior Board approval; Use of Charter Buses requires Board approval with reasons for use of Charter Bus stated in Board minutes; State Law requires that the teacher/sponsor must furnish the bus driver with a student list including phone numbers and a teacher/sponsor must ride each bus. Approved by: ____________________________ Vehicle issued: ___________________________
************************************************************************************ FOR DRIVER USE: (Credit Card) Ending odometer _____________ Fuel Purchased:__________gallons Beginning odometer _____________ TOTAL MILES _____________
* Revised 1/10/05
Calloway County School
Request for Gasoline Credit Card
Date of Request: Name of Person Requesting Credit Card: Destination: Dates of Travel:
Source of Funds for Payment (ex. SBDM, PD, Board, etc.)
Finance Officer / Designee Approval *Budget Code: Date of Board Approval: (If appropriate) * Must be completed
Approval Principal (School Level) or Date of Approval Supervisor (Central Office) ------------------------------------------------------------------------------------------------------------
Gas Credit Card Responsibilities and Agreement
________________________ Date I, _________________________________, understand and accept the responsibility of returning to the board office (designee) all credit card(s) and itemized receipt(s) of all charges made while the credit card(s) are in my possession. In addition, I, by my signature on this form, authorize the finance officer of this school district to deduct all charges made on the card(s) for which I do not return all credit card(s) itemized receipts. I also understand that, in the event these deductions shall be made, they shall be made from my next payroll check or as soon as it is possible for the finance officer to make the deductions. By taking temporary possession of this credit card(s), I accept full responsibility for the protection and use of the card(s) until such time as the card(s) and all necessary itemized receipts are turned in to the board office (designee).
_____________________________________ Signature
Date ______________________
THIS FORM MUST BE COMPLETED AND SIGNED BEFORE CREDIT CARDS WILL BE ISSUED TO REQUESTING PARTY
Revised 1-16-08
CALLOWAY COUNTY BOARD OF EDUCATION
TRAVEL REPORT
Expense Account of: SSN: Address: Purpose for which expenses were incurred: Name of Central Office Administrator who approved trip: Items of Expense:
Date Room (Receipt Required) Meals Miscellaneous IF OVER $5, ITEMIZED RECEIPT Parking & REQUIRED Other Breakfast Lunch Dinner Tolls Number of Miles Total Mileage at $.37 Total
TOTALS This is a true statement of my expenses for the period covered Your signature:___________________________________________ Date:___________________
Signature of Central Office Administrator (who approved trip): ______________________________________________
Budget Code: _______________________________________________
revised 1/16/09 travelrpt/excel
PERSONNEL - CERTIFIED PERSONNEL -
03.125
Expense Reimbursement
Provided the Superintendent/designee has given prior approval to incur the expense, the Board shall reimburse school personnel for school-related travel when such travel is a required part of the duties of the employee or for school-related activities approved by the Superintendent. In the case of expenses reimbursed from internal accounts, the Principal shall be the authority for approving reimbursement. The Board will be responsible only for actual expenses. Allowable expenses are: MILEAGE Actual mileage between official work stations within the school system and actual mileage for trips outside the school system which have been approved by the Superintendent will be reimbursed at the rate established annually by the Board when the employee uses his/her own vehicle. GASOLINE Actual cost of gasoline and oil purchased and placed in a Board-owned vehicle by an employee while engaged in school-related travel. Purchase must be substantiated by a receipt showing total gallons and total charges. TOLLS AND FEES All tolls and parking fees incurred in school-related travel. Parking fees must be substantiated by a ticket or receipt. (Tolls are not to be charged for District vehicles being operated in state in an official capacity.) CAR RENTAL Car rental charges when approved by the Superintendent. Charges must be substantiated by a receipt. COMMON CARRIERS All charges or fares for necessary travel on common carriers (plane, bus, train, subway, taxi, ferry, etc.). Sight-seeing and pleasure tours are not reimbursable. OUT-OF-STATE TRAVEL Reimbursement for out-of-state travel by privately owned vehicles shall be made on the basis of airplane coach fare or mileage rate, whichever is the lesser amount. FOOD Actual and reasonable monies spent for food while on out-of-District trips requiring an overnight stay. Any meal exceeding $5.00 must be substantiated by a receipt. Exception for day trips: The District shall pay for meals that are included as part of a conference or workshop an employee is authorized to attend when the meal charge is included as part of the registration fee. When the employee dines with an individual or a group for District-related business reasons, the District shall pay for the meal(s).
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PERSONNEL
03.125 (CONTINUED)
Expense Reimbursement
LODGING Hotel or motel charges (not including food or other charges) incurred in overnight school-related travel. Charges must be substantiated by a receipt. EMERGENCY REPAIRS TO VEHICLES Reimbursement will be made for emergency repairs or road service to Board-owned vehicles if incapacitated while out of District. Drivers may not obligate the Board for major repairs without the permission of the Director of Transportation or Superintendent. REIMBURSEMENT FORM No requests for travel reimbursement will be considered unless filed on the proper form and accompanied by the proper receipts. REFERENCES: KRS 160.290, KRS 160.410, KRS 175.525 OAG 80-395 United States v. Correll, 389 U.S. 299 (1967) Adopted/Amended: 08/11/2005 Order #: 154
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