VIEWS: 4 PAGES: 3 POSTED ON: 9/23/2011
Travel and Expense 2011 Reimbursement Request - Procedures 2012 MUST BE TURNED INTO THE PROFESSIONAL DEVELOPMENT NO LATER THAN 10 BUSINESS DAYS AFTER CONFERENCE Allowable Expenses: ALL RECEIPTS MUST BE ORIGINAL AND ITEMIZED airfare taxi fare hotel (sleeping) accommodations meals ($50/day maximum per diem including tip, taxes, room service) mileage ($ .45/mile) baggage handling –Limit 1 check bag with in allowable weight $10- “Tip” per trip maximum reimbursement on baggage handling registration fees auto rental( see Enterprise Rental Car procedures) self parking for time on official District business Unacceptable Expenses: additional baggage charges and NO overweight baggage charges alcohol/cigarettes personal calls and internet access entertainment valet parking “in/out” parking fees A sample travel and expense reimbursement request form and corresponding instructions follow: 1. Payee – Employee requesting reimbursement 2. Address – Address of Employee requesting reimbursement 3. Social Security # - Social Security Number of Employee requesting reimbursement 4. Conference/Meeting attended 5. Place – City & State where conference/meeting was held (INCLUDE COPY OF REGISTRATION FORM) 6. Dates – Dates that you attended Conference/meeting 7. Breakfast ,Lunch ,Dinner – Expensed for meals, not to exceed a total for the day of $50 including tip, taxes, room service 8. Hotel(sleeping) – Daily room rate, plus taxes and fees 9. Limousine, Taxi, Bus – Ground transportation from and to Hotel and Conference only unless transportation is provided 10. Plane or Train – Fare, plus taxes and fees 11. Auto Mileage - $ .45/mile from 1370 Northumberland Dr. to Conference/Training and $ .45/mile back to 1370 Northumberland Dr.. * Must include Map Quest showing mileage* 12. Baggage Handling – Tips & Charges for baggage handlers, not to exceed $10/trip 13. Registration Fees – Fees paid to attend Conference 14. Auto Rental (see rental procedures) 15. Total – Total each column 16. Total – Total each row 17. Less Advance – Deduct total amount paid in advance by the District 18. Due Riverview Gardens – If amount on line 16 is less than the amount on line 17, Employee owes the District funds 19. PLEASE INCLUDE A COPY OF THE PROFESSIONAL DEVELOPMENT LEAVE REQUEST FORM REV8/09/11 Travel and Expense 2011 Reimbursement Request - Procedures 2012 TRAVEL AND EXPENSE REIMBURSEMENT REQUEST MUST BE TURNED INTO THE PROFESSIONAL DEVELOPMENT OFFICE 10 BUSINESS DAYS FROM RETURN OF CONFERENCE/MEETING PAYEE __________________________ CONFERENCE ________________________________________ ADDRESS__________________________ PLACE ________________________________________ SOC SEC #__________________________ DATE (S) ________________________________________ Sunday Monday Tuesday Wednesday Thursday Friday Saturday TOTAL Breakfast Individual (include tips) Lunch Individual (include tips) Dinner Individual (include tips) Hotel Limousine, Taxi or Bus Plane or Trane Auto Mileage at .45 per mile Baggage Handling Registration Fees Auto Rental * TOTALS $ $ $ $ $ $ $ $ Less Advance Due Riverview Due Employee *Explain items marked (*) and any unusual items that may be questions: ___________________________________ _______________________ Employee Signature Date 4 Copies Needed ___________________________________ _______________________ Original – Business Office Authorizing Signature Date Copy – Supervisor ___________________________________ _______________________ Copy – PDC Office Account Code/ASN: Date Copy - Employee ___________________________________ _______________________ Payment Authorization by Date Assistant Superintendent PLEASE ATTACH RECEIPTS – KEEP COPIES FOR YOUR FILES Travel and Expense 2011 Reimbursement Request - Procedures 2012 Travel & Expenses Reimbursement Enterprise Rental Procedures 1) Fill out Map Quest for correct total mileage.(1370 Northumberland Dr. to destination and back to 1370 Northumberland Dr.) 2) Fill out the Enterprise Trip Optimizer to see if renting the car is cheaper than using their car. 3) Give all paperwork to District Point of contact to enter information to make reservations for the car 4) ALL rental paperwork must be turned into Virgil Smith immediately upon completion of reservations, please include name of individual(s) and account number to be charged. 5) Original signed paper work (pink copy) must be turned into Virgil Smith upon return. 6) Original Gas receipt should be put with the Travel and Expense Reimbursement Request. Gas receipts should only be submitted for pick up date and return date. 7) Any RGSD employee that chooses to use their own vehicle will ONLY be reimbursed the cost of what the district would have paid for reserving the Rental Car based on trip Optimizer. 8) All employees should have a “Valid Drivers License” 9) All employees should have “Active Insurance” 10) Advise employees to check their insurance policy for coverage on Rental Cars. 11) No gas to be purchased from Rental Car Company. Enterprise Trip Optimizer Complete for gas mileage reimbursement. Form available in the business office and online.
"Professional Development Leave Request Form"