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Procedures for
Travel Reimbursement
In-County:
In-county
travel is defined as any travel limited to Lee
County. An Expense Report should be completed
in PeopleSoft to request
reimbursement for in-county mileage. When traveling for
District
business, tolls and parking for in-county travel may
also be reimbursed. Receipts must accompany any
reimbursement request for any transaction that exceeds $5.00.
See
Board Policy 6.01 for further
information regarding travel between more than one
District location. Additionally, if the travel is
in-county and there are night informational meetings
and the distance is deemed too far by the supervisor
to drive home safely, hotel expenses may be covered
for the employee with the approval of the employee’s
principal/director and the Executive Director of
Financial Services.
Out of County:
Out
of county travel is travel outside of Lee County. An
approved
paper leave request must be submitted to the
Financial Accounting Department, as well as a copy
of the agenda/schedule for workshops, conferences,
meetings and other functions. A leave request
must also be submitted in PeopleSoft prior to travel. To
receive reimbursement, the leave requests must be
approved by your principal/director. If another
school or department is reimbursing your travel, the
paper leave request must be approved by them as well.
Prior to the travel, a Travel Authorization should be completed in
PeopleSoft for each employee traveling indicating anticipated expense
reimbursements. Once the employee returns from
travel, the Travel Authorization must be converted
into an Expense Report. For any reimbursements
that exceed $5.00, with the exclusion of meals and
mileage, an original receipt must be forwarded to the
Financial Accounting Department. Meals are
reimbursed at a rate
approved in Florida Statute 112.061. Florida
Statute 112.061 and Board Policy establish the rate
per mile for in county and out of county mileage
reimbursement.
Meal
and Other Expense Reimbursements:
When
travel does not extend beyond one day, the meal
shall be reimbursed at the standard rate for
breakfast, lunch and dinner and is subject to
appropriate payroll taxes. When travel is
overnight, the standard rate is not subject to
payroll taxes.
Fiscal Year 2010 - 2011 Meal & Mileage Reimbursement Rates:
Breakfast
(travel begins prior to 6:00 a.m.) = $10
Lunch
(travel extends beyond 2:00 p.m.) = $14
Dinner
(travel extends beyond 8:00 p.m.) = $25
Mileage = $
0.50 per mile
Helpful
Links:
For more
information on how to submit a Travel Authorization or
Expense Report, click the following link.
http://upk.leeschools.net/upktrack/content/toc.html
When a new
window opens, click on:
Then click
on the link that pertains to the task you are trying to
accomplish.
Need
additional assistance?
Contact
Lorie Nein at 337-8230, Talonda Webb at 337-8192, or Mark
Santiago at 337-8210.
Frequently Asked Questions
Regarding Travel Reimbursement
IN-COUNTY TRAVEL
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Q: May I receive
reimbursement from home to a temporary duty
station? |
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A: No, if you are
required to travel to a place other than
your normal duty station, you may receive
reimbursement from your normal duty station
to the actual duty station if the temporary
duty station is farther than the normal duty
station. |
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Q:
May I be reimbursed for tolls and parking? |
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A: Yes, expenses
incurred in Lee County while traveling on
School District business may be reimbursed.
If the cost of any single toll or parking
expense is $5.00 or greater, a receipt must
accompany the request. |
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Q:
What form do I use to make the request for
in county tolls or parking? |
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A: The request should
be made on the “M” (Monthly Mileage Report) |
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OUT OF COUNTY TRAVEL |
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Q:
What form do I use when traveling out of Lee
County? |
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A: The “T” (Expense
Report for Travel) purchase order. |
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Q:
What is required as proof of payment for
reimbursement? |
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A: A receipt for
payment, copy of your canceled check or
other documents that show proof of payment. |
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Q: When
completing the leave request, what is the
difference
between requesting per diem and
actual reimbursement. |
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A: Per Diem
reimbursement is approved by the Board
annually and includes hotel and meal
allowance. Actual reimbursement is the
actual (documented) cost of the hotel plus
breakfast, lunch and dinner allowances as
approved by the Board. No receipts are
required for meal reimbursement.
Receipts are required for hotel
reimbursement. If you wish to be
reimbursed for actual expenses, select the boxes actual expenses
and meal reimbursement on your leave request. Meals provided by
the conference/workshop are not reimbursable
by the District. |
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Q:
What is vicinity mileage? |
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A: Vicinity mileage is
mileage in excess of the amount allowed by
law as outlined in Florida Statute
112.061(7)(a) when traveling to and from the
place of residence on official business when
travel is out of county. |
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Q:
When am I entitled to mileage? |
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A: When authorized to
travel on School District business, the
traveler is entitled to mileage
reimbursement when they drive their own
vehicles. When a car is rented or a School
District vehicle is used for travel, the
traveler is entitled to reimbursement for
gas with receipts for purchase. |
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Q:
What are the times of travel that I am
entitled to breakfast, lunch or dinner? |
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A: Breakfast Travel must begin before 6:00
a.m. and extend beyond 8:00 a.m.
Lunch Travel must begin before 12:00 p.m.
and extend beyond 2:00 p.m.
Dinner Travel must begin before 6:00 p.m.
and extend beyond 8:00 p.m. |
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