GSA rates for meals and mileage
Please make sure to communicate EARLY with the business office on travel. The business office will get travel packets ready for you prior to your travel. We needs to know specifics about the hotel, registration fees, etc. Make sure you put in a PO for hotels, registrations, and to yourself for meal reimbursement. We CANNOT use any type of third-party vendor for hotels (Travelocity, hotels.com, etc).
All Hawley ISD Employee travel must be in compliance with District Policy DEE (Local) and DMD (Local).
Employees will be responsible for providing original receipts for all expenses while conducting school business upon return of all travel. All documentation and school credit card (if applicable) should be returned by the next business day.
Please make sure to communicate EARLY with the business office on travel. The business office will get travel packets ready for you prior to your travel. We need to know specifics about the hotel, registration fees, etc. Make sure you put in a PO for hotels, registrations, and to yourself for meal reimbursement. We CANNOT use any type of third-party vendor for hotels (Travelocity, hotels.com, etc).
In cases where the spouse/children, who are not on official school business, accompany the school official or employee, no expenses for the spouse/children may be included. It is not permissible to charge any expenses for the spouse/children to Hawley ISD and later reimburse the district.
EMPLOYEE TRAVEL - Transportation
•A vehicle request should be sent to transportation 10 days prior to departure date. If you have any questions or concerns about vehicle request, contact the transportation office. The mode of transportation is the one in the district’s best interest. It should be the most cost-effective mode. Carpooling should be utilized if multiple employees are traveling to the same location.
•The rate of reimbursement for the employee’s personally owned motor vehicle is based on the state-approved rate.
•Contact the business office before making any airline reservations.
•Receipts are required for monies expended for railroad, tolls, air, taxi, parking fees, etc.
•When an employee uses his/her personal vehicle and is reimbursed for mileage, reimbursement is not made for gasoline since it is already included in the mileage rate allotted. Reimbursement for use of personal vehicle must be approved prior to travel and will only be approved in special circumstances, or if a school vehicle is not available.
•When an employee drives his/her personally owned vehicle, no matter how many passengers, the primary policy of coverage will be his/her own auto policy.
EMPLOYEE TRAVEL - Meal Allowances
•Reimbursement for meals will not be allowed unless there is an overnight stay.
•Meal rates allowable are found by going to the U.S. General Services Administration’s (GSA) website or on the Travel tab of the Quick Reference page on the school website.
•The district will reimburse an employee actual cost up to the allowable maximum. If the destination is in Texas and is not listed on the GSA site, the posted allowable rates on the Comptroller’s website are to be used.
•If a meal is provided at a function being attended, such as lunch or a banquet included in the conference registration, or by the hotel at which the employee is staying, i.e. breakfast, that meal will not be eligible for reimbursement.
•A purchase order should be submitted for meals prior to travel.
•Receipts need to be turned in with the purchase order for reimbursement.
EMPLOYEE TRAVEL - Registration
For conferences or trainings that require a registration fee, a purchase order should be submitted for the registration and a registration form submitted to the business office. If requesting a check for the registration, the check will be mailed with the registration form from the business office.
EMPLOYEE TRAVEL - Parking
Valet parking will be allowed if there are safety concerns or if the size of the vehicle prohibits parking in the garage, otherwise self-parking should be used. Parking citations issued to drivers will be the responsibility of the driver.
EMPLOYEE TRAVEL - Lodging
•Lodging rates allowable are found by going to the U.S. General Services
•Administration’s (GSA) website. The district will reimburse an employee actual cost up to the allowable maximum. If the destination is in Texas and is not listed on the GSA site, the posted allowable rates on the Comptroller’s website are to be used.
•Hotel rates vary, and every effort should be made to obtain the most economical and practical accommodations available considering the purpose of the meeting. Higher hotel rates may be considered at the conference host hotel if there is a safety concern or if it proves to be an economical advantage for the district. Prior approval is required before traveling. This is not to accommodate for late deadlines. Double occupancy is encouraged when possible.
•Original, itemized receipts are required.
•Amounts in excess of the approved limits are the responsibility of the employee.
•In Texas, a Hotel Tax Exemption Certificate must accompany payment to the hotel to avoid paying state taxes. This certificate may be obtained from the business office prior to traveling.
•When checking into the hotel, provide the clerk with the Hotel Tax Exemption Certificate.
•Upon checkout, review the billing to ensure that state sales tax was not charged.
•Hawley ISD will not provide reimbursement for state sales tax (unless traveling outside of Texas).
STUDENT TRAVEL
All Hawley ISD student travel should be in compliance with District Policies.
Sponsor/coaches should return proper original receipts and credit card (if applicable) to Business Office the next business day after returning from a trip.
All individuals and groups representing the Hawley ISD in competition requiring an overnight trip must receive advanced approval from the school principal. The principal’s office should be provided with a list of all students, teacher/sponsors, parents etc. as well as the itinerary.
School district funds may not be used for entertainment or enrichment activities
while on the trip. Activity or non-district funds may be used for such purposes.
The district will pay for advisor(s) and needed chaperone(s) travel.
STUDENT TRAVEL - ADVANCE PAYMENTS
Advance payment may sometimes be requested for necessary expenses expected to be incurred by student groups engaged in out-of-town travel as well as local school activities and events. Procedures in these cases are as follows:
•Employees will only be allowed travel advances for travel with student groups. Advances for employee-only travel are prohibited.
•Requests for student travel should be made in compliance with the HISD travel procedures. At the completion of the activity, the sponsor shall send to the business office all invoices, receipts, sales slips, etc., supporting the actual amount of expenses and shall return any unused funds.
•The teacher/club sponsor is responsible for undocumented money and money spent in violation of these procedures and will be held accountable for repayment.
STUDENT TRAVEL - Transportation
•Student travel should be in a school owned vehicle for liability purposes.
•Do not transport students in a personal vehicle if at all possible.
•Vehicle requests should be submitted to the transportation department 10 days prior to travel. If you have any questions or concerns about vehicle request, contact the transportation office. Contact the business office before making airline reservations.
•For information regarding rentals, contact the business office.
STUDENT TRAVEL – Meals
Arrangements for student meals are the sole responsibility of the coach or sponsor.
•Sponsors are encouraged to pre-arrange meals and pay for student meals as a group directly to the vendor using a school check or direct vendor billing.
•In the event that meals are not pre-arranged and students order individually, secondary students will be given cash at the current approved meal rates. A check will be given to the lead sponsor to cash and distribute to students.
•Sponsors should have a roster of students and have them sign that they received their meal allotment. The roster with signatures should be submitted to the business office with the travel receipts by the following business day, upon return to the district.
•Any amount of meal money left due to a change in student numbers or schedule, should be returned to the business office.
•Receipts are not required for meals UNLESS paying for a meal as a group, or use of school check or credit card for payment. Receipts submitted utilizing a credit card or check, should in no way reflect state tax or tips.
•The number of meals to be rendered will depend on the date and times of departure. The allowance for meals is based on the per diem meal rate in effect at the time of the trip. Rates are subject to change.
•At the time of publication, the per diem rate for meals for students is Breakfast $8, Lunch $10, Dinner $12. Employees traveling with students will have the same per diem rate as students.
•Sponsors should plan the trip so that meal allotments are adequate to cover the expense of meals. Students should be encouraged to eat each meal and not to save their money for a more expensive meal during the trip.
•Sponsors are not to encourage students to bring additional money to cover additional meal charges or tips.
•Any deviation from the meal allotments should have advanced approval from the superintendent. If the hotel that you are staying in provides a breakfast, do not include that meal. Any amount exceeding the per diem rate will be required to be covered with activity funds.
STUDENT TRAVEL – Registration/Dues/Conference Fees
Documentation showing the amount of registration/dues/conference fees
should accompany the purchase order. If requesting a check for the registration, the check will be mailed with the registration form from the business office.
STUDENT TRAVEL - Lodging
•Lodging will be paid if the activity involves multiple-day activities or for safety due to time of conclusion or start of competition. Employees should avoid trips of extended length during a single day that may pose a safety concern for bus drivers or students.
•A Hotel Tax Exemption Certificate must accompany payment to the hotel to avoid paying state taxes. This certificate may be obtained from the business office.
•When checking into the hotel, provide the clerk with the Hotel Tax Exemption Certificate.
•Upon checkout, review the billing to ensure that state sales tax was not charged.
•Lodging can be held/reserved with a credit card. However, a check will be issued prior to travel. The lodging check will be made payable to the hotel and will be sent to the requestor.
•Minimum double occupancy applies to student travel.