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CONFERENCE EXPENSE REIMBURSEMENT STATEMENT
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INSTRUCTIONS
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The conference /travel expense statement must be submitted in Ivisions Employee Reimbursement within 10 business days of travel. Failure to submit reimbursement request in a timely manner may result in a delayed or loss of reimbursement to the employee. Travel in June or July need to be pre-approved by the Director of Business Affairs to ensure reimbursements can be made in the correct fiscal year.
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Please note in the event an employee is unable to attend a conference they may be responsible for reimbursing the district for flight expenses. In the event the employee changes the flight departure or arrival time thus resulting in additional fees, the employee may be responsible for those fees.
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SECTION A:TRANSPORTATION EXPENSES
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State the specific location of each leg of the trip.
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*Use of employee personal automobile will be reimbursed at the current IRS rate, no fuel reimbursements are given.
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*Indicate names of other employees traveling as passengers in personal car.
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*Plane or train fare will be reimbursed at coach fare. Please note Administrative Procedure 5.60-AP The least expensive transportation shall be used.
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*Tolls, parking and shuttle charges to/from airport are “fare” expenses.
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SECTION B: EMPLOYEE PAID REGISTRATION and EMPLOYEE PAID TRAVEL TICKETS
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Complete this section only if you paid for your registration and have not yet been reimbursed for it. Be sure to
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include receipts showing payment and a zero balance.
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SECTION C. LIVING EXPENSES & ALL OTHER EXPENSES
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Use the boxes to designate special circumstances or to indicate no hotel needed due to staying with relatives or
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sharing a room with someone else.
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*Full day travel will be paid at a daily per deim rate of $60.00 for meals. Receipts are not required. Partial days will be reimbursed at the per meal rate listed below:
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*Per IRS guidelines, meals will be reimbursed for trips requiring overnight stay. Day trips will be reimbursed as applicable per Board Policy 5:60 with itemized receipts.
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Meals Depart Before Return After Amount
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Breakfast 6:00 AM 11:00 AM $10.00
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Lunch 11:00 AM 2:00 PM $15.00
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Dinner 5:00 PM 8:00 PM $35.00
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Expenses for checked bags. Expenses for exceeding baggage limits (weight/size) are non-reimburseable.
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General Information
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*Attach receipts for transportation, hotel charges, registration fees, and unusual items.
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*It is required, without exception, that items of expense be clearly and correctly described and in all
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instances they represent monies actually expended on behalf of the District.
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When accompanied by a spouse, significant other, or family members, absolutley no expenses incurred by them
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are not reimburseable. Employee's will be reimbursed for hotel accomodation at the single room rate.
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Expenses which are not reimbursable:
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The District shall not reimburse for tips and gratuities in excess of 20%
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BarberLoss of personal property
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ShoeshineLoss of personal funds or tickets
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Laundry and valet chargesFines for traffic violations
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Insurance on personal propertyDamages to employee's car
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Travel insuranceCost of circuitous or side trips for personal reasons
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Cost of personal credit cardsLiving expenses for days a trip is extended for personal reasons
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Charges incurred as a result of a third party's misuse of lost credit cardsPurchases of clothing or toiletries
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Personal entertainment (movies, shows, sporting events, magazines, etc.)Gifts to employees, maintenance or repair of personal property (home grounds, etc.) while away from home
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Completed employee reimbursements in Ivisions that are submitted and final approved by the 20th of the month will be processed for payment that month and a direct deposit will be released after the first Board meeting the following month.
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