Traveling with Liberty ISD. Covered Topics Lodging Meals Transportation Miscellaneous Charges Procedures and Forms Fuel Credit Cards.

We’re Going Places!Traveling with Liberty ISD

Covered TopicsLodgingMealsTransportationMiscellaneous ChargesProcedures and FormsFuel Credit Cards

LODGING$85.00 per night per person excluding

taxes(exceptions must have prior approval and follow state guidelines)

No reimbursement for:Room serviceMoviesPersonal callsOther personal services

MEALS

Overnight stay required for employee meal reimbursement

Employees must return itemized receiptsStudents must sign list indicating receipt of cashNo alcoholTips are not reimbursable

EMPLOYEE MEALS

Breakfast $7.00 – Reimbursed with itemized receipt and overnight stay required

Lunch $9.00 – Reimbursed with itemized receipt and overnight stay required

Dinner $20.00 – Reimbursed with itemized receipt and overnight stay required

Tips are not be reimbursable per IRS Guidelines

BPA Qualifiers

STUDENT MEALS$4.00 PER STUDENT PER MEALRoster of students attending required before

purchase order is enteredList signed by students verifying receipt of

meal money or actual receipts along with unused meal money must be returned to business office after trip

TRANSPORTATION

TRANSPORTATIONCHECK OUT DISTRICT VEHICLE WHENEVER

AVAILABLE

5 passenger sedan 8 passenger SUV 15 passenger van (students may not

ride in van)

TRANSPORTATIONMileage reimbursement (currently $.50 per

mile)if you must drive your own car when district vehicles are unavailable

Use shortest route and record beginning and ending odometer readings

If two or more employees travel with the same itinerary on the same dates only one may claim mileage reimbursement

Red Ribbon Rally Austin

Miscellaneous Charges

ParkingTollsRegistration FeesPublic Transportation

Submit receipts in order to receive reimbursement

PROCEDURES

Austin TXCourtesy of Bruce Wright

Travel Reimbursement

Submit purchase

requisitionReceive PO

Complete Travel Expense

Form-attach receipts

Submit receipts and

travel form to business office

Receive reimbursement

check

Travel Expense Form Liberty ISD

LISD VEHICLE PROCEDURES

Before Trip

•Contact your front office for arrangements

•Receive confirmation-Driver Trip Sheet Report

During

Trip

•Pick up vehicle from Bus Barn at departure time

•Record times and odometer readings on Trip Sheet

After

Trip

•Return vehicle to Bus Barn

•Surrender keys and completed Driver Trip Sheet Report

LISD FUEL CARDSAvailable when using district vehicle-NOT

allowed for use with personal vehicleSign for and pick up card from Mr. Hunt at

the bus barnYou MUST get receipts when using fuel cardsReturn card along with gas receipts, keys and

trip sheet to Mr. HuntAfter hours-seal everything in an envelope

and drop in mail slot in garage door at bus barn

RECEIPTSMust be itemized

Must submit no later than 30 days after the trip

ADVANCED TRAVEL FUNDSSubmit Purchase Requisition approved by

immediate supervisor at least 10 days before funds are needed

Indicate when check is needed for pick upNot later than 10 days after trip submit

receipts , travel form, student signature list and any unexpended funds to business office

Failure to file timely travel reports with proper receipts/documentation may require you to repay the entire cash advance to the District