The Conference Request/ Travel Reimbursement form is used when a person is planning to attend a meeting or conference away from the school district. Prior approval must be secured from your Department/Division Administrator before attending any off campus activity. If you are seeking reimbursement for mileage only, the same reimbursement form is to be used.

1. You may obtain the Conference Request/Travel Reimbursement form on-line.
   
   
2. Proper signatures must be on the form.
   
   
3. Original receipts are required for hotel/motel bills and registration fees in order to obtain reimbursement. If you are not given one, ask for one. It is your responsibility to obtain the receipt.
   
   
4. The District will reimburse for single room rates only. If your spouse accompanies you, please obtain the single room rate and note it on the bill.
   
   
5. Telephone calls will not be reimbursed unless they are district business related.
   
   
6. Credit card statements will not be accepted as original receipts.
   
   
7. Copies of registration forms filled out are not considered valid receipts.  If you paid the registration fee, you must obtain a receipt.
   
   
8. Original receipts are required to substantiate transportation expenses. Travel agency, airline ticket, bus ticket, train ticket, and car rental receipts are valid. Receipts must show cost of ticket.
   
   
9. Reimbursement for meals shall be at the actual cost (include receipts) of the meal up to $8/breakfast, $12/lunch, and $30/dinner.
   
   
10. The District will not reimburse for liquor and entertainment.
    
    
11. Receipts are required for miscellaneous expenses.
    
    
12. If you use your own vehicle, the IRS has established an allowance of 58.5 cents per mile (effective 7/1/08). Use the Mileage Calculation box to calculate total mileage reimbursement. Gasoline credit card receipts will be accepted instead of mileage if you choose.  If a district vehicle is used, reimbursement will be for the cost of gasoline only (provide receipts).
    
    
13. When a Conference/Travel Reimbursement form is submitted for final reimbursement of expenses, proper signatures must be included on the form. This means that your Department/Division Administrator has approved all expenses. Also, don't forget to send the receipts along with the form.
    
    
14. Forms and receipts are sent to Diane Arnoldi, Accounts Payable, for processing.

Return to the Accounts Payable Page

updated: 9/16/08