Use this form to claim reimbursement for non-prior approved travel
transactions and other out-of-pocket expenses; these include itinerant
mileage between work locations, supplies, and meeting refreshments. Claims should be submitted monthly
except when the total claim is under $5.00. In these cases, employees
should hold expenses until their claim totals $5.00 or more.
Personal Information - Enter your name, employee number, and work location.
Month/Year - Enter the month and year the transactions occurred. This will determine which year the expenses are charged to.
(5858) – Enter the mileage date; a general description of the “FROM”
(origin) and “TO” (destination); round trip mileage (rounded to nearest
1/10th of a mile); and a general description of the business
purpose for the mileage. Mileage will be reimbursed when employees are
representing the District in an official capacity related to their job,
traveling to school activities in a supervisory capacity, conducting
home visits, or traveling between work locations. Mileage is reimbursed
at the current IRS rate.
more mileage lines are needed than are provided on the form, it is
permissible for employees to keep track of their mileage on a separate
piece of paper (e.g. an Excel spreadsheet), then enter the total miles
traveled on one line of the expense claim form. “See Attached” should
be placed in the PURPOSE column.
Meals & Meeting Refreshments (5559)
Meals - Enter
the date the meal was purchased. For local travel (not associated with
prior approval), meals are reimbursed at the breakfast, lunch or dinner
component of the $44 per diem rate, as listed on the form (see below
for meals that qualify for reimbursement). Check the corresponding box
for the meal that was purchased. Indicate the number of people served
in the # OF PEOPLE SERVED column (e.g. if the employee bought lunch at a
business meeting for themself only, the # of people served would be
1). Original receipts are not required. Attach a copy of the meeting agenda to the claim form.
Meals shall be reimbursed only in the following cases:
1) When a meal taken at a meeting is part of the agenda and business is conducted before and after the meeting.
2) When directed or required to attend mealtime business meetings, including community or public relations meetings.
3) When an employee is traveling for more than 12 hours (but not overnight).
– Enter the date the refreshments were purchased. Enter the actual
total spent in the MEETING REFRESHMENTS column. Indicate the number of
people served in the # OF PEOPLE SERVED column. Provide a general
description of the business purpose for the refreshments. Original
receipts are required. Attach a copy of the meeting agenda and attendee list to the claim form.
– List all other out-of-pocket expenditures for which there is not a
specific line item. Enter the date the items were purchased, the vendor
name, a general description and purpose for the items, and the total
amount spent. Original receipts are required.
SUBMISSION OF CLAIM FORM
When completed, employees must sign and date the CERTIFICATION section of the form; attach required receipts, meeting agenda and attendee list (if applicable).
form must then be forwarded to the employee’s immediate supervisor and
the director with budget authority for the expenditures for their
signature(s) in the APPROVAL section of the form.
supervisor or director must place the appropriate budget code(s) on the
form. If more than one budget code will be used, the AMOUNT OR PERCENT
line must be completed for each budget code so the appropriate amounts
are applied to each budget at the time of processing.
form and all pertinent documentation must then be forwarded to the
applicable Accounting Services Specialist in the Business Office at 109.
If a form is received by the Accounting Department without the proper
documentation, the form will be returned unprocessed to the employee
with a note asking for the missing documentation.