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The procedure details cost-effective travel selection, transportation approval, airfare reimbursement limits, mileage calculations, eligible tolls/parking/cab and lodging, meal reimbursement caps, tips, registration fee eligibility, and restrictions on alcohol and certain personal expenses.",{"@graph":14,"@context":64},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/letters/","Letters",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/employee-reimbursement-travel-guidelines-administrative-procedure/301868/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/employee-reimbursement-travel-guidelines-administrative-procedure/301868.png","ImageObject",442,249,{"name":42,"@type":43},"Marry","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-09-23","2026-09-19",true,{"@type":52,"interactionType":53,"userInteractionCount":26},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58],{"name":59,"@type":60,"acceptedAnswer":61},"How are airfare and mileage reimbursements handled?","Question",{"text":62,"@type":63},"When air travel is required, the District reimburses coach fare only. 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District personnel and Board members will be reimbursed for normal and reasonable expenses incurred for travel and other district-related expenditures. All reimbursement requests require supporting documentation and the approval of the Building Administrator.  \nB. Employees planning to attend conferences, workshops, and conventions should obtain pre-approval from the Building Administrator using the Conference Request Form. To complete the pre-approval process for employee attendance at instructional-related events, the Building Administrator should forward the pre-approval form to the Office of Instruction for final approval prior to conference attendance.  \nC. Section 380.1254 of the Revised School Code (Attachment I) governs approval for Board member attendance at conferences, workshops, and conventions.  \nD. Travel and employee reimbursements that are charged directly to Federal programs must comply with §200 .474 of the Uniform Guidance Code. Documentation for travel and employee reimbursements related to Federal programs, as required under  \n§200 .474, must be retained and submitted with the reimbursement request.  \nTRAVEL  \nA. Employees and Board members shall use the most cost effective means available when travel is required. Factors such as the number of people traveling to a particular event,  \nlost work time, and the comparative cost of lodging and meals are necessary considerations in selecting travel options.  \nB. Transportation, other than personal vehicles, must be approved in advance by the Building Administrator.  \nC. When air travel is required, the district will reimburse employees and Board members for coach fare only. Employees should use a District credit card when securing airline reservations.  \nD. If an employee or Board member chooses to drive his/her automobile when air travel is more economical, the district will reimburse up to the airfare amount.  \nE. Two (2) or more employees and/or Board members attending the same conference shall consider sharing transportation and/or lodging costs, when practicable.  \nF. When travel in an employee-owned vehicle has been authorized by a Building Administrator, mileage reimbursement shall be made at the rate currently set by the Internal Revenue Service. When requesting reimbursement for mileage only, staff should use the Mileage Reimbursement Request form , if not included on a Conference Itemized Expense Report. Mileage reimbursement requests should be submitted within the same month of travel for which reimbursement is being requested.  \nG. Reimbursement will be made only for mileage in excess of the number of round trip miles an employee drives to/from work on a daily basis.  \nH. Other allowable travel expenses include the following items:  \na. Toll charges  \nb. Parking and storage charges ( note: self-parking is strongly encouraged, and valet parking will only be reimbursed with sufficient evidence that it was necessary) .  \nc. Cab fares (when conditions do not permit the use of public transportation)  \nd. Car rental (which must be approved in advance by the appropriate Building Administrator)  \nNote: Receipts are required for reimbursement for each of the above items. LODGING  \nA. The Building Administrator must app","cbCaigQjqqiBMNJg","https://ap.wps.com/l/cbCaigQjqqiBMNJg","pdf",221142,"English","# Scope\n# General\n# Travel\n# Lodging\n# Meals\n# Tips\n# Registration Fees\n# Other Travel-Related Items","[{\"question\":\"How are airfare and mileage reimbursements handled?\",\"answer\":\"When air travel is required, the District reimburses coach fare only. If an automobile is used instead, reimbursement is capped at the airfare amount, and mileage is reimbursed only for mileage beyond daily round-trip commute miles at the IRS rate when authorized.\"}]","EMPLOYEE REIMBURSEMENT & TRAVEL GUIDELINES - Administrative Procedure | PDF",1789785982]