Advance and reimbursement requests must follow the guidelines of the Travel Policy stated on the reverse side of this form. A Travel Report/Reimbursement Request Form, with receipts attached/or all expenses, must be submitted to the Business Office within 5 days following return. Subsequent travel will not be approved until proper forms are submitted.

TO AVOID DELAYS ALL SPACES MUST BE FILLED IN CORRECTLY

GUIDELINES FOR TRAVEL
1. FILL OUT TRAVEL FORM COMPLETELY. Form and budget code information available from campus secretary.
2. GIVE FORM TO YOUR PRINCIPAL OR SUPERVISOR FOR APPROVAL.
3. SEND COMPLETED FORM TO CENTRAL OFFICE. Allow at least one (1) month for processing. Cutoff date will be on the 18 th of the preceding month.
4. A WHITE COPY WILL BE RETURNED TO YOU AND/OR THE CAMPUS SECRETARY. The signed yellow copy gives permission for travel, but you must make all arrangements, reservations, registrations, vehicle, etc. The yellow form will generate an advance check for mileage and meal expenses if you are staying overnight. You must initiate a Purchase Order for all other expenses. Save all receipts and be sure your expenditures fall within the guidelines stated below.
5. WHEN YOU RETURN YOU MUST SUBMIT A TRAVEL REPORT/REIMBURSEMENT REQUEST FORM. This form must be submitted if you received an advance or are requesting reimbursement. You are required to keep receipts for all expenses. Receipts are to be attached to the Travel Report/Reimbursement Request form for any advances you and / or reimbursements you are entitled. If receipts for meals do not total the amount advanced, a refund to LPISD should be attached.

TRAVEL REIMBURSEMENT POLICY

La Pryor ISD will reimburse personnel for travel if the reimbursement is approved by the Superintendent/Business Manager in advance of such travel. All required receipts and other documentation must be submitted prior to any reimbursement.

Reimbursement will be made in accordance with the allocations listed below.

Transportation
School Vehicle -When possible, a school vehicle is to be used for a trip.
Personal Vehicle -If travel approved, employee will be reimbursed at 0.485 cents per mile based upon the Official State Mileage Guide for computing mileage. Except for the mileage allowances and parking lot fees incurred in conducting school business, no additional expenses incidental to the operation of employee's personal vehicle is reimbursable.

Accommodations
Employees will be reimbursed for cost of the hotel/motel room expense. However, room services and movies charged to the room will not be reimbursed. A valid paid receipt will be required prior to any reimbursement. Telephone charges to the room will be reimbursed for business related calls. Employees are to secure hotel/motel tax exemption certificate from La Pryor ISD Business Office prior to making the trip. This certificate is to be presented to the hotel/motel upon registration in order to be exempt from paying tax.

Meals
Reimbursement will be provided for meals occurring during authorized travel. Reimbursement shall be limited to the following expenses.  

REQUESTED ADULT MEALS WITHIN 100 MILES OVER 100 MILES
Breakfast _____ Adult(s) $ 8.00 x ____day(s) $12.00 x ____day(s)
Lunch ______Adult(s) 10.00 x ____day(s) 15.00 x ____ day(s)
Dinner _______Adult(s) 12.00 x ____day (s) 18.00 x ____ day (s)

The unused portion of any meal allowance may be applied to other meals occurring the same day. Banquet meals which are part of the formal program of a convention may be reimbursed at the actual cost. The banquet meals will be counted in lieu of the allowance for the particular meal. A receipt from the food establishment must be submitted with the reimbursement claim. The receipt must carry the date of the meal and the name of the establishment. No alcoholic beverages will be reimbursed.

Other Expenses
Registration fees, seminar materials, and similar expenses are reimbursable with receipt for expense. Taxicab costs are reimbursable, secure a receipt.

IRS
If an advanced check is issued, the person whose name appears on the check is responsible for completing the report and must account in full for the amount of the check,

Due Date for Expense Report
Report must be submitted to the Business Office within five (5)working days after return from trip. ALL APPLICABLE SPACES must be completed on the report.