General Travel Information
Get Approval Prior to Travel
When district travel is approved, the most economical means should be selected.
No travel arrangements or commitments are to be made until appropriate approvals are obtained.
A NEW Travel Pre-Approval Document should be signed and approved by the Department requesting the travel. It must be attached to all travel claims.
READ Traveler Responsibilities before submitting travel-related requisitions or making any arrangements.
Submit a Purchase Requisition in the name of the traveler for the estimated amount of reimbursable expenses only.
Travel begins when the traveler leaves their personal residence or work site, whichever occurs last, and ends when the traveler returns to their personal residence or work site, whichever occurs first.
Please Keep Receipts
Where receipts are required, please submit the original detailed receipts. Please keep a copy for your own records.
Submit Claim in a Timely Manner
Travel claims should be submitted within five days after the return of travel, but no later than 30 days after travel is completed (prior to June 30th).
For employees who are normally reimbursed for in-district travel, claims should be submitted at least monthly, but no later than 60 days after travel is completed. Please note that travel claims filed beyond the designated filing deadlines may not be eligible for reimbursement.
Claim Form Details
Fill out your claim forms completely, and provide all required back-up documentation
Mileage reimbursement is to be included on the travel reimbursement form at the rate of 44.5 cents per mile, and odometer readings, dates and times must be submitted on the form.
All travel claims must indicate the time and place travel begins and ends, odometer readings (if applicable) and both employee and authorized signatures.
Submit the original receipts for all the expenses for which you are claiming reimbursement.
Submit conference or meeting brochures that provide an itemized listing of the activities to determine which meals are included as part of the conference fees.
A hard copy of electronic receipts is acceptable, provided that the detail contained within the document is equivalent to the level of detail contained in an acceptable original paper record.