Following is a list of procedures to be followed when traveling during work hours and/or
at the School District’s expense:
1. Plan ahead – begin the following process as soon as you know the dates of your
conference or workshop.
2. Verify that all vendors accept purchase orders. If they don’t, try to find one that does.
If this is not possible you may need to:
a. Obtain SSD 201 Advanced Travel Funds (see adv. travel section), or
b. Use your credit card and be reimbursed (see blue sheet section)
3. Complete separate on-line requisitions for registration, hotel and travel.
4. Complete registration forms and make 2 copies of all attachments.
5. Complete a District Travel Request Form (See below for detailed instructions)
**NOTE: This must be filled out even if there is no cost to the district**
6. Send Travel Request, with appropriate signatures, with attachments to Accounting. Note requisition number on all items.
7. Accounting will send purchase orders to the vendor as soon as they are processed.
Travel is not authorized unless purchase orders are completed prior to departure.
NOTE: Accounting does not make reservations by telephone.
8. Approximately one week before leaving, please verify all reservations.
District Business/Travel Request Forms
Complete the following when filling out a District Business/Travel Request form:
1. All requested information, including Employee Information in Section I,
Sub On-line Code in Section II, and Estimated Travel Expenses that will be
incurred by the District in Section III (even if a P.O. or Reimbursement
Form will be completed for the expenses).
2. The building and/or budget supervisor must sign the request in Section IV
for travel to be approved. If supervisor does not authorize travel, return the
form with an explanation to employee.
Travel Requests that are missing authorization codes, estimated expenses, or
approval signatures will be returned. This creates extra work for schools, departments, and Accounting, so please complete entire form before submitting.
If a sub is requested, put the sub on-line authorization code (if available) or budget
account code being charged in Section II. If the same budget is to be charged for all
expenses, then the sub code is sufficient. If a different budget code is charged for travel
expenses, such as registration or transportation, please indicate in Section III (be sure to
obtain signatures from BOTH Budget Supervisors).
Subs that will be billed to an ASB, parent club or other outside agency require billing
address/information on the Travel Request in Section II. It is very important that the sub on-line
codes be accurate; we rely on them for account coding. Use “ASB” for billing
ASB fund. Use “BILL” for billing parents club. Use a specific sub on-line code for each
grant (call the grant administrator for the code). Do NOT use “BILL” for grants.
Refer to Board Policy Procedure 5341P for further details regarding Travel Request
and Expenses. If you have any questions, please call Accounting at ext. 7242.
Advance Travel Fund
When employees travel out of town with students for State academic or athletic competitions
and need an advance to purchase meals, complete a standard requisition to cover expenses
not already taken care of through purchase orders. Use SSD #201 Travel Advance as the
vendor name. Include in the description the person responsible for the funds (who the check is
made payable to), the purpose of the trip, destination, when leaving and returning, and the
amount requested. A copy of the completed travel request must be attached.
Accounting issues a check for up to $38.00 per student, employee or coach per day if
traveling overnight. If not traveling overnight, employees and coaches must pay for their own
meals and may request reimbursement through payroll using a separate form.
Completed paperwork must be received in Accounting one week, or five working days,
prior to the date funds are needed. Accounting will let you know when the travel
advance check is available for pick-up. Upon completion of the trip, return the unused
portion of travel advance in the form of cash or a check payable to Snohomish School
District. Itemize expenditures on the Expense Voucher provided, attach all itemized
receipts to the Expense Voucher and return to Accounting. Be sure to sign where
indicated on the Expense Voucher.
Reimbursement for In-District Mileage
The online in-district mileage reimbursement form is used to claim mileage between locations.
Mileage amounts are automatically displayed using this form and are paid at the current IRS
mileage rate (see below for current rates)*. Please be sure the reimbursement form is
signed by both the requester and the budget administrator and has proper budget codes.
Submit to Accounting by the 10th of each month for payment at the end of that month.
IRS Mileage Rate effective July 1, 2011 = .555 per mile
IRS Mileage Rate January 1 through June 30, 2011 = .51 per mile
*The IRS rate is subject to change.
Reimbursement for Out-of-District Travel and Supply Purchases
Reimbursement for overnight out-of-district travel and other expenses such as supply
purchases may be obtained by completing an employee reimbursement request form
--please print on BLUE paper. Forms are also available in Accounting.
Following are a list of acceptable items for reimbursement using this form:
1. Overnight travel expenses (travel leave form must be filled out prior to leaving)
2. Mileage out of district (please use an online mileage form for in-district mileage)
3. Classload expenses (use a purchase order for large items)
4. Small, infrequent supply purchases
**PLEASE NOTE: Use the purchase order process for purchases over $15.00
or when you will be using a particular vendor more than once throughout the
school year**
Original itemized receipts are required for all expenditures that are being reimbursed. Be
sure the reimbursement form is signed by the employee and budget administrator, has proper
budget codes and a travel leave, if required. The person requesting reimbursement should
keep a copy for their records.
Submit all reimbursement forms to Accounting by the 10th of each month to ensure payment
at the end of the month. Please do not hold your reimbursements until the end of the year.
Turn them in at least once every three months (preferably once a month) depending on
the number of miles or receipts. Our year-end is August 31, so please turn in your final
blue sheet by September 10. Classload reimbursements are due by July 31st.
**NOTE: Reimbursement requests received without proper back-up, signature or code will be
returned to the originator for completion, and may not be paid by the end of the month.
Reimbursement for Meals
Meals that are for an overnight stay will be reimbursed through Accounts Payable on a blue
employee reimbursement request form as well. Only meals related to the employees’ school
related travel are eligible for reimbursement and itemized receipts are required and should be
attached to the reimbursement form. Meals without an itemized receipt may be reimbursed
up to $8 for breakfast, $10 for lunch and $20 for dinner, if employee certifies this amount to be true.
Meals that are not for an overnight stay can be reimbursed through Payroll on a separate
non-overnight stay reimbursement form. This will be taxable income. Meals will be
reimbursed for out of district travel only.
Meal expenses with an original itemized receipt will be reimbursed for the amount of the
receipt. The meal charges must be reasonable and of normal cost for the location.
Gratuities up to 20% of the meal may be included. Hotel room service is not reimbursable.
Rental of Non-District Vehicle
When renting a non-district vehicle, please contact Melody in the Risk Management
Dept. for a rental insurance package. Purchasing additional insurance is not necessary.
A vehicle rented with a district purchase order is covered by the district’s insurance.