| Authorized Travel Expense Reimbursement |
Purpose. -- Pursuant to State Board of Education Rule 6A-1.056, F.A.C., the School Board (Board) must adopt policies, rules and regulations governing the conditions and requirements for the payment of travel and subsistence to Board members for travel outside the District, and for travel within and outside the District for the Superintendent and District employees.
Policy Statement. -- All travel reimbursement shall be in accordance with Fla. Stat. § 112.061, State Board of Education Rule 6A-1.056, and this policy. The Board finds that unnecessary travel is to be avoided, and necessary travel is to be taken with the greatest possible economy. Reimbursement of travel expenses shall be limited to those expenses that are necessary to the performance of a public purpose for the District and authorized by the Board, Superintendent or designee.
The Superintendent/designee shall not approve a request for travel authorization or reimbursement unless it is accompanied by a signed statement by the traveler's supervisor stating that such travel is necessary to the traveler's performance of the official business of the District and also stating the public purpose of the travel.
Meals, lodging, or transportation that are provided at no additional cost to the traveler, such as when meals are included in a convention registration or transportation or is gratuitously provided, shall not be reimbursed.
Expenses for which the traveler will be reimbursed by another agency, organization, or institution are not eligible for reimbursement by the District.
In-County Travel. -- In-county reimbursable miles shall be computed on a daily basis by summing all business miles driven and subtracting commuting miles, which are not reimbursable. Commuting miles are the round trip miles between the traveler's residence and assigned headquarters.
The request must be submitted on the In-County Travel Reimbursement Claim Form (PBSD 0095). Reimbursement shall be at the rate per mile specified by Fla. Stat. § 112.061 (7)(d)(1)(a), as now or hereafter amended.
In-county travel by the School Board members may be reimbursed in accordance with Fla. Stat. § 1001.39, which provides for reimbursement for travel expenses incurred while engaged on official business within the county, and shall not include travel to and from their residences to attend school board meetings.
Out-of-County Travel. -- All travel for employees or other authorized persons must be approved by the Superintendent or designee prior to departure and incurrence of expenses.
Reimbursement Request. The reimbursement request must be submitted on the Out-of-County Reimbursement Claim Form (PBSD 0096). (Out-of-county travel by School Board members and the Superintendent for which reimbursement will be claimed shall be considered approved by the adoption of their expense budgets. For reimbursement of Board members' travel expenses, Policy 1.08must be consulted along with this Policy.)
Pursuant to Fla. Stat. § 112.061(7)(a), travel can be reimbursed only when it was by a usually traveled route to or from headquarters (or actual point of origin or destination, if a lesser distance than headquarters), and the Superintendent/designee shall designate the most economical method of travel for each trip. If the traveler uses an indirect route for his or her own convenience, any extra costs shall be borne by the traveler, and reimbursement for expenses shall be based only on such charges as would have been incurred by a usually traveled route.
Mileage.-- Employees who use a privately-owned vehicle for School Board business are entitled to receive the mileage reimbursement authorized by Fla. Stat. § 112.061(7)(d)1, as now or hereafter amended. Pursuant to State Board Rule 6A-1.056(2), joint travel is required by personnel in a single vehicle whenever feasible.
Mileage for out-of-county travel shall be reimbursed in accordance with the rate specified by Fla. Stat. § 112.061(7)(d)(1)(a), as now or hereafter amended.
Out-of-county mileage shall be computed from city of origin to city of destination using the mileage reflected in the most recent printing of the Florida Department of Transportation map between city of origin and destination.
When actual point-to-point mileage exceeds map mileage because of allowable vicinity mileage, it should be itemized separately as map mileage and vicinity mileage and include: odometer mileage between actual point of origin and destination (this will differ from map mileage when travel begins and ends at points other than those used to compute map mileage); and business vicinity mileage in the origin and destination cities related to the mission for which the travel was authorized.
When point-to-point mileage is less than map mileage, actual (odometer) mileage is to be reported on the reimbursement form, and no further explanation is required.
Subsistence: Day Trips. -- Subsistence allowances for out-of-county travel not involving an overnight stay shall be in accordance with the maximum amounts authorized in paragraphs (i)-(iii) below pursuant to Fla. Stat. § 112.061(6)(b), as now or hereafter amended, under the following conditions:
Breakfast - when travel begins before 6 a.m. and extends beyond 8 a.m., the traveler is entitled to a breakfast allowance.
Lunch - when travel begins before 12 noon and extends beyond 2 p.m., the traveler is entitled to a lunch allowance.
Dinner - when travel begins before 6 p.m. and extends beyond 8 p.m., or when travel occurs during nighttime hours due to special assignment, the traveler is entitled to a dinner allowance.
A traveler who is claiming less than the full per diem or meal allowance authorized by this subsection shall include on the claim form a statement that he/she understands the entitlement to the full meal allowance but has voluntarily chosen to claim a lesser actual amount.
Overnight Travel. -- Per diem or, subsistence for overnight out-of-state travel and overnight in-state/out-of-county travel are reimbursable as follows:
If a traveler requires Class A travel (continuous overnight travel of 24 or more hours away from official headquarters) or Class B travel (overnight travel of less than 24 hours away from official headquarters that is out-of-county or out-of-state) on bona fide official business having a direct and lawful public purpose for the District, the traveler may elect either the:
maximum per diem (flat rate to cover meals and lodging) as authorized by Fla. Stat. § 112.061(6)(a)1; or
if actual expenses exceed the per diem allowable in subparagraph A, the meal allowance as prescribed in subsection (4)(b), plus actual expenses for lodging at a single occupancy rate, for which lodging receipts are required, although actual lodging expenditures are limited and the meal allowance is limited to per diem rates authorized by Fla. Stat. § 112.061(6)(b).
Time of departure and time of return must be shown for all travel, and per diem for Class A and Class B travel shall be computed at one-fourth of the authorized daily rate for each quarter (6-hour cycles which begin at midnight). For example, 1/2 X $50 = $25 for a two-quarter (12-hour) trip. A traveler claiming less than the fully-allowable per diem or full meal allowance authorized herein shall include on the travel claim form a statement that he/she understands the entitlement to the full per diem or meal allowance but has voluntarily chosen to claim a lesser actual amount.
Lodging expenses may be reimbursed only if they are incurred at a duly-established commercial lodging facility. No traveler shall be reimbursed for more than one lodging expense during any travel day unless fully justified by the traveler in writing. Lodging facility must not be classified as a luxury facility, which is defined as being rated four or more stars as denoted by a recognized travel website such as Orbitz, Travelocity or Expedia unless a discount or conference rate is received equivalent to a three star or less.
Common Carriers and Destination Transportation. -- Travel using aircraft or other common carriers shall be by the most economical class of transportation. Upon reaching the destination, the traveler should use the most economical and efficient method of vehicular transportation, as determined by the Superintendent or designee considering factors such as: the nature of the business; the traveler's time and the impact on the productivity of the traveler; the cost of the transportation and parking expenses; and the number of persons making the trip and the amount of equipment or material to be transported.
Limitation on Coupling Business Travel with Personal Leave. -- If an employee desires to couple vacation time with a business trip, the employee's travel expenses are reimbursable only for the public-business portion of the trip and only in accordance with the following requirements:
the employee's supervisor has included a signed statement that the travel is necessary for the official business of the District and stating the official purpose of the travel;
the travel is approved in advance, for a necessary public District purpose (the request could include a statement such as: "Employee will be staying two extra days for vacation; no expenses will be requested to be reimbursed for these extra days");
where applicable, all the conditions and requirements of subsection (5)(d), below, are fully satisfied;
the traveler uses, where applicable, his or her approved TDE leave for the vacation/personal part of the trip, and Accounting Services may retain vacation TDEs for verification that vacation time was taken on non-official-business days;
the employee requesting reimbursement for official travel that was coupled with personal/vacation time provides documentation to separate the official business-expense items on any invoices (which would be limited to the business-related days, except for the mileage or airfare to and from the conference location) from personal expenses such as sightseeing excursions; and
the District will not reimburse any extra expenses beyond what it would normally reimburse had the trip occurred without personal use being coupled to the business trip.
Documentation of Incidental Expenses.-- Upon proper documentation as set forth in this Section, reimbursement may include the usual incidental travel expenses, permitted by Fla. Stat. § 112.061(8)(a), such as taxi fare; ferry fares; bridge, road, and tunnel tolls; storage or parking fees; business communication expense; convention or conference registration fees and the actual and necessary fees for attending events which are not included in the basic registration fee but will directly enhance the public purpose of participation in the conference (e.g. banquets and other meal functions not included in the registration fee). Similar to Fla. Admin. Code Rule 69I-42.010, the following supporting information shall be required and maintained with the traveler's reimbursement claim form whenever the traveler is claiming reimbursement for actual and necessary incidental travel expenses:
Attestation. -- Required documentation for the following shall be attestation by the traveler and his/her supervisor that the expense was appropriate and in the best interests of the District:
actual communication expenses for District business (communication expenses to contact the traveler's family or other non-business purposes are not eligible for reimbursement);
the actual amount paid for mandatory valet parking which shall not exceed one dollar ($1) per occasion and which was incurred in the performance of public business; and/or
actual portage charges paid which shall not exceed one dollar ($1) per bag not to exceed total of five dollars ($5) per incident.
Receipts or Attestation, Depending on Amount. -- Receipts are required for the following if over twenty-five dollars ($25) (but for $25 or less, in lieu of a receipt the traveler and his/her supervisor must attest that the expense was appropriate and in the best interests of the District);
tolls, parking fees, or storage on a per-trip basis;
actual and reasonable tips paid per occasion to taxi drivers, which shall not exceed fifteen percent (15%) of the fare; and/or
receipts for taxi fares in excess of twenty-five dollars ($25) on a per fare basis.
Receipts, Regardless of Amount.-- Receipts are required for any other incidental travel expenses in any amount, as follows:
actual laundry, dry cleaning, and pressing expenses when official travel extends beyond seven days and such expenses are necessarily incurred to complete the official business portion of the trip;
actual and necessary fees charged to purchase traveler's checks for official travel expenses;
actual fees charged to exchange currency necessary to pay official travel expenses;
other incidental travel expenses, but only if expressly approved in writing by the Superintendent or designee upon written request which clearly demonstrates, and includes an attestation by the traveler and his/her supervisor, that reimbursement of such expenses is in the best interest of the District. The written approval must be included with the reimbursement claim form.
Receipts and Program/Agenda Copy. -- When filing for reimbursement of registration fees, the registration receipt must be supported by a copy of the program or agenda of the convention or conference, itemizing registration fees and any meals or lodging included in the registration fee. Consistent with Fla. Admin. Code Rule 69I-42.004, no public funds shall be expended for attendance at conferences or conventions unless:
the main purpose of the conference or convention is in connection with the official business of the District, consistent with the lawful functions of district school systems, and directly related to the performance of the assigned duties and responsibilities of the traveler;
the activity provides a direct educational or other benefit supporting the work and public purpose of the person attending;
the duties and responsibilities of the traveler attending such meetings are compatible with the objectives of the particular conference or convention; and
the request for payment of travel expenses is otherwise in compliance with this Policy and the meeting falls within the appropriate definitions below:
"Conference" means the coming together of persons with a common interest or interests for the purpose of deliberation, interchange of views, or for the removal of differences or disputes and for discussion of their common problems and interests. The term also includes similar meetings such as seminars and workshops which are large formal group meetings that are programmed and supervised to accomplish intensive research, study, discussion and work in some specific field or on a governmental problem or problems. A conference does not mean the coming together of District or interagency personnel.
"Convention" means an assembly of a group of persons representing persons and groups, coming together for the accomplishment of a purpose of interest to a larger group or groups. A convention does not mean the coming together of District or interagency personnel.
Advancements.-- In the event of prolonged TDE such as the assignment as legislative liaison to Tallahassee, an advance in an amount computed with reference to the preceding conditions and rates authorized by this Policy, and the number of days of expected travel status, may be authorized by the Superintendent/designee to cover anticipated costs to the traveler under Fla. Stat. § 112.061(12).
Consistent with Fla. Admin. Code R. 69I-42.005(1), such travel advances should not normally exceed eighty percent (80%) of the estimated travel expenses which will ultimately be reimbursable to the traveler. An exception may be made to this limitation in order to take advantage of a substantially discounted common carrier ticket; and in the event such arrangement is made, the travel advance may be an amount equal to one hundred percent (100%) of the cost of the substantially discounted common carrier airline ticket plus eighty (80%) percent of the remaining estimated travel expenses. Other exceptions to this 80% limitation may be made only if approved by the Superintendent/designee upon a written request that demonstrates that the increased travel advance is in the best interest of the District.
Similar to Fla. Admin. Code R. 69I-42.005(7), travel advances shall not be requested earlier than ten (10) workdays before the travel period begins unless the Superintendent/designee grants an exception upon written request demonstrating adequate justification.
When the authorized reimbursement ultimately exceeds the amount advanced under this section, the difference may be requested only through normal reimbursement procedures. If the authorized reimbursement turns out to be less than the amount advanced, the traveler shall return the difference to the School Board. In either case, the traveler shall file an authorized travel expense reimbursement form with associated documentation attached.
Direct Payments. -- Employees may request direct payment of certain travel expenses pursuant to Fla. Stat. § 112.061(13).
When appropriate, such as for hotel and registration prepayment requests, form PBSD 1717 must be used.
When an employee is required to incur overnight travel with less than 24 hours' notice, the employee may request the School Board to pay the person's cost of meals and lodging directly to the vendor. Payment to the vendor is for the actual costs of meals and lodging in an amount not to exceed the authorized rate for per diem. Additionally, advance direct vendor payments will be allowed in non-emergency situations when the traveler documents in advance that cost savings would result to the District such as: when reduced processing costs would be incurred; a discount is available for earlier payment; free use of a needed hotel meeting room is available only with prepayment; or an earlier payment is required for a reservation.
Somewhat similar to the concept of advancements under Section (5) above, the Superintendent/designee may authorize prepayment of subsistence, lodging, and common-carrier expenses to vendors in cases of extended travel that could cause financial hardship to the employee if he/she were required to wait for reimbursement. Such prepayments can be paid only to the vendor with adequate documentation provided by the vendor for the expected expenses.
Other authorized expenses for the trip (such as incidental expenses) besides the amounts prepaid to vendors under this section may be reimbursed only through normal procedures using Form PBSD 0096. If the authorized reimbursable amount somehow turns out to be less than the amount prepaid (such as if the travel is shortened or cancelled), the traveler shall ensure that the difference is returned to the School Board. In either case, the traveler shall file an authorized travel expense reimbursement form with associated documentation attached.
Submissions. -- In order to ensure the timely reporting of District expenditures, the following expenditures, reimbursements, reports (including travel and mileage) for all months other than June are due in Accounting no later than the last day of the subsequent month following the month of travel except for June reports which are due five (5) working days after June 30th. Requests received after the due date will be returned to the school or department unprocessed and will not be processed for payment.
Consequences. -- Pursuant to Fla. Stat. § 112.061(10) any claim authorized or required to be made under any provision of this section shall contain a statement that the expenses were actually incurred by the traveler as necessary travel expenses in the performance of official duties and shall be verified by a written declaration that it is true and correct as to every material matter; and false claims shall be punishable as criminal offenses as provided in Fla. Stat. § 112.061(10) and shall also be cause for employee discipline up to and including termination. Moreover, pursuant to Fla. Stat. § 112.061(10) any employee who receives an allowance or reimbursement by means of a false claim shall reimburse the District in the amount of the overpayment.
Implementation.-- The Superintendent/designee may look to analogous travel rules of the Florida Department of Financial Services (Fla. Admin. Code Chapter 69I-42) and Comptroller's Memoranda for guidance in implementing this Policy and may issue Bulletins to explain specific matters and standards as needed to effectuate the purposes of this Policy.
| STATUTORY AUTHORITY: | Fla. Stat. §§ 1001.41(2); 1001.43(2) |
| LAWS IMPLEMENTED: | Fla. Stat. §§ 112.061; 1001.32(2); 1001.41(1); 1001.42(11)(a); 1001.43(2), 1011.09 |
| STATE BOARD OF EDUCATION RULE: | 6A-1.056, Florida Administrative Code |
| HISTORY: | 6/28/72, 6/26/74, 8/27/75, 9/15/76, 7/6/77, 2/1/78, 4/6/83; 5/24/2004; 7/27/2011 |