EMPLOYEE EXPENSE AUTHORIZATION AND REIMBURSEMENT
Travel:
Employees are required to use a District-issued procurement card whenever possible. Any personal charges mistakenly placed on the district card must be reimbursed via check within 30 days. Travel expenses such as airfare, lodging, and registration fees should be booked and paid directly by the school or department using a P-Card or purchase order. If an employee extends travel for personal reasons, any added expenses are their responsibility. Employees are expected to return promptly after business concludes unless an overnight stay is more cost-effective for the district.
Meals:
In general, meal reimbursement is only available when an employee is traveling on official DCSD business. Where meals are included in the registration fee for a meeting, conference or convention, it is encouraged to take advantage of the available meal options which would mean no further reimbursement is required. When meals are not provided, employees will be reimbursed for any out of pocket costs.
Mileage:
Mileage is reimbursed at the IRS-approved rate at the time of travel and only for travel beyond an employee’s normal commute.
Please see the adopted Superintendent Policy in the link below for complete details:
Note: The Travel Expense Voucher and Mileage Reimbursement forms are view-only. To complete the form, please download the Excel version, which will enable editing. Users are responsible for ensuring the accuracy of all entered information, as all cells in the spreadsheet are editable. For detailed instructions, refer to the ‘Read Me’ tab within the files. Submit a PDF version of the completed form to your site bookkeeper. Please do not share or submit the Google Sheet version.
To be accepted, all forms must include:
Employee name
Employee ID number
Account codes to be charged
Signatures from both the employee and the budget holder (electronic signatures are accepted)
Travel Expense Voucher 2025-2026 SY
Mileage Reimbursement Form 2026 Calendar Year - 1 page *For mileage reimbursments in 2026 only
Mileage Reimbursement Form 2026 Calendar Year - 2 pages *For mileage reimbursments in 2026 only
Mileage Reimbursement Form 2025 Calendar Year - 29 lines / 1 page *For mileage reimbursements through 12/31/2025 only
Mileage Reimbursement Form 2025 Calendar Year - 80 lines / 2 page *For mileage reimbursements through 12/31/2025 only